How to write a resignation email, with 4 templates

A resignation email states that you are resigning, gives your last working day, thanks your manager in a sentence, and offers to help with the handover. It should be short, usually under 150 words, and you send it right after you have told your manager in person or on a call, ideally the same day. The conversation is where you resign; the email is the written record of what you agreed.

Everything else, including your reasons, your new employer and your opinions about the team, is optional at best and harmful at worst.

Tell your manager first

Resign out loud before you resign in writing. Book a short meeting or a call with your direct manager, tell them you are leaving and when your last day will be, and then send the email within a few hours so the date is on record.

An email that arrives before the conversation reads as avoidance, and your manager may learn the news from HR or a forwarded message. That costs goodwill you will want later for references.

Where your manager is unreachable for days, send the email and ask for a call in the same message, since your notice period may depend on the date you hand it in.

Why the written record matters

The email protects you. It fixes the date your notice started and the last day you agreed, which matters if there is any later disagreement about final pay, holiday or contract terms.

In the UK, government guidance says your contract will tell you whether notice must be given in writing, that you can otherwise give it verbally, and that you should give written notice if you think you will need to refer to it later. The same page says your notice period usually runs from the start of the day after you handed your notice in. Similar logic applies elsewhere: check your contract for how notice must be delivered, since some employers require a signed letter rather than an email.

Subject line options

Keep the subject plain and searchable. Your manager and HR will need to find this email again.

• Resignation: [Your name]
• Resignation, [Your name], last day [date]
• Notice of resignation, [Your name]
• Resignation and handover plan, [Your name]

Avoid vague subjects like "Quick update" or "Some news".

The five parts of a resignation email

A resignation email needs five parts, in this order:

1. The statement. "I am writing to confirm my resignation from my role as [title]." One sentence, no hedging.
2. Your last working day. Give the date in full. If you are not sure how the notice period is calculated, say so and ask HR to confirm.
3. Brief thanks. One or two sentences, specific if you can manage it. "Thank you for backing the migration project last year" is better than a paragraph of general gratitude.
4. The handover offer. Say what you will do: document open work, brief your replacement, finish a named deliverable.
5. Sign-off. Your name, and a personal email or phone number if you want to stay in touch.

Copy HR only if your company's process asks for it, or send HR a separate short note after your manager has the email.

Notice periods

How much notice you give depends on your contract and local law. Read your contract before you pick a date.

• In many European countries, the notice period is set by contract or statute and can be one to three months, sometimes longer for senior roles or long service.
• In the UK, the government's guidance says you must give at least a week's notice if you have been in your job for more than a month, and your contract can require more. Giving less than your contract requires may put you in breach of contract.
• In at-will employment in the US, two weeks' notice is custom rather than law. It is still the expected courtesy, and leaving without it can affect references and rehire eligibility.

If your contract says three months and your new employer wants you in four weeks, raise it with your current manager in the conversation. Many employers will agree an earlier date, but it is their choice, so put the agreed date in your email.

What to leave out

The email will sit in your personnel file, so leave out anything you would not want read aloud at a future reference check:

• Grievances about your manager, colleagues or pay.
• Criticism of the company, its strategy or its leadership.
• Your new salary or the details of your new offer.
• Long explanations of why you are leaving.

If you have real concerns to raise, the exit interview or a separate conversation with HR is the place for them. A resignation email is not a negotiation and not a complaint.

Short notice and immediate resignations

Resigning with less notice than your contract requires is sometimes necessary, for health, family or safety reasons. Be honest that the notice is short, keep the reason brief, and offer whatever handover you can do.

Know the risk first. Where your contract sets a notice period, leaving early can be a breach, and UK guidance notes that an employer could take you to court. In practice, many employers agree to release someone early when asked directly and politely, so ask rather than announce. If you are leaving because of harassment or an unsafe workplace, take advice from a union, an employment lawyer or a free service such as Acas in the UK before you send anything.

Replying to a counter-offer

If your employer responds with a counter-offer, reply in writing within a day or two so nobody is left guessing. If you are staying with your decision, keep it short and warm: thank them, say your decision stands, and restate your last day.

