Stepping away from a job can feel like navigating a minefield of professional etiquette, but armed with the right resignation email templates, you can make your exit as smooth as Beethoven's "Fur Elise."
Did you know that over 3 million Americans quit their jobs each month? Here's another one you might not expect: approximately 31% of employees quit within the first six months of a new job.
No matter when you decide it's not the right fit, you need to know how to communicate your decision.
If you're thinking of leaving your role, you're not the only one. But it pays to leave your role as professionally as possible. While it might be tempting to burn bridges as you exit, it's better to keep things civil.
This article will help you with crafting an email that balances grace and professionalism. You'll learn how to nail down timing, sprinkle in some heartfelt thanks, and offer help for what comes next—all while keeping things sweet and simple. By following our guide, you'll leave doors wide open behind you instead of slamming them shut.
Crafting Your Resignation Email
When the time comes to move on from your current job, sending a formal resignation email is more than just professional courtesy—it's about leaving a positive impression that could shape future opportunities. It's important to get it right because this official document will likely be filed away for reference later.
The Structure of a Resignation Email
Your resignation letter should include certain key elements such as:
- An opening statement
- The body where you outline your intention to leave
- Any details regarding your departure
- A closing with personal contact information
Crafting this email template requires thoughtfulness (obvs) because it sets the tone for maintaining relationships post-employment. In expressing plans to resign from positions like yours—which might have involved leading projects or being part of great teams—it’s crucial not only to announce leaving but also suggest ways you’ll help make the transition smooth for everyone involved.
You could also offer training replacements or prepare detailed handover notes which reflect positively back at you—a sign off suggesting readiness for continued success shows goodwill toward company continued growth even as you pursue new paths.
When Should You Send Your Resignation Email?
When it's time to move on from your current job, sending a resignation email is more than just a formality; it's about setting the stage for your departure in a professional manner. Knowing when to hit 'send' on that email is crucial.
The timing of your notice can significantly affect both you and your employer. Standard practice dictates giving at least two weeks' notice before leaving your position, but why?
This grace period allows for an orderly transition, ensuring that projects continue without interruption and team members aren't left scrambling. If possible, consider aligning with pay periods or project timelines—it’s all about reducing stress on both ends.
If you've landed a new role elsewhere or have other official reasons dictating the end date at your current job, ensure these dates are reflected in the timing of your resignation announcement. Also think about how this news will land—Fridays allow people time to process over the weekend whereas early-week announcements give immediate room for planning.
How To Write a Resignation Email
Writing a resignation email is an important step in the process of leaving a job. It's crucial to keep it professional and courteous, even if you're leaving under less-than-ideal circumstances. Here's a general guide on how to structure your email:
1. Subject Line
Keep it clear and straightforward. For example, "Resignation - [Your Name]".
2. Salutation
Address the email to your direct supervisor. Use a formal greeting like "Dear [Supervisor's Name]".
3. Statement of Resignation
In the first paragraph, get straight to the point. State that you are resigning and include the effective date of your resignation. It's customary to give at least two weeks' notice, but this can depend on your company's policy or your circumstances.
4. Reason for Leaving (Optional, but encouraged)
You may choose to briefly mention why you're leaving. This is optional and should be done diplomatically. You don't need to give out details you don't feel comfortable sharing.
5. Expression of Gratitude
Thank your employer for the opportunities you've had during your employment. Mention specific experiences or skills you've gained that you're thankful for.
6. Offer to Help During the Transition
Offer to help with the transition process. This can include training a replacement or helping to wrap up your current projects.
7. Closing Remarks
End with a positive note about your time with the company. Wish your team and the company future success.
8. Formal Closing
Use a formal sign-off like "Sincerely" or "Best regards," followed by your full name.
9. Contact Information
Include your personal contact information below your name in case they need to reach you after you've left.
