How to write a resignation email: four templates, a subject line and what to leave out

What a resignation email must contain

Keep it to a few lines. Your employer needs facts, not a story.

1. A clear subject line: Resignation: Maria Lopez or Resignation, effective 30 March.
2. The decision, in the first sentence: I am writing to resign from my position as Marketing Executive.
3. Your last working day: the date, after your notice period. Check your contract for the notice period.
4. A short, honest thank-you: one real thing you valued.
5. An offer to help: I will make sure my work is handed over properly.
6. A polite close: Kind regards and your name.

Harvard Business Review advises leaving on a positive note, and says this starts with giving notice and letting people know in a professional way. The email puts the decision in writing, but it should not be the first time your manager hears about it.

Talk to your manager first, in person or on a call. Then send the email the same day, so there is a written record for HR.

Template 1: the standard resignation email

Choose this one when you are leaving on good terms and giving full notice.

Why it works: the first paragraph states the decision and the date. The second is warm and specific. The third offers practical help. Nothing in the email can be misread.

Replace Following our conversation today with I wanted to confirm in writing if you could not speak to your manager first.

Template 2: the short version

This version suits a large company, or a situation where you already talked at length.

This is only four lines of body text, and it is complete. The phrase Please accept this email as my formal resignation is a standard opening. It sounds formal, but it is clear and safe in any workplace.

A shorter email is also better if you are unhappy and do not want to say anything you may regret. When in doubt, say less.

Template 3: when you are leaving under difficult circumstances

Sometimes you leave because of a bad situation: stress, conflict or a poor workplace. HBR's advice for this case is direct: do not point fingers or make accusations, because the content of your letter can come back to haunt you. It also notes that you need your boss or HR to give at least a neutral reference if future employers call.

So keep the email neutral and factual.

Notice what is missing: no reason, no complaint and no emotion. You do not have to explain why you are leaving. If you must give a reason, make it truthful but brief, for example I have decided to move in a new direction.

HBR also suggests offering a genuine compliment, such as how much you have learned at the company. It does not have to be the main reason you leave, but it should be true.

Template 4: with thanks, a handover plan and a personal tone

For a team you worked with closely, or a manager you respect, a warmer version fits.

The handover plan is the strongest part. It shows you care about the team you are leaving, and it is the part that your manager will remember.

What to say aloud to your manager first

Practise the first sentence, because it is the hardest. These are natural and polite.

• Do you have a few minutes? I need to talk to you about something important.
• I wanted you to hear this from me first: I have decided to resign.
• I have accepted a new opportunity, and my last day will be the 30th.
• This was not an easy decision, and I am grateful for what I have learned here.

If your manager asks why, you can answer briefly: I am looking for a new challenge. If they offer more money to stay, do not answer in the room. Say Thank you, I will think about it. The page on how to say no politely has phrases for refusing without causing offence.

Leave the room calmly. Say the sentence aloud three times before the meeting, with a steady voice and slow pace. If you are interviewing for the next job, you may be asked why you left: the phrases on HR interview questions and answers help you answer in a positive way.

Mistakes to avoid

• Writing it in anger. Wait a day. An email is a record, and your next employer may ask your old manager about you.
• Criticising people. Even if it is true, it does not help you. Keep complaints for an exit interview, and only if they are constructive.
• A vague date. Write the exact date of your last day, not in a few weeks.
• Sending it to the whole team. Send it to your manager and HR. Tell your colleagues yourself afterwards.
• Using company email for private details. Give a personal email or phone number only if you want to stay in touch.
• Forgetting to say thank you. One honest line costs nothing and changes the tone.

A last tip about language: write resign from a position, not resign of. You hand in or give your notice, and you work out your notice period. These are the phrases your manager will use too.