Resignation Letter Email: Everything You Need To Know

Resignation Letter Email

When resigning from your job, it is essential to notify your employer and HR department of your resignation. A resignation email is one way for employees to inform their employers about their departure. 

Understanding the key components of a resignation email can assist you in informing your employer of everything they need to know. A well-written resignation email can assist you in leaving your job professionally and graciously.

In this article, we will go over resignations by email, explain how to write one together with provided templates and examples for guidance. 

What is a Resignation Email? 

A resignation email is a digital message sent to an employer or human resources representative informing them that an employee is leaving the company. Employees send these ahead of time to prepare the company for their absence. 

These are similar to a letter of resignation or a one-month notice, but they are entirely digital rather than physical. Individuals can also print their email and deliver it in person.

Elements of Resignation Email

Include the following in your resignation email:

  • Subject line
  • Your last day of employment 
  • Expression of gratitude
  • Your next steps or any other important information
  • Questions about your compensation or benefits
  • Your contact information
  • Your signature

Importance of sending an Email of Resignation 

Here are some reasons why you should send email of resignation: 

  • It is shared with the company that you plan to leave your position. 
  • It can help the HR department complete your payroll. 
  • It gives you a chance to thank and express gratitude to your employer for an opportunity to learn and grow professionally. 
  • It can also help you maintain future contacts that may lead to letters of recommendation. 

How to Write an Email of Resignation

In writing your email resignation letter, to may follow these steps so you can make an effective letter: 

  • Create a clear subject line: Use a clear subject line when writing a resignation email to help your manager understand what your message is about. This increases the likelihood that they will read your email.
  • Indicate your resignation: Start your email with a formal salutation, such as “Dear Mr. Leev,” and notify your manager or HR representative of your resignation and the date of your last day. 

Ideally, this should be done several weeks ahead of time so that the company will have enough time to fill your position and adapt to the change. You don’t have to go into detail about why you’re leaving when you share your resignation unless you desire to give some context for your departure.

  • Express your gratitude: Include a few sentences in your email explaining why you’re grateful for the opportunity to learn and grow with the company. 

This can help you maintain positive relationships with the company and may lead to future letters of recommendation. Share some connections you made at the organization or skills you learned on the job in this section.

  • Share your next steps: Consider concluding your email by offering to assist them with any preparations for your departure. Explain how you intend to manage your ongoing projects and the steps you’re taking to redistribute responsibility. 

You may want to ask any questions you have about your final payment or other company benefits in this section.

  • Sign off your email: Include a professional closing at the bottom of your email. You can also list your name again here to indicate who sent the message. If you haven’t already, you should include your contact details in the footer of your email.

Tips for Writing a Good Email 

Here’s some advice on how to write a successful email of resignation:

  • Proofread your email: Proofread your email before sending it to ensure it is free of grammatical errors and reads well. 
  • Speak to your employer first: Consider meeting with your manager in person before sending your resignation letter, so they are the first to know about your departure.
  • Focus on the positive: When leaving a job, try to concentrate on the positive aspects of the company to avoid slandering them and to maintain relationships.
  • Include your contact information: Because you will lose access to your work email after leaving your company, including your personal email address and phone number may be useful in case your company has any questions after you leave.

Sample and Template 

Here are some examples of resignation emails: 

Letter #1: Vague explanation  

Subject: Resignation – Fiona Lee

Dear Mr. Wong,

Please accept this message as notice that I will be leaving ABCD Company on September 15.

I appreciate the opportunities I’ve had at ABCD, as well as your professional guidance and support. I wish you and the company continued success.

Please let me know what to expect in terms of my final work schedule, accrued vacation leave, and employee benefits.

Please let me know if there is anything I can do to help during this transition.

In the future, you can contact me via my non-work email,, or my cell phone, 043-678-2345.



Letter #2: Relocation

Subject: Resignation – Amber Taylor 

Dear Mrs. Teng,

I’m writing to inform you that I’m resigning from my current position as Manager of Winona and Company, effective September 20.

Thank you for all of your help and opportunities over the years. My time at Winona and Company was invaluable, and it prepared me for similar opportunities in my new city. I’m hoping to find a job with encouraging coworkers like the ones I’ve met here. I wish Winona and Company continued success.

Please let me know what to expect with regard to my last paycheck and unused vacation time. I’m available to help before I move.

Truly yours,

Amber Taylor


Letter #3: Template 

Subject: [your name] – resignation

Dear [name of employer or HR representative], 

Please accept this email as formal notification of my resignation from the position of [position title] at [company name]. My last day will be [date of your last day].

I am thankful for the [number of years of employment] years I have spent with [company name]. I am grateful for all of the experience and knowledge I have gained on the job.

Please let me know if there is anything I can do to ease this transition.

Best wishes,

[your name]

[your personal email address]

[your phone number] 

Key Takeaways

  • A resignation email is necessary because it informs the company that you intend to leave your position.
  • Writing an email also allows you to express gratitude to your employer for the opportunity to learn.
  • Understanding the key elements of a resignation email can assist you in informing your employer of everything they require.
  • Include a few sentences expressing your gratitude for the opportunity to learn and grow with the company.
  • Include a few sentences expressing your appreciation for the opportunity to learn and grow with the company.