If you are seriously considering it, ask for the offer in writing and for a day or two to think. Be honest with yourself about why you started looking. If the reason was pay alone, a counter-offer may solve it. If it was the work, the manager or the lack of progression, more money rarely changes those.

Four resignation email templates

Each template below follows the five parts. Replace the brackets and cut anything that does not fit your situation.

Standard two weeks' notice

Subject: Resignation, [Your name], last day [date]

Hi [Manager's name],

Following our conversation today, I am writing to confirm my resignation from my role as [job title]. My last working day will be [date], two weeks from today.

Thank you for the support over the past [time period], especially [one specific thing].

Over the next two weeks I will document my open projects, hand over [named responsibility] to [colleague or "whoever you choose"], and make sure nothing is left mid-flight. Let me know what else would help.

Best regards, [Your name]

Longer contractual notice

Subject: Notice of resignation, [Your name]

Dear [Manager's name],

As we discussed, I am resigning from my position as [job title]. In line with the [one/two/three]-month notice period in my contract, I understand my last working day will be [date]. Please let me know if HR calculates it differently.

I have valued working with you and the team, and I am grateful for [one specific thing].

I would like to agree a handover plan in the next week. I suggest we cover [project or client], [recurring responsibility] and documentation for [system or process], and I am happy to help recruit and onboard my replacement before I leave.

Kind regards, [Your name]

Short notice for personal reasons

Subject: Resignation, [Your name]

Hi [Manager's name],

Thank you for making time to speak with me today. As discussed, I am resigning from my role as [job title] for personal reasons, and I am asking to make [date] my last working day.

I know this is shorter notice than my contract sets out, and I am sorry for the disruption. Before I go I will write up the status of [open work], share all files and access, and be available by email for questions for [period] after I leave.

Thank you for your understanding, and for [one specific thing].

Best, [Your name]

Leaving for a new job, warm relationship

Subject: Resignation, [Your name], last day [date]

Hi [Manager's name],

Thank you again for the conversation earlier. I am writing to confirm that I am resigning from my role as [job title] to take up a new position, and my last day will be [date].

Working for you has been the best part of the last [time period]. You gave me room to [specific opportunity], and I will carry that experience into the next role.

I want to leave things in good shape, so I will draft a handover document for [named work] this week and walk [colleague] through it. I would love to stay in touch, and you can reach me at [personal email] after I leave.

All the best, [Your name]

For more variations, see our resignation letter templates. Signed-in japply users can also generate a letter tailored to their manager, last day and tone with the AI resignation letter tool for 2 tokens, and free accounts start with 25 tokens. Token packs are on the pricing page.

Common questions

Is it okay to resign by email?

Yes, as long as you have told your manager first in a meeting or call, and your contract does not require a signed letter. The email works as the written record. Resigning by email alone, with no conversation, is legal in most places but damages the relationship.

Do I have to give a reason?

No. "I am resigning from my role as [title]" is complete on its own. If you want to give a reason, keep it to a neutral phrase such as "to take up a new role" or "for personal reasons".

Can I resign on a Friday?

You can resign on any working day. Resigning early in the week gives your manager time to plan the handover while you are both in the office, and a Friday resignation can leave the news sitting over the weekend. If your notice period runs from the day after you hand it in, the day you choose also moves your last day, so check the date.

How long should a resignation email be?

Short enough to read on a phone without scrolling, usually three or four short paragraphs. The five parts above are all it needs.

Should I mention my new job in the email?

You can say you are leaving for a new role, but you do not need to name the employer or the salary. Share those details in conversation if you choose to, once your new contract is signed.

What if I change my mind after resigning?

Tell your employer immediately. UK guidance says that if you resign in the heat of the moment and change your mind, your employer can choose to accept your resignation or not. Once your resignation is accepted, withdrawing it depends on their agreement.

Before you send the email, update your CV so it is ready for the next step. The resume builder and cover letter examples cover the documents you will need next.