Quitting a job is frequently an awkward and delicate moment—whether you like your work and enjoy your workplace, or you’re itching to get the heck outta there now. No matter your personal experience, you may wonder “How do I say this the right way?” when alerting your manager that you’re quitting. That’s where a well-written resignation email comes in.
A resignation email is a formal way to let your employer know you’re leaving—but it’s not just about saying, “Hey, I quit.” It’s about leaving on good terms, explaining your situation, keeping things professional, and helping with the transition.
Whether you’re moving on to a new job, changing careers, or leaving for personal reasons, you’ll find here a resignation email template that fits your situation.
First: Quick tips on how to write a resignation email
A resignation email doesn’t need to be long or complicated, but it should be professional and polite. The goal is to communicate your decision clearly, maintain good relationships, and leave on a positive note.
- Be clear and concise. Start your email by stating your resignation and your last working day. There’s no need to over-explain—just get to the point while remaining professional.
- Maintain professionalism. Even if you’re unhappy with your job or employer, avoid venting frustrations. Keep your tone respectful and neutral to leave on good terms.
- Express gratitude. Whether your experience was great or not, thank your employer for the opportunity. A simple “I appreciate the experience I’ve gained here” can go a long way in maintaining a positive relationship.
- Offer assistance (if possible). If you’re in a position to help, mention your willingness to assist with the transition, like training a replacement, attending important meetings, and wrapping up key tasks.
- Follow company policies. Check your employment contract or handbook for any resignation requirements, like a mandatory notice period or exit procedures, and stick to them.
- Proofread before sending. A resignation email is still a professional document. Spelling mistakes or unclear messaging can make you seem careless, so give it a quick review before hitting send.
10 resignation email templates for different situations
Every resignation is different, and the way you phrase your email depends on your circumstances. Below, you’ll find templates for 10 situations, along with a brief explanation of when to use each one.
Template #1: Standard resignation email (two weeks’ notice)
This is the most common resignation email format, used when you’re providing the standard two weeks’ notice. It’s professional, concise, and shows that you’re grateful while ensuring a smooth transition.
Template #2: Resignation email for a new job opportunity
If you’re leaving because you’ve accepted another job offer, this template helps you resign professionally while focusing on gratitude rather than where you’re going next.
Template #3: Resignation email for personal reasons
If you’re leaving due to personal circumstances, such as health, family, or other personal matters, this template keeps things professional while maintaining your privacy.
For extra guidance, read this next: How to Write a Resignation Letter for Personal Reasons (Examples Included!)
Template #4: Resignation email for a career change
If you’re transitioning into a new field or industry and need to leave your current job for a new career path:
Template #5: Resignation email with immediate or short notice
Use this template if you need to resign quickly and can’t fulfill the standard notice period.
For extra guidance, read this next: How to Write an Immediate Resignation Letter (with Samples)
Template #6: Resignation email due to relocation
If you’re moving to a new city or country and need to resign because of the relocation, consider using this resignation email example:
For extra guidance, read this next: How To Write a Resignation Letter Due to Relocation (Examples Included!)
Template #7: Resignation email without giving a specific reason
When you prefer to keep your reasons for leaving private but want to resign professionally, use the following resignation email template:
Template #8: Resignation email due to work dissatisfaction
If you’re leaving due to dissatisfaction at work, this template helps you keep the tone of your resignation respectful and professional.
Template #9: Resignation email after a long tenure
If you’ve been with the company for many years and are leaving after a long period of service, this template helps you express your gratitude.
Template #10: Resignation email for further studies
If you’re leaving to pursue further education or training, use this resignation email sample:
What to avoid in your resignation email
When writing your email, some details might go unnoticed, but they can have a negative impact on the message. Here are some common mistakes that you should avoid:
- Being too vague about your resignation date: Be clear and specific about your last working day to avoid any confusion or misunderstandings.
- Oversharing personal grievances or frustrations: Even if you’re leaving due to negative experiences, resist the urge to vent. Keep the tone professional and focused on moving forward.
- Using an unprofessional or emotional tone: No matter the reason for your departure, always maintain professionalism in your language. Avoid being overly emotional or too casual.
- Not following company resignation policies: Be sure to review your company’s resignation procedures. Some may require a formal letter or specific notice period, and failing to comply could leave a bad impression.
Leave on a positive note
Leaving your job is a significant step, and it’s important to do so in a way that reflects your professionalism. Remember, even if your time at the company wasn’t perfect, you can still exit on good terms. You never know where your career may take you!
The resignation email templates provided are a great starting point, but feel free to personalize them to better fit your unique situation. It’s all about crafting a message that aligns with your tone and reasons for leaving.
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