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Home > Emails > How To Write a Convincing Resignation Email (5 Examples)

How To Write a Convincing Resignation Email (5 Examples)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

So, the end is near, and you need to resign from your job. Anyone can learn how to write a resignation email – and we can show you how. This resignation email guide provides everything you need to know, including 5 samples, an in-depth guide, and 10 top tips.

Writing resignation emails is easy if you follow the rules and follow the correct format. Even if you're leaving under challenging circumstances, maintaining professionalism is essential. You never know when your paths may cross with your colleagues, managers, or the company itself in the future.

We provide 5 email sample resignation email examples:

  • How to resign professionally in an email
  • Formal resignation email
  • Friendly resignation email
  • Resign from remote working job
  • Short resignation email

Before we break down the format, let's explain what resignation emails are and why it's essential to get the tone and structure just right.

What is a resignation email?

Resignation emails are an essential part of working life. When you've secured a new position, it's time to let your manager know about it.

Resignation emails act as notification of the formal termination of your employment and start the clock on your resignation period. You can then begin negotiations with your new employer about agreeing upon a start date!

In this part of the guide, we provide 5 resignation email examples covering several everyday situations for you to learn from.

Craft Convincing Resignation Emails With Ease

Crafting a high-quality, well-structured, and professionally worded resignation email is way easier than you think, all can be done quickly by using HIX.AI's Resignation Letter Generator.

5 resignation email examples

It's easy to illustrate how to create resignation emails with these 5 examples. We've covered some of the common resignation email types for you to see how the pros do it.

Professional resignation email

Our first resignation email sample is a classy way to leave your job. This sample provides an effective way to resign professionally. We deal with the leaving process simply and clearly, stating what we will do and when.

Dear [Recipient's Name],

I regret to inform you that I will be resigning from my position at [Company Name]. My last day of work will be [date], in accordance with the notice period specified in my employment contract.

I would like to express my gratitude for the opportunities and experiences I have gained during my time here. I have learned a great deal and have had the pleasure of working with talented individuals like yourself.

As part of my resignation process, I am willing to assist in any necessary transition of my responsibilities to ensure a smooth handover. Please let me know how I can be of assistance in this regard.

Thank you for your understanding and support throughout my tenure. I wish the team continued success in all future endeavors.

Best regards,
[Your Name]

Read also: Thank You Resignation Letter (20+ Examples)

Formal resignation email

This formal resignation sample is stripped back and simple to understand. Our formal example states very clearly the facts to avoid any misunderstanding. When reading this sample, it may seem a little cold, but sometimes you'll just want to state the current situation and move on.

Dear [Recipient's Name],

I regret to inform you that I have made the difficult decision to resign from my position at [Company Name], effective [last working day, typically two weeks from the date of the email]. This decision was not taken lightly and is a result of careful consideration and personal circumstances.

I am grateful for the opportunities I have had during my time at [Company Name], and I have learned a great deal from working with such a dedicated and talented team. I am confident that the company will continue to thrive in the future.

Please let me know if there are any specific tasks or responsibilities that you would like me to complete before my departure. I am happy to assist in any way during the transition period.

Thank you for your understanding and support during this time.

Best regards,
[Your Name]

Read also: How to write farewell & goodbye emails to coworkers, friends, and more

Friendly resignation email

OK, so you're leaving, but you can still say friends by using this template. This is a friendly (but still quite formal) resignation template. The format is standard (for more information on this, see below!) but provides space for you to add some personality if you want to.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to inform you that I have made the difficult decision to resign from my position at [Company Name]. It has been an incredible journey working with such a talented and supportive team, and I will always cherish the memories and experiences gained during my time here.

I want to express my gratitude for the opportunities I have been given and for the guidance and mentorship provided by you and the entire team. The knowledge and skills I have acquired here will undoubtedly benefit me in my future endeavors.

Please let me know how I can best assist with the transition process. I am committed to ensuring a smooth handover of my responsibilities and will do everything possible to make the transition seamless.

Thank you for your understanding and support throughout my time at [Company Name]. I greatly appreciate it.

Best regards,
[Your Name]

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Read also: How to politely decline an invitation via email (5 samples & templates)

Resign from remote working job email

Remote jobs are popular worldwide, but how do you resign when you've never met your boss in person? Our resignation from a remote working job email sample covers all the essential elements, including how to return your equipment when you leave.

Dear [Boss's Name],

I hope this email finds you well. After careful consideration, I have made the difficult decision to resign from my position as [your job title] with [Company Name].

During my time at [Company Name], I have enjoyed the opportunity to work remotely and the flexibility it has provided. However, I have recently been presented with an opportunity that aligns more closely with my long-term career goals.

I will ensure a smooth transition by completing any pending tasks and organizing my work files. As for the company equipment provided to me, please let me know the appropriate steps to return them.

I would like to express my sincere gratitude to you and the entire team for the support and guidance provided throughout my tenure. It has been a pleasure working with each and every one of you.

Thank you for understanding my decision and for your assistance in facilitating a seamless transition.

Best regards,
[Your Name]

Short resignation email

If you've not been in a role long (or don't want to waste time crafting a long reply), you can use our short resignation email sample.

Dear [Recipient's Name],

I regret to inform you that I am resigning from my position at [Company Name], effective [Resignation Date]. I have enjoyed my time here and appreciate the opportunities I have been given.

Thank you for your understanding and support during my time with the company.

Best regards,
[Your Name]

How to write great resignation emails

Resignation emails share a common format, are professional, and clearly state the terms of your leaving.

