Should I give reasons for leaving?

You're not obligated to. "I've accepted another opportunity" or "for personal reasons" is plenty. Detailed reasons belong in the exit interview, if you choose to share them at all.

Email or in person first?

Tell your manager face-to-face or on a call first when possible, then send the email as the formal record. If a conversation isn't possible, the email alone is acceptable.

What if my employer makes a counteroffer?

Decide before you resign what would genuinely change your mind. Most people who accept counteroffers still leave within a year — if the core issues aren't money, a raise won't fix them.

Resignation Email Examples for Every Situation

A resignation email needs exactly four things: a clear statement that you're resigning, your last working day, a line of thanks, and an offer to help with the transition. That's it. It is not the place for grievances, long explanations, or negotiation. Here are 8 templates for different situations — including the harder ones.

Need a custom version?

The free Professional Email Generator writes one tailored to your exact situation.

Try Professional Email Generator →

Standard resignation (two weeks notice)

Classic and professional

Subject: Resignation — [Your name]

Dear [Manager],

I'm writing to formally resign from my position as [Job Title] at [Company]. My last working day will be [date], two weeks from today.

I'm grateful for the opportunities I've had here, particularly [specific experience]. I've learned a great deal from you and the team.

Over the next two weeks I'll do everything I can to hand over my work smoothly — I've started documenting my projects and I'm happy to help train my replacement.

Thank you for everything.

Sincerely,
[Your name]

Warm, for a manager you like

Subject: A difficult email — my resignation

Hi [Manager],

This is a hard email to write. I've accepted a new role and my last day at [Company] will be [date].

Working with you has genuinely shaped my career — [specific thing you learned or achieved together] is something I'll carry with me. Leaving a team like this wasn't a decision I made lightly.

I'm fully committed to a clean handover. Let's talk this week about the best transition plan.

With real gratitude,
[Your name]

Brief and neutral

Subject: Notice of resignation

Dear [Manager],

Please accept this as formal notice of my resignation from [Company], effective [date] — my final working day.

Thank you for the opportunity to be part of the team. I'll ensure my responsibilities are documented and handed over before I leave.

Regards,
[Your name]

Special situations

Short notice (less than two weeks)

Subject: Resignation — [Your name]

Dear [Manager],

I'm resigning from my position as [Job Title], and due to [brief reason — e.g. the start date of my new role / personal circumstances], my last day will be [date]. I understand this is shorter notice than standard, and I apologize for the disruption.

To minimize the impact, I will [concrete offer: complete X, document Y, be available for questions through Z].

Thank you for your understanding.

Sincerely,
[Your name]

Remote job / never met in person

Subject: Resignation — [Your name]

Hi [Manager],

I'm writing to resign from my role as [Job Title]. My last working day will be [date].

Even working remotely, I've felt genuinely supported by this team, and I'm thankful for it. Before I go, I'll make sure all my documentation is current in [tool/wiki], my open tasks are reassigned, and my accounts are ready for offboarding.

Happy to jump on a call this week to plan the handover.

Best,
[Your name]

Leaving a difficult workplace (keep it clean)

Subject: Notice of resignation

Dear [Manager],

I'm writing to give formal notice of my resignation from [Company]. My final working day will be [date].

I'll complete a full handover of my responsibilities before then.

I wish the team well going forward.

Regards,
[Your name]

For personal or family reasons

Subject: Resignation — [Your name]

Dear [Manager],

After much thought, I've decided to resign from my position as [Job Title] for personal reasons. My last day will be [date].

This wasn't an easy decision — I've valued my time here and especially [specific experience]. I'm committed to making the transition as smooth as possible over my remaining weeks.

Thank you for your support and understanding.

Sincerely,
[Your name]

Retirement

Subject: Retirement notice — [Your name]

Dear [Manager],

After [number] wonderful years at [Company], I'm writing to announce my retirement, effective [date].

It has been a privilege to spend this chapter of my career here. I'd welcome the chance to help train my successor and document everything my role touches before my final day.

With gratitude,
[Your name]

Quick tips

Tell your manager in person or on a call first if you can — the email then confirms it in writing.
Never vent in a resignation email. It becomes a permanent record; save honest feedback for the exit interview.
State your last day explicitly as a date, not "in two weeks."
Keep a copy, and send it from a time-stamped channel (email, not chat).
Don't announce it to colleagues before your manager knows.

Frequently asked questions

Should I give reasons for leaving?: You're not obligated to. "I've accepted another opportunity" or "for personal reasons" is plenty. Detailed reasons belong in the exit interview, if you choose to share them at all.
Email or in person first?: Tell your manager face-to-face or on a call first when possible, then send the email as the formal record. If a conversation isn't possible, the email alone is acceptable.
What if my employer makes a counteroffer?: Decide before you resign what would genuinely change your mind. Most people who accept counteroffers still leave within a year — if the core issues aren't money, a raise won't fix them.

None of these quite fit?

Generate one written for your exact situation — free, no sign-up.

Open Professional Email Generator