Resignation email: the written record after the conversation.
A resignation email confirms what you already told your manager: that you are leaving, and when. It should be easy to file, polite and free of anything you would not want a future employer to read.
A resignation email has a clear subject line ('Resignation' plus your name), one sentence resigning from your position, your last day, a short thank-you and an offer to help with the handover. Send it to your manager right after you have told them, and copy HR if that is your company's practice. Keep it to about 100 words.
4 copy-ready templates
Illustrative: names, companies, dates and numbers in these templates and examples are fictional. Replace every bracket with your own true details before you send anything.
To your manager after the conversation
When to use: The standard version.
Subject: Resignation, [Your name] Hi [Manager], As we discussed today, I'm resigning from my position as [title]. My last day will be [date]. Thank you for your support, especially on [project]. I'll put together a handover plan this week. Best, [Your name]
Remote manager in another time zone
When to use: When a call isn't possible before the email.
Subject: Resignation, [Your name] Hi [Manager], I'd hoped to tell you on a call, but with our schedules I didn't want to wait. I've accepted another role and am resigning from my position as [title], with my last day on [date]. I'd still welcome a call to talk about the handover when it suits you. Thank you, [Your name]
To HR
When to use: When your company asks you to notify HR separately.
Subject: Resignation notice, [Your name], [Team] Hi [HR contact], I've informed [Manager] that I'm resigning, with my last day on [date]. Could you let me know the next steps for final pay, benefits and returning equipment? Thank you, [Your name]
Goodbye email to colleagues
When to use: On your last day or the day before.
Subject: Thank you and goodbye Hi everyone, [Date] is my last day at [Company]. It's been a pleasure working with you on [projects]. I'd love to stay in touch: [personal email] or [LinkedIn URL]. All the best, [Your name]
Disclosure: TryHired makes HIRED, a paid job-search program, so we have a conflict of interest when we mention it. Every template on this page is free to use without buying anything.
Who gets which email, and when
| Situation | What to do |
|---|---|
| Manager | Right after you tell them. |
| HR | Same day, if required. |
| Your team | After your manager agrees how to announce it. |
| Clients or partners | Only once your manager has agreed the message. |
| Everyone | Goodbye email on your last day. |
The same message, rewritten
Illustrative example with fictional details.
| Version | Example |
|---|---|
| Weak | Subject: (none). Body: I'm done, effective now. |
| Strong | Subject: Resignation, Dana Ortiz. As we discussed today, I'm resigning from my position as Account Manager. My last day will be 14 March. I'll put together a handover plan this week. |
Why it matters: A resignation email is often filed by HR. A clear subject line and neutral wording make it easy to process and safe to read years later.
Mistakes to avoid
- Emailing before you have told your manager, when a call was possible.
- Copying your whole team on the resignation.
- Adding feedback or complaints.
- Using your personal email for the formal resignation.
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Questions people ask
Is it OK to resign by email?
What should the subject line say?
Should I explain why I'm leaving in the email?
Who should I copy on a resignation email?
How this page is built
Written by Maid Dizdarevic, a career coach and 8x LinkedIn Top Voice. The templates and timing guides are practical advice, labelled as advice. We do not publish response rates or success rates, and every example uses fictional details.
- How a specific employer or recruiter will respond: practices vary by company, industry and person.
- Legal advice: for contracts, severance releases or disputes, talk to an employment attorney or the relevant agency.
- Outcomes: no message, template or program can promise an interview or a job.
- TryHired editorial guidance by Maid Dizdarevic, career coach, Nov 2, 2026.