Resign Email to HR Sample: Tips and Examples for Writing a Professional Resignation Letter

Are you looking for a resignation email template to send to your HR department? Look no further! We understand that resigning can be a challenging decision, but once you’ve made up your mind, it’s essential to notify your employer in the most professional and courteous manner possible.

To make the process smoother, we’ve put together some samples of resignation emails that you can use as a guide or edit to suit your situation. Our resignation email samples cover various situations, including leaving for personal reasons, career growth opportunities, or simply looking to explore new ventures.

Sending a resignation email to HR is a critical step in the resignation process. It helps provide a record of your departure, establishes a professional tone, and helps maintain a positive relationship with your employer, which could come in handy at a later date.

With our resignation email samples, you’ll have the right words to say, and you’ll be sure that your resignation is conducted professionally and gracefully. So why wait? Grab our resignation email template and start crafting that perfect email to HR department today!

The Best Structure for a Resignation Email to HR Sample

When it comes to resigning from a job, it’s important to do so in a professional manner. One of the most common ways to do this is by sending a resignation email to HR. Writing a resignation email may seem simple, but it’s important to get it right. Here’s a breakdown of the best structure for a resignation email to HR sample:

Subject Line

The subject line of your resignation email should be clear and concise. It should include your name and the fact that it’s a resignation email. For example, “Resignation – John Smith.” This will help ensure that your email doesn’t get lost in the HR inbox.

Opening Paragraph

In the opening paragraph of your resignation email, you should state your intention to resign and mention the date that your resignation will become effective. You can be brief but polite, for example, “I am writing to formalize my resignation from my position as _________, effective on ________.”

Body Paragraph

The body of your resignation email should explain why you’re resigning. Keep it vague or you may say things that you don’t want to share, especially if you had bad experiences. Instead, focus on the things that you appreciate, learned, or the pursuit of a new career or a new life chapter. You can say, “I am grateful for the opportunities provided to me during my time at this company, and I’ve learned a lot that will stay with me in the future. However, I have decided to explore other opportunities that align more closely with my current personal and professional goals.”

Closing Paragraph

The closing paragraph of your resignation email should express your gratitude for the experience you’ve gained and your willingness to help during the transition process. You can say, “Thank you again for the support and guidance you’ve provided during my time here. I will do everything I can to ensure a smooth transition during my remaining time and help in any way I can to pass on my responsibilities and facilitate a smooth handover of my role.”


End the email with your full name, contact number, and your email address where the HR can reach you.

It’s important to remember that resigning from a job can be a delicate situation, and it’s essential to be polite, respectful, and professional throughout the process. Following these guidelines can help ensure that your resignation is handled with the care it deserves, and that you maintain strong professional relationships even after leaving the company.

Seven Resignation Email Templates for Different Reasons

Resignation Email due to Personal Reasons

Dear HR Manager,

Please consider this letter as a formal resignation from my position as a Marketing Manager effective two weeks from today. The reason behind my resignation is due to some personal issues that require my full attention and time, and therefore, I have to resign from the job.

I have enjoyed working with the team and appreciate the opportunities and support provided throughout my employment. I will ensure a smooth transition of my responsibilities before my last day of work.

Thank you for everything.

Best regards,

John Doe

Resignation Email due to Relocation

Dear HR Manager,

I am writing to inform you of my resignation from my role as a Senior Software Engineer effective in two weeks. The reason behind my resignation is due to my relocation to another city due to personal reasons.

I appreciate the opportunities provided by the company and enjoyed working with the team. I will ensure I complete all handover tasks to facilitate a smooth transition before my last day.

Thank you for your support and understanding throughout my employment.

Best Regards,

Jane Doe

Resignation Email due to Career Change

Dear HR Manager,

This email is to inform you of my resignation from my current position as a Project Manager. After careful consideration, I have decided to pursue a career change and take my career to a new direction.

It has been a great experience working with the company and the team. I am grateful for all the opportunities provided to gain new skills and experiences. I will ensure that I complete all handover tasks and transfer of knowledge so that the transition goes as smoothly as possible.

Thank you for being a great employer.

Kind Regards,

Mark Smith

Resignation Email due to Health Problems

Dear HR Manager,

It is with regret that I must tender my resignation from my position as a Content Writer in the company. Due to some severe health problems, I have to take some extended leave from work, which isn’t feasible for me.

I take this opportunity to thank you and the team for the support, encouragement, and opportunities that you have given me during my tenure. I appreciate the wealth of knowledge and experience gained during this time.

Please let me know if I can assist you with anything to ensure that the company does not face any inconvenience.

Thank you again for your understanding.

Best Regards,

John Smith

Resignation Email due to Heavy Workload

Dear HR Manager,

This letter serves as a formal notice of my resignation from my position as a Sales Manager. Unfortunately, I have to resign due to excessive workload and stress, which affects my work and health.

