How to write a resignation email (short, clean, professional)
A resignation email has one job: create a clear written record of your resignation and last working day. It is not the place for grievances, life stories, or feedback — that's what exit interviews are for. The best resignation emails are under 120 words.
Tell your manager live first if at all possible; the email then confirms what they already know. Being resigned-at by email cold is something managers remember.
Copy-paste templates
Dear [Name], Following our conversation, I'm confirming my resignation from my position as [role] at [Company]. Per my notice period of [X weeks], my last working day will be [date]. I'm grateful for the opportunities I've had here, particularly [one genuine specific]. I'll do everything I can to make the handover smooth — I've started a transition document and I'm happy to help plan coverage for my responsibilities. Thank you, [Your name]
Dear [Name], As we discussed, I'm formally resigning from my role as [role], with my last day on [date]. This wasn't an easy decision. Working with you and the team has shaped how I think about [craft/field], and I'm especially grateful for [specific thing — a project, your mentorship, a chance you took on me]. Over the next [notice period] my priority is a clean handover. I've drafted a transition plan and would like your input on it this week. With thanks, [Your name]
Dear [Name], I am resigning from my position as [role] at [Company]. In line with my contract, my last working day will be [date]. I will complete a full handover of my responsibilities before then and remain committed to my duties during the notice period. Regards, [Your name]
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What to leave out of a resignation email
- Grievances and criticism. However justified, they gain you nothing in writing and can cost references. Save candor for the exit interview — or for never.
- Where you're going. You may share it, but you don't have to; "a new opportunity" is a complete answer.
- Ambiguity about dates. Name your exact last working day — vagueness creates payroll and handover confusion.
- Negotiation bait. If you'd stay for a counteroffer, have that conversation before resigning, not via a resignation letter fishing for one.
- Emotion in either direction. Neither the bitter goodbye nor the three-paragraph love letter ages well in an HR file.
Frequently asked questions
Is it OK to resign by email?
The email is the formal record, and yes, it's standard. But the professional sequence is: tell your manager in a live conversation first, then send the confirming email the same day. Skipping the conversation is legal everywhere and advisable almost nowhere.
Should I accept a counteroffer?
Statistics and recruiters both suggest caution: the reasons you decided to leave usually survive the raise, and you've now flagged yourself as a flight risk. If money was the only issue, it's cleaner to negotiate before resigning.
What if I can't serve my full notice period?
Ask rather than announce: "My contract specifies [X weeks]; I'd like to discuss finishing on [earlier date] because [reason]. I'll make sure the handover is complete regardless." Many employers agree, especially if you've prepared the transition well.