The structure of resignation emails works like this:

  • Professional greeting
  • Positive and friendly opening paragraph
  • Resignation statement (with dates)
  • Next steps

In this guide to resignation emails, we break down the process into three sections:

  1. Resignation email subject line
  2. Body copy
  3. Sign-off/next steps

We kick off by explaining how to create a superb subject line.

Resignation email subject line

Resignation email subject lines are short, easy to understand, and get to the point. Don't try and wrap it up; say you're resigning (or leaving, submitting your resignation, etc.) in the subject line.

Here are 25 resignation emails to fire up your imagination (or get you started).

How to resign professionally in an email:

  • Formal notice of resignation - [Your name]
  • Official resignation effective [Date] - [Your name]
  • Intention to resign - [Your name]
  • Resignation notice: [Your name]
  • [Your name] - Submitting my resignation

Formal resignation email:

  • Resignation effective [Date] - [Your name]
  • Immediate resignation - [Your name]
  • Notice of resignation - [Your name]
  • Termination of employment - [Your name]
  • [Your name] - Formal resignation notice

Friendly resignation email:

  • Farewell and notice of resignation - [Your name]
  • Moving on: Resignation notice - [Your name]
  • Parting ways: Resignation notice - [Your name]
  • Time to say goodbye: Resignation - [Your name]
  • New beginnings: My resignation - [Your name]

Resign from a remote working job:

  • Resigning from remote position - [Your name]
  • Stepping down from my role: Resignation notice - [Your name]
  • Resignation from remote role - [Your name]
  • Notice of resignation: Remote position - [Your name]
  • [Your name] - Resigning from remote work

Short resignation email:

  • Resignation - [Your name]
  • [Your name] - Resignation notice
  • Notice: Resignation - [Your name]
  • [Your name] - Ending my tenure
  • Brief notice of resignation - [Your name]

Resignation email body copy

When your recipient has read the subject line, they'll know what's coming. That makes it easier for you to write the body copy – so let's show you how.

All professional emails begin with a positive and personalized greeting. Say "Hi" or "Hello" and use the person's name. Once you've addressed them, you can get into the quitting email itself. Begin by introducing yourself and stating what the email is all about.

"I'm contacting you to submit my resignation as a programmer at (insert company). Please can you confirm that you have received my resignation?"

This is formal, but the point is that you want to ensure your resignation is accepted on the date it's sent. Now, you can express gratitude for your time at the company.

"I hope my resignation doesn't come as a shock. I've loved every minute of my last 10 years at (company name), but it's time to move on."

You can share some of your favorite experiences.

"I've got some incredible memories, and I'm proud of our achievements, including (whatever you've done)."

Now we need to move into the next phase of the message – getting a leaving date.

"I've agreed terms with my new employer, and I would like to set a leaving date. My notice period is (14 days, 30 days, etc.), and I estimate I can start on (insert date). Can you confirm that this is correct? When we have agreed on a leaving date, I'll speak to my new employer so we can make all arrangements."

You've left in some style. Now let's wrap up with the sign-off and next steps.

Resignation email sign-off/next steps

At this point, your manager knows you're serious about leaving. So it's always positive and professional to offer to help the transition.

"I'm sure you'll have some questions, so feel free to contact me. I'm happy to work with you and the team to select and train my replacement. It's the least I can do."

OK, it's time to wrap up. Saying thank you a second time is a good lead into your sign-off.

"Thanks again for the opportunity to work at (company name). I'll miss you guys!"

And we're done – but don't forget to add a sign-off (thanks, many thanks, kind regards, etc.) and anything else (including your name, signature, and contact details). Learn more closing sentences here.

At this point, you've crafted a great email – but take some time to check out our tips and ensure it's the best it can be.

Essential checklist: 10 principles for writing great resignation emails

Great resignation emails help you to build a positive personal brand. Here are 10 tips to get every resignation email right.

  1. Say you're resigning in the subject line: Make your intention to leave clear in the subject line itself. Use our samples as inspiration for creating yours.
  2. Email the right person: Check who you need to message. Do you need to message a manager, boss, or HR colleague? Always use a polite greeting and the person's first name where possible.
  3. Keep the tone professional: Even if your manager is a friend, maintain a professional tone throughout the email. This isn't the time or place for getting overly emotional or venting frustrations.
  4. The best emails are clear and concise: Be straightforward about your intention to resign. Clearly state that you're quitting and specify the date. Don't leave room for misunderstanding.
  5. Provide a reason for resignation (if you want): You don't have to, but it can be a good idea to include a brief reason for your resignation. Obviously, act like a professional and never single out individuals if they're the reason you're leaving.
  6. Be grateful: Show your appreciation for the opportunity to work at the company. Thank your manager, boss, or business leader in the email. Learn how to write thank-you emails in this guide.
  7. Offer to help: You're an expert at what you do, so why not extend an offer to help during the transition period? This could involve selecting a new replacement, doing skills training, or simply helping them to learn the ropes in a new role. It's a classy thing to do.
  8. Provide contact details: You'll want a response, so include your personal contact information in every resignation email.
  9. Proofread: Before hitting send, proofread your email for any spelling or grammatical errors. We know you're leaving, but do it in style!
  10. Use HIX.AI's AI email writer: Finding the right words is tough, so let HIX.AI's email writing assistant do it for you. This ultra-powerful AI writing assistant can make writing resignation emails easy. It will help you to craft classy leaving emails for every situation.

Conclusion

So, you're thinking about leaving? Follow our advice to send a clear, competent, and classy resignation email. The best emails to quit follow the fundamentals, stick to the structure, and clearly state when you're leaving. Write your resignation email as soon as possible, and you can begin the exciting part – preparing for your new job (and how to spend that bigger paycheck!).

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