How to write an email about quitting

When preparing to resign from your job, you must consider the best way to write your resignation letter. Making the decision to leave your role can be difficult, and the most nerve-wracking part of the process is often telling your current boss that you are moving on to a new role.

Here is a compilation of resignation letter templates to ease the pressure off of you when writing your resignation letter. Below are some examples of resignation letters that you can edit and personalise, where relevant, for your situation.

Related: How to gracefully resign from your job

When writing your resignation letter, be sure to include the current date and the address of your company, following standard letter-writing practices. It is also crucial to remain professional and polite throughout.

Related: How to handle the conversation about your resignation

Even though you may be leaving due to personal grievances, you should not bring these to light in your resignation letter. You should discuss any further points in the exit interview.

1) Standard resignation letter

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. My final day will be [date of last day] as per my notice period.

I would like to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learned a great deal during my time here and have enjoyed collaborating with my colleagues. I will take a lot of what I have learned with me in my career and look back at my time here as a valuable period of my professional life. 

During the next [notice period in weeks], I will do what I can to make the transition as smooth as possible and will support in whatever way I can to hand over my duties to colleagues or to my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely,

[Your Name]

Related: Why do I need to tell recruiters and employers my last-drawn salary when making a career move?

2) Resignation letter for a new opportunity

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

I have been offered another role that will halve my daily commute and allow me to spend more time with my family outside of working hours.

I have thoroughly enjoyed my time at [company] over the last [years and months of service], and I would like to thank you for all of the opportunities I have been afforded here.

In the coming weeks before [end date], I am fully committed to providing assistance in ensuring a smooth transition.

Sincerely,
[Your Name]

Related: How to decline a job offer gracefully

3) Resignation letter template giving advance notice

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from [company], effective [date]. I understand that transitioning a new person to the role of [position] will take some time, and I would like to provide as much notice as possible.

During my time at [company], I have learned a lot and grown professionally. Thank you for all of your guidance and support during my employment.

Please feel free to contact me with any questions about the projects I have been working on. I am happy to help in any way I can with the transition process.

I wish you all the best for your continued success.

Sincerely,
[Your Name]

Related: 6 performance and career progression secrets they don’t teach you at school

4) Resignation letter template for a role that’s not a good fit

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my time at [company name], I have come to realise that the scope of the role is, unfortunately, not what I had anticipated. As such, I would like to explore other opportunities.

Thank you for understanding; I truly appreciate all the support and guidance you have provided me during my time in the company.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Sincerely,
[Your Name]

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Besides the obvious of professional courtesy, a resignation letter gives you the chance to thank your employer for the opportunity and everything they’ve helped you accomplish or learn. Even if you’re not leaving on good terms, it’s still recommended you mention something you enjoyed or appreciated about the job. You want to avoid burning bridges at all costs when resigning, you never know when you may need them in the future.

What to include in your email

When crafting your email, keep it brief. It’s not necessary to disclose what your next job is or where you're going. It’s okay to leave out details! Start by stating your title and the date you will be leaving, which typically is the day you included in your two-weeks’ notice. Including your last day date will give the employer time to find a new employee to fill your role.

As mentioned above, express your gratitude for the opportunity. You don’t need to write an entire essay, but rather a few sincere sentences. It’s a good idea to mention that during your last two weeks on the job, you are willing to train any new employee(s) or create any necessary training materials that will help the next person transition smoothly. In closing, if you feel comfortable, leave your personal contact information in case they need to get in contact with you for any reason.

In short:

1. Keep your email brief
2. Include the date of your last day
3. Express gratitude for the opportunity
4. Offer to train new employee(s)
5. Leave your personal contact information

Resignation Email Example

Subject: (Your name) Resignation

Dear (name of employer or HR representative’s first and last name),

Please accept this message as formal notice that I am resigning from the position of (job title). My last day of employment will be (specific date).

I appreciate all the opportunities I have been given working at (company’s name). Working on your team has allowed me to develop my professional skills. I am happy to provide assistance during this transition.

I wish you and the company the very best going forward. If you need anything please don’t hesitate to reach me at (personal email and/or phone number).

Best Regards,

(Your name)

Use the template above when sending a polite resignation letter. It will show that you're a thoughtful professional and will help establish a positive, lasting relationship with your soon-to-be former boss.

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TAGS: Workplace, Managing Stress