I am thankful for the opportunities and support given to me during my employment with the company. In my two weeks’ notice, I will work diligently to ensure a smooth handover of my duties to the successor and complete any outstanding tasks.

Thank you for your understanding.


Jane Smith

Resignation Email due to Unhappy with Work Culture

Dear HR Manager,

This letter serves as a formal resignation from my role as a Graphic Designer. I am afraid to state that I am unhappy with the work culture and the environment of the company, which is causing me to resign from my position.

I would like to express my appreciation to the supportive and encouraging team members and opportunities provided to me during my tenure, and regret my decision to resign my position.

Please let me know if I can assist in any way to help the team get through the transition period.

Thank you for your understanding in this regard.


Sophie Johnson

Resignation Email due to Better Career Opportunity

Dear HR Manager,

Please accept this letter as formal notice of my resignation from my role as an Operations Manager with the company, effective in two weeks.

I have decided to accept an offer from another company that provides me with better career growth prospects and fits my goals. I appreciate the support and opportunities provided in my role for the company. I assure you that I will assist in finding a satisfactory replacement and transfer of knowledge ensuring a smooth handover process.

This decision did not come lightly, but I believe that it is in my best interest. I will always be grateful for the experiences gained while working with the company.

Best Regards,

Michael Harris

Tips for Writing a Resignation Email to HR

When you have decided to quit your job, you need to communicate it professionally to your employer. Writing a resignation email to HR is an efficient way to inform them about your decision and start the process of leaving the organization. Here are some tips for crafting a polite and clear resignation email:

  • Be concise and to the point – Your email should clearly state that you are resigning, the date of your last day, and any details about the handover process if necessary. However, you don’t need to provide a lengthy explanation for your decision.
  • Express gratitude – It’s essential to express gratitude for the opportunity the company has given you and the experience gained while working there. This shows that you are leaving on a positive note and value the company’s contributions to your professional growth.
  • Avoid negative comments – While it’s understandable that you may have reasons for leaving, a resignation email is not the place to vent your frustrations. Keep your tone professional, and avoid making negative or critical comments about colleagues or the organization.
  • Offer to help with the transition – If possible, offer to help with the transition process, such as training a replacement or finishing any pending tasks. This demonstrates your commitment to the company and leaves a positive impression.
  • Use a polite tone – The resignation email should be courteous and respectful. Even if you’re unhappy with the company, use language that doesn’t sound confrontational or aggressive.

Finally, it’s recommended to follow up your resignation email with a face-to-face meeting or call with your supervisor or HR representative. This allows you to discuss your departure in more detail, and any potential questions or concerns can be addressed. Remember, a resignation email is a formal document that will become a part of your employment history, so make sure it’s well-written, polite, and professional.

FAQs related to resign email to HR sample

1. What should I include in a resignation email to HR?

Your resignation email to HR should include your intent to resign, your last day of work, and a brief explanation of why you’re leaving. Additionally, you can include an expression of gratitude towards your employer and offer to make the transition as smooth as possible.

2. When should I send my resignation email to HR?

You should send your resignation email to HR at least two weeks before your last day of work to give your employer enough time to prepare and find a replacement.

3. Can I resign via email?

Yes, you can resign via email. However, it is always better to first inform your supervisor or manager in person and then follow-up with an official resignation email to HR.

4. Do I need to provide a reason for my resignation in my email?

While it’s not mandatory, it’s always best to give a brief reason for your resignation. You can keep it professional and brief by stating that you’re pursuing other opportunities, relocating, or personal reasons.

5. Should I mention any complaints or issues in my resignation email to HR?

No, it’s not necessary to mention any complaints or issues in your resignation email. If you have any grievances, it’s best to discuss them with HR or your supervisor separately and professionally.

6. Can I ask for a reference in my resignation email to HR?

Yes, it’s perfectly fine to ask for a reference in your resignation email. However, it’s best to ask your supervisor or manager directly and not HR. Make sure to ask for their permission first before including their contact information in your job applications.

7. What should I do after I’ve sent my resignation email to HR?

After you’ve sent your resignation email, it’s always best to follow up with a phone call or in-person conversation with your supervisor or manager to notify them and discuss your resignation. Additionally, make sure to tie up any loose ends and handover your work to your successor in a professional manner.

Thanks for Reading, See You Soon!

Well, folks, that brings us to the end of our article about a resignation email to HR sample. We hope that it has provided some helpful insights to those of you who may be contemplating a career move. Remember, resigning from a job is a big decision, and it is important to handle it professionally and gracefully. But, with the right communication skills and approach, it is also an opportunity for you to move on to bigger and better things. We appreciate you taking the time to read our article, and we invite you to visit us again soon for more useful resources for your personal and professional growth. Good luck, and happy trails!