How to Write a Professional Resignation Email with Samples

Resigning from a job is never easy, but leaving with grace and professionalism is essential for maintaining your reputation. In today’s digital workplace, emails have replaced paper letters as the primary medium of communication. That’s why knowing how to write a resignation email is a skill every professional should master.

A resignation email is not just a formality it sets the tone for how you leave an organization. It shows gratitude for the opportunities you received and ensures a smooth transition. Whether you’re writing to your manager, HR, or both, your email should be polite, concise, and structured.

This guide will walk you through the importance of resignation emails, the proper format, writing tips, and multiple resignation email samples including a simple resignation email template and a professional resignation email example you can adapt.

Key Points:

• Resignation emails are essential for professional exits.

• Keep emails polite, concise, and structured.

• Benefits: documentation, clarity, smooth transition, positive relations.

• Key parts: subject line, greeting, resignation statement, appreciation, handover, closing.

• Top Indian companies prefer concise and respectful emails.

• AI tools like QuillBot, Kickresume, and Grammarly can draft resignation emails.

• Always personalize and proofread AI-generated drafts.

• Avoid negativity, vagueness, over-explaining, and skipping HR.

Why a Resignation Email Is Important

Sending a resignation email has several benefits:

• Professional record: It serves as written documentation of your resignation.
• Courtesy: It allows you to thank your employer and colleagues.
• Clarity: It clearly states your last working day and notice period.
• Smooth transition: By offering support, you show responsibility.
• Positive relationships: It helps you leave on good terms, which is important for future references.

For HR teams, a sample resignation email to HR ensures proper processing of exit formalities.

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Key Elements of a Resignation Email

A good resignation email follows a clear structure. Here’s what to include:

Subject Line

Keep it direct: Resignation – [Your Full Name].

Greeting

Address your manager or HR respectfully (e.g., Dear Mr. Smith).

Statement of Resignation

Clearly state that you are resigning and mention your last working day.

Appreciation

Thank your employer for the opportunity, training, or support.

Transition Support

Offer to help with handing over responsibilities.

Closing

End with a polite sign-off like Sincerely or Best regards.

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Tips on How to Write a Resignation Email

Here are some best practices to keep in mind:

• Be polite and professional: Even if you have challenges, maintain a respectful tone.
• Keep it concise: Avoid lengthy explanations; 150–300 words is ideal.
• Avoid negativity: Do not criticize the company, boss, or colleagues.
• Follow company policy: Respect notice periods and procedures.
• Proofread: A resignation email with errors looks careless.

If you’re unsure how to write a resignation email, focus on gratitude and clarity above all.

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Resignation Email Format Step-by-Step

Here’s a breakdown of a resignation email format:

Subject Line: Resignation – [Your Full Name]

Greeting: Dear [Manager/HR’s Name],

Opening Statement: I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].

Appreciation: I want to sincerely thank you and the team for the opportunities I’ve had over the past [X years/months].

Transition Support: I am happy to assist in the transition process and ensure a smooth handover of responsibilities.

Closing: Thank you again for your guidance and support.

Sign-Off: Sincerely, [Your Name]

This is a simple resignation email template that works in almost any workplace.

Resignation Email Samples

Here are a few samples you can use and adapt:

Sample Resignation Email to HR

Subject: Resignation – John Doe

Dear HR Team,

I am writing to formally resign from my role as Sales Executive at XYZ Pvt. Ltd., with my last working day being June 15, 2025.

I am grateful for the opportunities and training I have received during my time here. The support from colleagues and management has been invaluable to my professional growth.

I will ensure that all pending tasks are completed and will assist with the transition process as required. Please let me know about the formalities for my exit.

Sincerely,

John Doe

Professional Resignation Email Example

Subject: Resignation – Emily Carter

Dear Mr. Johnson,

I wish to formally resign from my position as Marketing Coordinator at ABC Corp, effective July 1, 2025.

Working at ABC Corp has been a rewarding experience, and I am truly thankful for the mentorship, challenges, and opportunities that helped me grow professionally.

I am committed to completing ongoing projects and assisting in the handover process to ensure a smooth transition.

Thank you for your guidance during my tenure. I look forward to staying in touch.

Best regards,

Emily Carter

Simple Resignation Email Template

Subject: Resignation – Sarah Lee

Dear [Manager’s Name],

Please accept this email as formal notification of my resignation from my position at [Company Name], effective [Last Working Day].

I appreciate the opportunities given to me and the support extended during my time here.