10. Details About Your Last Day
If there's a company policy regarding your last day, such as a requirement for a two weeks or one month's notice, call this out in your message and note the date. If you're flexible on your exit date, you may share this so you can your supervisor can determine an appropriate final day.
5 Sample Resignation Email Templates
Example 1: General Resignation
Subject: Resignation Notice - [Your name]
Dear Mr. Smith,
I am writing to formally resign from my position at ABC Corporation, effective two weeks from today, [insert date].
I have appreciated the opportunities for professional and personal development that you have provided me during my time here. I am grateful for the encouragement and support for my career aspirations.
If there are any specific procedures you would like me to follow during my transition, please let me know. I am more than willing to assist in training my replacement or to ensure a smooth handover of my responsibilities.
Thank you again for the opportunity to be a part of ABC Corporation. I hope to maintain our professional relationship in the future.
Best regards,
[Your name]
[Your Email]
Dear Mr. Smith,
I am writing to formally resign from my position at ABC Corporation, effective two weeks from today, [insert date].
I have appreciated the opportunities for professional and personal development that you have provided me during my time here. I am grateful for the encouragement and support for my career aspirations.
If there are any specific procedures you would like me to follow during my transition, please let me know. I am more than willing to assist in training my replacement or to ensure a smooth handover of my responsibilities.
Thank you again for the opportunity to be a part of ABC Corporation. I hope to maintain our professional relationship in the future.
Best regards,
[Your name]
[Your Email]
Example 2: Resignation With a Reason
Subject: Resignation - [Your name]
Dear Mrs. Green,
Please accept this letter as notice of my resignation from my role as Marketing Coordinator. My last day of employment will be [insert date], which includes the standard two-week notice period.
I have recently been offered a new position that will enable me to focus on my interest in digital marketing and also allows for a better work-life balance. This was a difficult decision to make, as I have enjoyed my time at XYZ Inc.
I would like to thank you for all the support and opportunities you have provided me during my time at the company. I have learned a lot and these experiences have prepared me well for the next stage of my career.
Please let me know if there is anything I can do to assist during this transition period. I am committed to leaving my current projects in a good state.
I wish you and XYZ Inc. all the best and hope we can stay in touch.
Sincerely,
[Your name]
[Your email]
Dear Mrs. Green,
Please accept this letter as notice of my resignation from my role as Marketing Coordinator. My last day of employment will be [insert date], which includes the standard two-week notice period.
I have recently been offered a new position that will enable me to focus on my interest in digital marketing and also allows for a better work-life balance. This was a difficult decision to make, as I have enjoyed my time at XYZ Inc.
I would like to thank you for all the support and opportunities you have provided me during my time at the company. I have learned a lot and these experiences have prepared me well for the next stage of my career.
Please let me know if there is anything I can do to assist during this transition period. I am committed to leaving my current projects in a good state.
I wish you and XYZ Inc. all the best and hope we can stay in touch.
Sincerely,
[Your name]
[Your email]
Example 3: Another Resignation with a reason
Subject: Resignation - [Your Name]
Dear [Supervisor's Name],
I am writing to formally announce my resignation from [Company Name], effective [date, typically two weeks from the date of the email].
[Optional: Briefly explain the reason for leaving.]
I want to express my deepest gratitude for the opportunity to work at [Company Name]. I have greatly valued the experiences and skills I have gained here, and I will take them with me into my next venture.
Please let me know how I can assist in making this transition as smooth as possible. I am willing to help in any way, including training my replacement or finishing up my current projects.
I have enjoyed being a part of the [Company Name] team and am looking forward to seeing the company grow in the future.
Sincerely,
[Your Full Name]
[Your personal contact information]
Dear [Supervisor's Name],
I am writing to formally announce my resignation from [Company Name], effective [date, typically two weeks from the date of the email].
[Optional: Briefly explain the reason for leaving.]
I want to express my deepest gratitude for the opportunity to work at [Company Name]. I have greatly valued the experiences and skills I have gained here, and I will take them with me into my next venture.
