10 Resign Email Samples for a Professional and Polite Exit

Are you feeling apprehensive about resigning from your job? Don’t worry, drafting a resignation email can appear intimidating at first, but it’s actually a simple process. Whether you’re leaving on good terms or bad, it’s essential to leave a lasting impression with a professionally written resignation email. And the good news is, you don’t have to start from scratch. There are plenty of resignation email samples available online that you can use as a reference to create the perfect one for your situation. You can even customize a template to suit your needs or add your own tone to it. So, instead of fretting over how to write a resignation email, take a deep breath and use the available resources to create a thoughtful and well-written message. Let’s explore some resignation email samples that you can edit as per your preference.

The Best Structure for Resignation Emails

When it comes to resigning from a job, it’s important to do it gracefully and professionally. One of the first steps in doing so is crafting a well-written resignation email. But what’s the best structure for such an email? Here are some tips to help you draft a winning message:

Start with a clear subject line: Your subject line should clearly state that you are resigning. This will alert your employer to the purpose of the email, and it will make it easier for them to file the message accordingly. Examples of clear subject lines include “Resignation – Your Name” or “Notice of Resignation”.

Begin with a polite greeting: Always start your email with a polite greeting to show your employer that you respect them and appreciate the opportunity they’ve given you. Some examples of greetings that work well for resignation emails include “Dear [Manager’s Name],” or “Hello [Manager’s Name],”.

Express gratitude: In the first paragraph of your email, express your gratitude for the opportunity to work at the company. Let your employer know that you’ve enjoyed your time with the company, and you’re grateful for everything you’ve learned during your tenure there.

Give concrete reasons for leaving: In the next paragraph, explain why you’re resigning. You don’t necessarily need to go into great detail, but you should provide some context. If you’re leaving for a new job, explain that. If you’re leaving to pursue other opportunities, explain what those opportunities are. If you’re leaving because of a personal or family matter, explain that as well. Be honest but professional, and avoid being negative or critical of the company or your colleagues.

Offer to help during the transition: In the final paragraph of your email, offer to help during the transition. Let your employer know that you’re committed to making the transition as smooth as possible, and that you’re willing to help train your replacement or tie up any loose ends before you depart.

Close with a polite farewell: Finally, close your email with a polite farewell. Examples of polite farewell include “Thank you for everything,” or “Best wishes for the future.”

In conclusion, a well-written resignation email should have a clear subject line, a polite greeting, an expression of gratitude for the opportunity, a concrete explanation for leaving, an offer to help during the transition, and a polite farewell. By following this structure, you’ll be able to resign gracefully and leave a positive impression.

Resignation Email Sample for Personal Reasons

Dear [Manager’s Name],

This email serves as my formal resignation from my position as [Your Position] at [Company Name]. It is with a heavy heart that I have decided to resign, but due to personal reasons that require my full attention, I must step down from my current role.

I am grateful for the opportunities that [Company Name] has offered me, and I am proud of the work that I have accomplished during my time here. However, it is clear to me that I can no longer give my best effort to this position. As such, I believe it is best for both parties that I resign.

Once again, thank you for the wonderful experience I’ve had at [Company Name]. I wish the team all the best, and I hope that the company continues to grow and prosper.


[Your Name]

Resignation Email Sample Due to Health Reasons

Dear [Manager’s Name],

It is with great regret that I must submit my resignation from my position as [Your Position] at [Company Name]. Unfortunately, my health has deteriorated to the point where I am no longer capable of performing my job duties to the best of my ability. After considerable thought, I have decided to prioritize my health and step down from my position.

I am grateful for the opportunities that [Company Name] has provided me, and I appreciate the support and guidance I have received from my colleagues. I will do everything I can to ensure a smooth transition process and assist with the hiring of my replacement.

Thank you once again for the wonderful experience at [Company Name]. I hope to keep in touch with my colleagues and wish the company every success in the future.

Best regards,

[Your Name]

Resignation Email Sample Due to Relocation

Dear [Manager’s Name],

This serves as my formal resignation from my position as [Your Position] at [Company Name]. I am writing to inform you of my decision to relocate to [New Location] due to personal reasons.

I am grateful for the support, guidance, and opportunities provided to me at [Company Name]. However, it is my current circumstances that necessitate such a decision. As such, I cannot continue in my current role, and I must respectfully tender my resignation.

It has been a pleasure working with all of you at [Company Name], and I am forever grateful for the wonderful experiences and memories. I will do my best to ensure that the transition process is as smooth as possible.

Thank you for everything you’ve done for me during my time at [Company Name]. Please let me know how I can be of assistance in the weeks leading to my departure.

Best regards,

[Your Name]

Resignation Email Sample Due to Better Job Offer

Dear [Manager’s Name],

It is with a heavy heart that I announce my resignation from [Company Name]. I have received an offer from another company that presents me with a once-in-a-lifetime opportunity to advance my career and gain new experiences.

I am thankful for the excellent experience and opportunities provided to me by [Company Name]. I am satisfied knowing that I have been part of such an incredible team and proud of the contributions I have made.

While it is difficult to leave [Company Name], it is time for me to move on to new challenges. I will commit to making this transition as seamless as possible and am available for any support required from my team during this time.

I appreciate all of the guidance, learning opportunities, and support given to me at [Company Name]. My colleagues have been an inspiration, and I’ve learned things I wouldn’t have imagined previously. I’ll cherish the same and the memories that came along forever.


