A resignation email is the short, professional message you send to tell your employer you're leaving. In most modern workplaces it has replaced the printed letter you hand across a desk, so it often does double duty: it's the formal record that you resigned and the way your manager first learns the news.
Dana Whitfield, Regional Sales Director
Dear Dana,
Subject: Resignation, Marcus Lee. I'm writing to let you know that I'm resigning from my role as Senior Account Manager. My last working day will be Friday, July 31, 2026, which gives two weeks' notice from today.
Thank you for the support and trust over the past three years. I've learned a great deal on this team, and I've valued the chance to work with you and the rest of the group.
I'm committed to making this a smooth handover. I'm happy to document my accounts, brief whoever takes them on, and wrap up anything open before my last day. Just let me know how you'd like me to prioritize.
Please treat this email as my formal notice. I'll send anything HR needs in writing as well. Wishing you and the team continued success.
Best regards,
Marcus Lee
Keep it brief. State that you're resigning, give your last working day, thank your team, and offer to help hand things over.
That's the whole job. It relates closely to a two weeks notice letter, and in many cases it is one, just delivered by email.
The difference is format and formality: a two weeks notice letter tends to follow a stricter template and may be attached as a PDF, while a resignation email is the message that carries it. Whatever the length of your notice period (two weeks is standard in the US, though your contract or country may require more), name the exact last date so there's no confusion.
Send it to the right people, usually your direct manager first, with HR copied. Below you'll find a complete example you can adapt line by line, five writing tips, keywords to weave in, and answers to the questions people ask most.
Your subject line should say exactly what the email is. "Resignation - Your Name" works every time. Don't be coy or clever here. Your manager and HR need to find this message later as the record that you gave notice, so make it obvious in the inbox. A vague subject like "Quick chat?" buries the one thing that matters.
The single most important fact in the email is your final working date, so put it in the first paragraph. Write the exact date, not just "in two weeks." This removes any ambiguity about your notice period and gives your manager, HR, and payroll a firm number to plan around. Everything else in the email is secondary to that date.
A resignation email is not the place to vent, explain grievances, or write a memoir. Three or four short paragraphs is plenty. Thank the team, keep the tone warm and neutral, and leave on good terms. You may need this manager for a reference, and a gracious exit is remembered long after the reasons you left are forgotten.
One line offering to hand things over goes a long way. Say you're willing to document your work, train a replacement, or wrap up open projects before your last day. It signals professionalism and makes the person reading it want to give you a good reference. Keep the offer genuine but simple; you don't need to map out the entire plan in the email.
Tell your manager first, ideally in a conversation, then follow up with the email so there's a written record. Address it to your direct manager and copy HR so payroll and offboarding start on time. Avoid CC-ing the whole team; announcing your departure widely is your manager's call, not yours, and doing it yourself can feel abrupt.
Keep the tone professional and specific. Swap in real names, dates, and details so the letter reads as genuine, not a filled-in template.
Should I send a resignation email or a formal letter?
In most workplaces an email is now the standard and it's perfectly professional. The email itself becomes the formal record of your notice. Some companies or contracts still ask for a signed letter, in which case you can write a two weeks notice letter and attach it as a PDF to the email. Either way, tell your manager in person or on a call first, then send the written version so there's a paper trail.
How much notice should I give?
Two weeks is the standard minimum in the US and what most employers expect. Check your contract and local law first, because some roles, seniority levels, and countries require a month or more. Whatever the length, state the exact last working day in your email rather than saying "in two weeks," so there's no confusion for your manager, HR, or payroll.
What should I include in a resignation email?
Four things: a clear subject line, a statement that you're resigning, your exact last working day, and a brief thank you. Add one line offering to help with the transition and a professional close. Keep it to three or four short paragraphs. You don't need to explain where you're going or why; the goal is a clean, documented notice, not a full account of your decision.
Should I give a reason for leaving?
You're not obligated to, and in the email it's usually best to keep it brief or leave it out entirely. A simple line like "to pursue a new opportunity" is enough if you want to say something. Save any detailed feedback for a separate exit conversation or interview. Airing grievances in a written resignation can follow you, so keep the tone positive and the record clean.
Who should I send my resignation email to?
Send it to your direct manager first and copy HR so offboarding and final pay are handled on time. Talk to your manager before the email lands whenever you can, so they hear it from you directly rather than reading it cold. Don't CC the wider team; how and when your departure is announced to colleagues is your manager's decision, not something to broadcast yourself.
