How to Write Resignation eMail

Several Reason for Resignation

Looking to compose the perfect resignation letter? Goodbyes are always unpleasant, but delivering them appropriately is critical. This is why, when leaving a company, you must submit a resignation email. A resignation email is a formal email sent to your employer telling them of your intention to leave the company. Creating an outstanding email can significantly improve your professional reputation and relationships. It can help you maintain positive relationships with your current supervisor and coworkers, leaving a lasting impression of professionalism and respect. In this post, we will discuss how to write a resignation email, including samples and a ready-to-use template, as well as resignation etiquette.

What is a Resignation Mail?

A resignation email is a formal communication from an employee to their employer or management advising them of their decision to leave the firm. It often includes the employee’s wish to resign, the effective date of resignation, and a brief explanation for the departure. Furthermore, it is customary to express gratitude for the opportunities presented during your time with the company and provide assistance with the transition process. Resignation emails should be professional, concise, and kind in tone.

Why You Should Send a Resignation Letter Mail?

Formal notification: It officially informs your employer or manager that you wish to resign, ensuring that your departure is documented. Professionalism: Following standard resignation procedures demonstrates professionalism and respect for the organization and your coworkers. Legal documentation: It generates a written record of your resignation, which can be used for legal and administrative purposes such as finishing employment contracts and processing past-due payments or benefits. Smooth transition: It allows the business to begin looking for a replacement while also assigning your responsibilities to other team members, resulting in minimal disruption to operations.

Courtesy: Giving your employer and coworkers enough notice of your departure allows them to plan and make the necessary arrangements. Overall, sending a resignation email is a respectful and professional way to formally communicate your decision to leave your job and ensure a smooth transition for you and your employer.

How to Write a Resignation Email?


The subject line should indicate clearly the purpose of the email, which is to quit. Keep things concise and to the point. Do not use misleading or overly colloquial language. Greet the recipient (usually your manager or supervisor) politely and respectfully. If applicable, use both their name and the corresponding title. As an example: Start your email with a clear and direct statement announcing your resignation. Your resignation email’s introductory statement should clearly express why you are resigning. Keep a direct, professional, and respectful tone.


Clearly state the date your resignation will take effect. This allows your employer to plan for your absence and start the transition process. This is also the date you will officially depart the organization. Make sure the date you pick matches any notice period mentioned in your employment contract or company policy. To guarantee a smooth transition, be detailed and clear. You should also indicate any outstanding activities or projects that you will complete before your leave to help with the transition. Finally, expressing a readiness to assist with the transfer during the remaining job period may demonstrate professionalism and a want to depart on good terms.

Samples to communicate the date of resignation

“My last working day will be Date, subject to the notice period specified in your contract or organization. During this time, I will finish any outstanding projects and assist with the transition.” “Effective [Date], I will be leaving my position as [Your Position].” I realize the need of a smooth transition and am committed to completing all remaining duties before my departure.” “I am providing [notice time] notice, and my last day of work is scheduled for [Date]. I am available to assist with the transition and will ensure that all handover obligations are completed before then.

“Please consider this email to be formal notice of my resignation, effective [Date]. I will work hard until my last day to complete ongoing obligations and help the team in any way possible throughout the transition phase.” “In accordance with business policy, I will retire on [Date]. I am entirely committed to my obligations and will work tirelessly with my colleagues to ensure a smooth transition before my departure.”

Several Reason for Resignation

While not usually required, you may choose to submit a brief explanation for your resignation. If you feel like revealing your reason for leaving, you can do so in this section. Maintain a professional demeanor and refrain from making unfavorable comments about the firm or colleagues. Here’s how to do it right: When expressing your reason for leaving, emphasize the positive elements that influenced your decision, such as career progression chances, personal improvement, or a better fit for your talents and interests. Keep the explanation concise and avoid discussing any unfavorable features of your current work or company.
If you’re accepting a new job offer, you can explain that you’ve been presented with an exciting opportunity that better aligns with your professional goals. If your reason is more personal, such as moving to a new location or furthering your education, you can state it without going into detail. Avoid making negative statements about the company, your coworkers, or the workplace, as this may reflect poorly on your professionalism and result in the loss of relationships.

Relocation and Higher Education

“For personal reasons, I will be relocating to [Location] and must resign from my current position at [Company Name].” “I enjoyed my time here and appreciate the opportunities.”I have been accepted into a premier academic program that requires full-time dedication, thus I have quit my current position at [Company Name]. I’m grateful for the assistance and guidance I’ve received throughout my stay.”

Family commitments – Better work-life balance

“Given recent family demands, I have made the tough decision to retire from [Company Name]. Throughout this difficult time, I am grateful for the sympathy and support of my coworkers. “To prioritize my well-being and achieve a better work-life balance, I have decided to resign from my current position at [Company Name].” I value the chances for growth and development that I’ve had here.

Misalignment of Corporate Culture “After careful analysis, I have determined that the workplace culture at [workplace Name] does not align with my views and professional objectives. As a result, I believe quitting would be beneficial for all parties. Health reasons. “I regret that I must resign from my position at [Company Name] due to health concerns that require my immediate attention. I appreciate my coworkers’ support during this tough time.” Career change “I have decided to pursue a career change that better aligns with my passions and skills, so I am resigning from my current position at [Company Name].” I enjoy the chance for professional development provided here.”

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