[Your Name]

Resignation Email Sample Due to Career Growth

Dear [Manager’s Name],

This email serves as my formal resignation from my position as [Your Position] at [Company Name]. I have decided to take my career in a different direction and am keen to explore new opportunities that align with my professional aspirations.

I am grateful for the learning experiences and the chance to develop my skills at [Company Name]. I am thankful for the support and guidance provided to me over the years, and I believe that my time at [Company Name] has helped me grow both personally and professionally.

I am excited about this new phase of my career and the idea of new challenges and experiences. Nevertheless, I appreciate our relationship and the cordiality of the office, and I hope that we can keep in touch.

Please let me know if there is anything special you require of me during my notice period, and I will make certain to wrap up in time and have the transition smooth for my successor to take over.

Best wishes,

[Your Name]

Resignation Email Sample Due to Stress and Burnout

Dear [Manager’s Name],

I’m writing to tender my resignation from my position as [Your Position] at [Company Name]. I can no longer ignore my current state of physical and mental health, and upon careful thought and consideration, have come to the decision to step down from my current role for my wellbeing.

I am grateful for the opportunities presented to me in the time I’ve spent at [Company Name]. Still, the stress and continuous long-lasting effects on my life have pushed me to make this difficult decision. I remained passionate about my job, but my mental health matters a great deal to me. Therefore, it is best for me to resign at this moment.

I wish everyone at [Company Name] the best of luck and hope that the company continues to thrive and prosper in the years to come. I’ll do my best to ensure the transition is smooth, and any projects I’m currently handling are wrapped up impressively before leaving.

Thank you for your understanding and support during this difficult time. Please let me know if there is anything I can do to help during my notice period.

Warm regards,

[Your Name]

Resignation Email Sample Due to Hostile Work Environment

Dear [Manager’s Name],

It is regrettable that I email this resignation letter from [Your Position] at [Company Name]. Due to the hostile work environment at [Company Name], I am submitting my resignation.

I consider it challenging to continue working within an environment where there is no mutual respect and trust between my colleagues and me. The unhealthy work culture and work ethics at [Company Name] have indeed taken a severe hit on my mental health of late. Therefore, I have made the decision to resign and move on to pursue my career further elsewhere.

Thank you for the learning experience and work opportunities presented to me at [Company Name]. I’m afraid that the working relationships have failed to meet my requirements, and I refuse to remain in a toxic environment that took a toll on me.

Please let me know if there’s a need for me to stay longer for a smooth transition process; I would be delighted to assist in any way I can. Thank you for your understanding and support, and I wish [Company Name] the best of luck.


[Your Name]

Tips for Writing a Resignation Email: In-Depth Guide

If you have made the decision to resign from your current position, it is important to do it in a professional and courteous manner. Writing a resignation email is often the most appropriate way to communicate your departure, especially if your employer is not in close proximity to you. Here are some tips to help you craft the perfect resignation email:

  • Be clear and concise: Your resignation email should state clearly and succinctly that you are resigning from your position and when your last day of work will be. Keep in mind that this email will likely be forwarded to HR, your supervisor, and other relevant parties, so it is important to be professional and clear.
  • Express gratitude: Showing gratitude towards your employer and colleagues is crucial. Thank them for the opportunity to work with the team, the experience gained, and for supporting you throughout your time in the company.
  • Explain your reason for leaving (optional): Explaining your reason for leaving can be crucial in some cases, but it should be done professionally. If you have feedback about the company or your experience working there, be constructive and avoid being negative or disparaging.
  • Offer a transition plan: Offering to help train your replacement, complete any unfinished work, or otherwise make the transition process smoother can be a helpful gesture. Be clear about what you are willing and able to do to help.
  • End on a positive note: It is important to leave a good impression, even as you depart. End your email on a positive note, expressing your good wishes and offering to keep in touch.

Finally, always proofread your email before sending it to ensure it reads clearly and contains no errors. A well-written resignation email can leave a lasting positive impression and help ensure a smooth transition for you and your employer.

Resign Email Sample FAQs

What should be the subject line in a resignation email?

The subject line of a resignation email should be clear and informative. You can use phrases like “Resignation – [Your Name]” or “Notice of Resignation – [Your Name]”.

What should be the tone of a resignation email?

The tone of a resignation email should be professional, formal, and friendly. You can express your gratitude towards the company, mention the reason for resigning, and provide contact details for future communication.

Do I need to provide a notice period in my resignation email?

Yes, you should provide a notice period in your resignation email. This will give your company enough time to find a replacement and make necessary arrangements.

Should I explain the reason for my resignation in my email?

It is not mandatory to explain the reason for your resignation in your email. However, it is advisable to provide a brief and professional reason for leaving, as it can help your company to make necessary improvements in the future.

What should be the length of a resignation email?

A resignation email should be concise and to the point. Keep it short and ensure that all the necessary information is included, such as your final day of work and contact details.

Should I mention the name of the person I will be reporting to in my resignation email?

If you know the name of the person you will be reporting to, it is advisable to mention it in your resignation email. This will help to ensure that your company can easily make necessary arrangements for a replacement.

What should I do after sending the resignation email?

After sending the resignation email, you should follow up with your manager or HR team to ensure that they have received your resignation and to answer any questions they may have. You should also start preparing for your transition and handover to your replacement.

So Long, and Thanks for All the Fish!

Well folks, that concludes our little chat about resign email samples! Hopefully you found some helpful tips and inspiration for crafting your own message. Remember, it’s always important to maintain professionalism and gratitude, even when bidding farewell. Thanks for taking the time to read through this article, and don’t forget to come back for more helpful content in the future! Until next time, happy job searching!