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E-Mail Resignation Letter Template – with Samples

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E-Mail Resignation Letter Template – with Samples

Updated September 11, 2023

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An e-Mail resignation letter template is a written notice of intention to leave a job. It may be sent to a supervisor, HR member, or other colleagues who need to know about the upcoming departure via online.

Table of Contents

What to Include

The crux of this email is to formalize an employee’s plans for departure in writing. If relevant, the email can also provide suggestions for the transitional period, such as shifts to work duties during the final weeks, or other alterations to normal protocol to help make the transition as stress-free as possible.

The resignation email should include:

  • The intended date of departure
  • Any provisions for the transitions, if relevant

How to Write (Format) (4 steps)

  1. Subject Line
  2. Salutation/Introduction
  3. Body
  4. Conclusion

1. Subject Line

When writing your email resignation letter, remember that you may need to use this employer as a reference in the future. Even though the only piece of information that you have to include in your email is the date that you will be leaving your current employment, you should use this as an opportunity to maintain a positive relationship with your employer and secure the possibility of re-employment.
The subject line is the title that you give to the email that you are sending. Your resignation email’s subject line should be simple and direct, so as to be sure that it is noticed. Simply state your reason for writing and your name. You can consult the below examples to get an idea of how the subject line of your email should read.

Example 1:

Two weeks’ notice – John Smith

Example 2:

Resignation – John Smith

Example 3:

Notice of Resignation – John Smith

2. Salutation/Introduction

Your email should begin with a formal salutation directed to your employer and follow with an introductory paragraph which details the exact date that you will be leaving your current position. You may express some regret about your decision, but it is not necessary for you to explain why you are leaving or what other opportunities have arisen. However, if you have a special reason for having to send your resignation by email, you may want to intimate that here.

Example #1

Dear Ms. Alice Neuman,

It is with a heavy heart that I must now leave the Englishman River Company. I ask that you please accept this message as my two weeks notice of resignation. My last day of work will be the 13th of April.

Example #2

Dear Mr. Tiang Zheng,

Please accept this message as a formal notice that I will be leaving my position as Senior Web Developer at Preston Optics on January 3. Unfortunately, I am not able to come to the office because I am not in the country at the moment. I apologize for having to send you my resignation by email.

As you can see in the two examples above, your introduction should be quite brief. It need only be 1-4 sentences in length.

3. Body

The body of your email will consist of one or more paragraph(s), depending on your situation. Here, you should express that you are grateful for the time that you have spent with your current employer. Next, you may wish to offer extra help to make your leaving less inconvenient.  For example, you may be able to help train your replacement. Finally, if you have anything that must be delivered to you, picked up, or dropped off (vacation pay, last check, personal items, office materials, etc.), ask your employer how you can best make arrangements to retrieve the article or payment in question or make a simple mention of what action you are going to take.

Example #1

I am truly grateful for the many rewards that working at TeleFormat has given me, as well as for the chance to work with such a great team for 3 full years. When I was taken on as a new hire, I was given the time and freedom to develop fully as a programmer. For that I thank you. If there is any way in which I can help out with the transition, please let me know.

I will be back in town next week to return the company computer and my company cards at the office before my last day of work. This Thursday I will be able to tell you the exact date that I will be back in Tallahassee.

Note how in the above example the author offers to assist the company in the time period before the employee’s last day of work. They also reach out to make arrangements to return office property.

Example #2

Working with Grenada Light Architecture has been a great experience. Being able to work remotely gave a whole new dimension to my life and I will always be grateful for this opportunity. You have always been attentive to my difficulties and concerns, which is a gesture that I deeply appreciate. Thank you.

Both of the examples given above show how easy it can be to add a more personal note to your email letter of resignation. By showing your appreciation, you are giving a more positive message.

4. Conclusion

The conclusion of your email should contain an invitation for further contact, your personal contact information and a formal sign off.

Example #1

If you need to contact me, I can be reached at: kmooney@mail.com or (555) 555-5555.

Sincerest Regards,

Kyle Mooney

Your conclusion could be as brief as this example or, alternatively, you may wish to end on a more personal note, as in the other example below.

Example #2

I’m really going to miss my time here at Trafford Publishing, especially the great team that I got to work with. Thank you, Tony, for all the lessons that you have taught me over the past few years. I wish you and everyone else at the company all the best and if you ever need to get in touch with me, you can email me at: jpreston@mail.com.

Yours sincerely,

Janet Preston

Sample 1

Dear Sam,

This email serves as formal notification of my intention to leave my position as product manager at Quality Industries Inc. My final day of work will be March 4, 2017.Please advise of any specifics steps that I might take to ease this transition during these final two weeks.

I am grateful for the opportunities that I have had at Quality and wish you and all colleagues success in future endeavors.


Jean Stockton

Sample 2

[Email Subject Line:] Two Weeks Notice – Melinda Henry

Dear Mrs. Ruth Munroe,

Unfortunately, I will no longer be able to work with Herewith Consulting as of April 3. Please accept this as my formal notice of resignation.

I will always value the experience that I had during my time as a Herewith employee, and I thank you for being a great person to work for. You treat your employees with just as much care as you do your clients, and this is reflected in the work ethic of your employees and the respect they give their jobs.

Please don’t hesitate to email me if there’s anything extra that I can do to help you over the next two weeks.

Thank you for everything.

Yours sincerely,

Melinda Henry

Sample 3

[Email Subject Line:] Resignation – Trevor Davies

Dear Mr. Ronald Davis,

I am writing this message to formally notify you that I will be resigning from my position as Content Manager at Tunnel Vision. My last day of work will be May 25th, 2017.

I would like to thank you for your solid leadership and constant support during the past two years. Working for you has been a real pleasure. I wish you, the development team, and everyone else at Tunnel Vision all the best.

Hopefully, my resignation will not cause too much of an inconvenience for you or the company. I have assembled a folder of work notes for my successor to help them quickly integrate themselves into the work flow. If you need my assistance to train a replacement during this transition, I would be more than happy to do so.

You may contact me at my personal phone number or email address, both of which I have provided below.

My Sincere Gratitude,

Trevor Davies