How to Word a Resignation Email: A Step-by-Step Guide

Writing a resignation email can be a challenging task. It’s a formal way of notifying your employer that you’ll be leaving the company. But don’t worry, in just a few steps, you can craft a professional and courteous resignation email that will leave a positive impression on your soon-to-be former employer.

Step by Step Tutorial on How to Word a Resignation Email

Before diving into the steps, it’s important to remember that a resignation email should be concise and to the point. The goal is to inform your employer of your decision to resign, express gratitude for the opportunity, and provide necessary details about your departure.

Step 1: Start with a clear subject line

Your subject line should be straightforward and indicate the purpose of the email.

When it comes to resignation emails, clarity is key. You want to ensure that your employer knows exactly what your email is about before they even open it. A subject line such as "Resignation – [Your Name]" is simple and effective.

Step 2: Address the email to your direct supervisor

Begin the email by addressing it to the person who should be the first to know about your resignation.

Your direct supervisor is typically the most appropriate person to address your resignation email to. They are likely the one who will need to start the process of finding your replacement and managing the transition.

Step 3: State your intention to resign

Be direct and state that you are writing to inform them of your decision to resign from your position.

There’s no need to beat around the bush. A sentence such as "I am writing to inform you that I have decided to resign from my position as [Your Position] with [Company Name], effective [Last Working Day]." gets straight to the point.

Step 4: Give your notice period

Mention the date of your last working day to provide a clear timeline for your departure.

Your notice period should align with your company’s policy or the terms of your employment contract. Usually, this is a two-week period, but it could be more or less depending on your situation.

Step 5: Express your thanks

Show your appreciation for the opportunity and experience you gained while working at the company.

Even if you’re leaving on less than ideal terms, it’s professional to express gratitude. You can say something like, "I am grateful for the opportunities for professional and personal development that you have provided me during my time at [Company Name]."

Step 6: Offer assistance with the transition

Let them know you are willing to help with handing over your duties or training a replacement if needed.

Offering to assist with the transition shows that you are responsible and considerate. It can be something as simple as "I am willing to assist in any way to ensure a smooth transition."

Step 7: Close the email professionally

Finish the email with a formal sign-off such as "Sincerely" or "Best regards," followed by your full name.

A professional closure to your resignation email reinforces the respectful tone of your message and leaves a good last impression.

After you send your resignation email, you can expect your employer to reach out to you to discuss the next steps. They may want to have an exit interview, discuss your notice period, or your reasons for leaving. It’s important to remain professional and cooperative during this transition period.

Tips for Writing a Resignation Email

  • Keep it professional: Even if you’re leaving due to negative circumstances, maintain a professional tone throughout the email.
  • Proofread: Ensure there are no typos or grammatical errors in your email.
  • Be positive: Focus on the positive aspects of your experience with the company.
  • Be discreet: Avoid airing grievances or talking negatively about colleagues or the company.
  • Save a copy: Keep a copy of the email for your own records.

Frequently Asked Questions

Can I resign via email?

Yes, resigning via email is acceptable, especially if you work remotely or if company policy allows for it.

How much notice should I give?

Typically, two weeks’ notice is standard, but this can vary based on your role, company policy, or employment contract.

Should I explain why I’m resigning?

It’s not necessary to include the reasons for your resignation in the email. If asked during an exit interview, you can discuss it then.

Can I ask for a reference in my resignation email?

It’s better to ask for a reference in a separate email or conversation after your resignation has been acknowledged.

What if my supervisor asks me to stay longer than my notice period?

You are not obligated to stay beyond your notice period, but if you can and want to accommodate the request, you may choose to do so.


  1. Start with a clear subject line.
  2. Address the email to your direct supervisor.
  3. State your intention to resign.
  4. Give your notice period.
  5. Express your thanks.
  6. Offer assistance with the transition.
  7. Close the email professionally.


Writing a resignation email doesn’t have to be a daunting task. By following the steps outlined above, you can ensure that you communicate your decision professionally and respectfully. Remember to be clear, concise, and courteous throughout your email. It’s important to leave on good terms, as you never know when you might cross paths with your employer or colleagues again in the future. Resigning is a natural part of any professional’s career journey, and how you handle it can make a significant impact on your professional reputation. So take a deep breath, follow the steps, and start the next chapter of your career with confidence.

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