Please let me know how I can assist in making this transition as smooth as possible. I am willing to help in any way, including training my replacement or finishing up my current projects.
I have enjoyed being a part of the [Company Name] team and am looking forward to seeing the company grow in the future.
Sincerely,
[Your Full Name]
[Your personal contact information]
Example 4: Short-Term Employment
Subject: Notice of Resignation - [Your name]
Dear Ms. Davis,
I am writing to notify you of my resignation from the position of Sales Associate at LMN Retail. As required by my employment contract, I am providing two weeks' notice. My last working day will be [insert date].
Although my time at LMN Retail has been short, I have gained valuable experience and skills. However, I have received an offer that aligns more closely with my long-term career goals.
I am committed to making this transition period as smooth as possible. I will complete all outstanding tasks and assist in any way necessary during my remaining time.
Thank you for the opportunity to work with LMN Retail. I wish the company continued success and hope we can stay in touch.
Warm regards,
[Your name]
[Your email]
Dear Ms. Davis,
I am writing to notify you of my resignation from the position of Sales Associate at LMN Retail. As required by my employment contract, I am providing two weeks' notice. My last working day will be [insert date].
Although my time at LMN Retail has been short, I have gained valuable experience and skills. However, I have received an offer that aligns more closely with my long-term career goals.
I am committed to making this transition period as smooth as possible. I will complete all outstanding tasks and assist in any way necessary during my remaining time.
Thank you for the opportunity to work with LMN Retail. I wish the company continued success and hope we can stay in touch.
Warm regards,
[Your name]
[Your email]
Example 5: Retirement
Subject: Retirement Notice - [Your name]
Dear Mr. Lee,
I am writing to inform you of my decision to retire from my position as Senior Accountant with DEF Enterprises, effective [insert date]. After much deliberation, I have decided that it is time for me to close this chapter of my life and start enjoying my retirement.
I have thoroughly enjoyed my [number of years] years at DEF Enterprises and am proud of the work we have done. I am grateful for the friendships I have made and for the opportunities I have had to grow both professionally and personally.
I am happy to assist in any way to ensure a seamless transition. Whether it involves training a replacement or wrapping up any ongoing projects, I am here to help.
Thank you for the support and the memorable experiences over these years. I look forward to staying in touch and watching DEF Enterprises continue to succeed.
Warmest regards,
[Your name]
[Your email]
Dear Mr. Lee,
I am writing to inform you of my decision to retire from my position as Senior Accountant with DEF Enterprises, effective [insert date]. After much deliberation, I have decided that it is time for me to close this chapter of my life and start enjoying my retirement.
I have thoroughly enjoyed my [number of years] years at DEF Enterprises and am proud of the work we have done. I am grateful for the friendships I have made and for the opportunities I have had to grow both professionally and personally.
I am happy to assist in any way to ensure a seamless transition. Whether it involves training a replacement or wrapping up any ongoing projects, I am here to help.
Thank you for the support and the memorable experiences over these years. I look forward to staying in touch and watching DEF Enterprises continue to succeed.
Warmest regards,
[Your name]
[Your email]
Each of these examples provides a clear and professional tone while addressing the necessary points of a resignation: notification of intent to leave, the effective date, appreciation for the opportunity, and an offer to assist with the transition. Adjust these templates according to your personal circumstances and relationship with the company and your supervisor. For example, if you had a particularly great supervisor and want to indicate that your decision to leave had nothing to do with their leadership, you might note what a pleasure it's been working with them.
However, if you've had a bad experience with someone, it's better to leave this unsaid in your resignation letter. You might choose to address it in an exit interview, but keep your resignation message focused on the basics.
Remember, the tone of your resignation email can have a lasting impact on your professional relationships. Keep it professional, concise, and positive.
