Resignation Email: 6 Templates (Short, Standard, Grateful)

Resigning from a job is never easy, but a well-written resignation email can help maintain positive relationships and ensure a smooth transition. Here are professional templates for different situations.

What to include in a resignation email

A good resignation email should include:

Essential elements:

• Clear statement of your intention to resign
• Your last day of work (with proper notice)
• Brief thank you or acknowledgment
• Offer to help with transition (optional but recommended)

What to avoid:

• Negative comments about the company, manager, or colleagues
• Detailed explanations of why you're leaving (especially if negative)
• Emotional language or complaints
• Threats or ultimatums

Professional tone:

• Keep it brief and professional
• Stay positive, even if you had a negative experience
• Focus on the future, not the past
• Maintain relationships for future references

When to use each template

Short and Simple: Use when you want to keep it brief and straightforward, or when you have a standard relationship with your manager.

Standard Professional: Use for most situations - it's professional, complete, and appropriate for most work environments.

Grateful and Positive: Use when you had a genuinely positive experience and want to express sincere gratitude.

With Specific Reason: Use when you have a new opportunity and want to explain your decision briefly.

Career Change: Use when you're leaving to pursue a different career path or industry.

With Transition Offer: Use when you want to be especially helpful during the transition, or when you're in a critical role.

Best practices for resigning

Timing:

• Give proper notice (typically two weeks, but check your contract)
• Resign at an appropriate time (not during a critical project deadline)
• Consider your manager's schedule when sending the email

Delivery:

• Email is acceptable, especially for remote work
• Follow up with a conversation if possible
• For senior roles, consider a phone call or in-person meeting first

Transition:

• Offer to help with the handover
• Document your processes
• Train your replacement if possible
• Complete outstanding projects

After resigning:

• Stay professional until your last day
• Don't badmouth the company or colleagues
• Maintain positive relationships for future references
• Update your LinkedIn and professional profiles

Common mistakes to avoid

Don't:

• Resign in anger or frustration
• Include negative comments or complaints
• Give insufficient notice
• Burn bridges with colleagues or managers
• Share your resignation on social media before telling your manager

Do:

• Keep it professional and positive
• Give proper notice
• Offer to help with transition
• Maintain relationships
• Keep it brief and focused

Best Practices

• Be professional: Maintain a professional tone, even if you had a negative experience
• Give proper notice: Check your contract for notice requirements
• Stay positive: Focus on the future, not the past
• Offer help: Show willingness to ensure a smooth transition
• Maintain relationships: Don't burn bridges - you may need references in the future

Related Resources

For more guidance on professional email communication:

• Email to Your Boss Templates - Templates for communicating with your boss
• Professional Email Templates - Browse all professional templates
• Job Application Email - Templates for job applications
• Inbox Zero Guide - Learn email management strategies