I will do my best to wrap up my responsibilities and ensure a smooth transition.

Sincerely,

Sarah Lee

Immediate Resignation Email (If Required)

Subject: Immediate Resignation – Robert Wilson

Dear [Manager’s Name],

I regret to inform you that I must resign from my role as [Job Title] effective immediately due to personal reasons.

I apologize for any inconvenience caused and will ensure to hand over essential information to my colleagues.

Thank you for the support during my time with [Company Name].

Sincerely,

Robert Wilson

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What are the best email templates for resignation accepted by top Indian companies?

Top Indian companies like TCS, Infosys, Wipro, HCL, and Tata prefer resignation emails that are concise, polite, and professional. The email should clearly mention your intention to resign, your last working day as per the notice period, and your gratitude to the organization. A simple and respectful tone is what hiring managers and HR teams look for, instead of long explanations.

Template 1: Formal & Polite (Commonly Accepted in IT Companies)

Subject: Resignation Notice – [Your Full Name]

Dear [Manager’s Name],

Please accept this email as my formal resignation from the position of [Your Job Title] at [Company Name]. As per the notice period, my last working day will be [Date].

Thank you for the opportunities and support during my time here. I will ensure smooth handover of my responsibilities.
Regards,

[Your Full Name]

[Employee ID (if applicable)]

Template 2: Short & Direct (Widely Accepted in Corporate, Banking, Finance)

Subject: Resignation – [Your Name]

Hi [Manager’s Name],

I would like to formally resign from my role as [Job Title]. My last working day will be [Date] as per the notice period. Thank you for the guidance and experience.

Regards,

[Your Name]

Template 3: Resignation with Transition Support

Subject: Resignation Notification – [Your Name]

Dear [Manager’s Name],

I am resigning from my position as [Job Title] at [Company Name], with my last working day on [Date]. I appreciate the learning and support received here. I am happy to assist with training or handover during my notice period.

Sincerely,

[Your Name]

Template 4: Resignation Due to Personal Reasons (Professional Tone)

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

I am resigning from my position as [Job Title] due to personal reasons. My last working day will be [Date]. Thank you for your support and understanding. I will complete all handover tasks before I leave.

Warm regards,

[Your Name]

Are there AI writing assistants that help draft resignation emails effectively?

Yes. There are several AI-powered writing assistants designed to help you draft professional resignation emails quickly and effectively. These tools generate structured, polite, and properly formatted resignation messages based on simple inputs saving you time and reducing the stress of writing from scratch.

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What they do:

• Generate a full draft: Tools such as QuillBot AI Resignation Letter Write” and Kickresume’s AI resignation-letter generator can produce a complete resignation email/letter once you specify basic details (job title, company name, last working day, tone, etc.).

• Adjust tone and structure: You can choose the tone formal, friendly, concise and let the AI ensure the email follows a professional structure for an exit notice.

• Polish language and grammar: Tools originally focused on grammar and writing-style correction (for example Grammarly’s AI generation features) can help refine the draft, check for punctuation/grammar errors, and improve clarity before you hit send.

What you should keep in mind

• Use the AI-generated draft as a starting point, not a final output personalize it with actual dates, proper names, and any specifics your employer expects.

• Keep the tone polite and professional; avoid overly elaborate or emotional phrasing.

• Review the output carefully sometimes AI-generated wording can feel generic or impersonal.

Use-case: When AI makes sense

• If you’re short on time and need a clean, formal letter quickly.

• If writing formal emails in English isn’t your strongest skill.

• When you want to ensure proper structure and tone but still tailor the content yourself.

AI Writing Assistants for Resignation Emails

Common Mistakes to Avoid When Writing a Resignation Email

• Being vague: Always mention your last working day.
• Negative tone: Avoid airing grievances in your resignation email.
• Too casual: This is a formal document, not a chat message.
• Forgetting HR: Always copy or send to HR for official processing.
• Over-explaining: Keep it short; detailed reasons are not required.

Conclusion

A well-written resignation email is a professional way to close one chapter and begin another. Learning how to write a resignation email ensures you leave your organization with respect and goodwill.

Keep it polite, short, and clear. Use a simple resignation email template or a professional resignation email example from Sound CV as a starting point, and always tailor it to your situation. Whether you’re sending a sample resignation email to HR or directly to your manager, the goal is the same: leave gracefully and maintain positive relationships for the future.

Before sending, review your email carefully, confirm company policies, and make sure your final message reflects your professionalism.