Don't Forget To Show Gratitude in Your Resignation Email
Saying goodbye to your current job is more than just a formal gesture; it's an opportunity to leave on a high note. When writing your resignation email, expressing gratitude isn't just polite—it's strategic. Acknowledging the pleasure of working with a great team and recognizing the amazing experience you've had can solidify positive professional relationships.
Your acknowledgement doesn't have to be over-the-top—simple statements about what you valued most during your time at the company will suffice. It could be the career growth opportunities that allowed you to evolve professionally or perhaps specific projects that were particularly rewarding. This not only shows respect for your current employer but also sets up a backdrop of mutual appreciation as you transition out.
Help Your Soon To Be Former Boss With a Smooth Transition
Leaving your job is more than just saying goodbye. It's about setting the stage for your successor and ensuring that you leave behind a legacy of professionalism. When it comes time to move on, offering help with the transition can set a positive tone and demonstrate respect for the team you're leaving.
Even if you're already searching for a new job or you've scored a start date with your dream role already, offer to help your current organization on your way out.
Providing Assistance with Handover Duties
A key part of facilitating a smooth departure involves preparing those who will take over your responsibilities. Offering to train team members or wrap up duties goes beyond mere courtesy; it’s an act that reinforces trust and supports continuity in operations. As someone invested in the company's continued success, making sure nothing falls through the cracks reflects well on you as an employee.
To start, create detailed documentation outlining ongoing projects or daily tasks—this becomes invaluable information for whoever steps into your role next. If possible, schedule training sessions where you can walk them through specific processes they'll need to know once you’ve left. This hands-on approach lets everyone get comfortable before day one without you arrives.
The idea here isn't just about doing what's expected but going above and beyond by thinking ahead—anticipating questions they might not even know to ask yet. Remember when tips for a smooth job transition suggest proactive communication? That means reaching out early so there are no surprises during this change period.
Surely though, while willingness is commendable, make sure all offers of assistance are reasonable given the timeframe available—don’t promise more than can be delivered within notice period constraints.
How to Know When It's Time to Resign
Sometimes, you just know. It's a gut feeling that you can't handle a toxic workplace for even one more day. Other times, it's harder. Deciding to resign from your job is always a personal decision. Take into consideration your goals and whether you have made efforts in your current position to improve the conditions bothering you.
Here are five variables to consider that may indicate you need to quit your job:
- Career development: If you have been consistently denied opportunities for development, it is time to leave.
- Quality of your boss: If you are stuck with a horrible boss, you can’t let them hold you back.
- Quality of your job: If the nature of your work is mind-numbing, don’t dumb down yourself.
- Integrity of your employer: If your work or company crosses ethical or moral red lines, protect your integrity.
- Market competitiveness: And, if the market is telling you, you have been consistently short changed, exchange your job for a better one.
-David Oxley and Helmet Schuster, Management Consultants
In an ideal situation, you already have a plan lined up for your next role. But sometimes you might decide to resign without a safety net, especially if your job is impacting your overall health.
Take stock of your stress levels, sleep quality, and whether your anxiety is manifesting in unexpected ways.
-Eliana Goldstein, Career Coach
Leaving On a Good Note
The impression you leave behind can influence how references speak about you later on, so end things positively. Whether it was challenging work conditions or enticing career growth opportunities elsewhere that led to this difficult decision—focus on gratitude rather than grievances when crafting your farewell message.
If possible, mention specific instances where mentorship or collaboration helped shape your professional development. Such acknowledgments will let others know they had an impactful role in what comes next for you—a great deal indeed.
A Final Word
Wrap it up with clarity. Your resignation email templates are your guide to a graceful exit. Your almost former employers will need time to get someone else situated in your role so timing is key. And having these handy templates will help you be more productive on your way out.
For help writing these types of emails, use Magical's AI writer. Magical is an AI productivity tool that helps you eliminate your repetitive tasks like writing and responding to emails. Download it here and find out why the average Magical user saves 7 hours a week.
