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Resignation email template and subject lines

Most resignations now happen by email. A resignation email does the same job as a letter: use a clear subject line like "Resignation – [Your Name]", say you're resigning and give your last day, keep the message short, and attach a formal letter if your company expects one.

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Resignation Notice

To[Manager's Name], [Company Name]

From[Your Name], [Your Job Title]

Date[Date]

SubjectResignation – [Your Job Title]

Contact[Your Email] | [Your Phone]

Dear [Manager's Name],

Please accept this letter as notice that I am resigning from my role as [Your Job Title] at [Company Name]. My last working day will be [Last Working Day].

I wanted to let you know in writing, following our conversation, that I'm resigning from my role.

I'll make sure all my work is up to date and handed over before I leave. Please let me know what you'd like me to prioritize during my notice period.

Thank you for your support during my time here.

Sincerely,

[Your Name]

Template · fill in the [bracketed] parts

Copy the template

[Your Name]
[Your Email] | [Your Phone]

[Date]
[Manager's Name]
[Company Name]

Subject: Resignation – [Your Job Title]

Dear [Manager's Name],

Please accept this letter as notice that I am resigning from my role as [Your Job Title] at [Company Name]. My last working day will be [Last Working Day].

I wanted to let you know in writing, following our conversation, that I'm resigning from my role.

I'll make sure all my work is up to date and handed over before I leave. Please let me know what you'd like me to prioritize during my notice period.

Thank you for your support during my time here.

Sincerely,
[Your Name]

Replace every [bracketed] part before sending. Check your contract for your notice period.

Tips before you send it

  1. 01

    Use a clear subject line

    "Resignation – [Your Name]" makes it easy to find and impossible to miss.

  2. 02

    Talk first if you can

    Email after a conversation, not instead of one, unless that's not possible.

  3. 03

    Copy HR

    Add HR in CC so the exit process starts on time.

  4. 04

    Send from your work email

    Keep a copy of the email in your personal records too.

The letter, part by part

Subject line

"Resignation – [Your Name]" makes the email easy to find in HR's records and impossible to mistake for anything else.

Following our conversation

The opening refers to the talk you've already had, so the email confirms the news rather than delivering it.

The notice line

Your role and last working day sit in their own line above the body. That's the part HR files.

Handover and priorities

Asking what to prioritize during your notice puts the decision with your manager and shows you'll keep working.

Short thanks

One line of thanks closes the email. Longer goodbyes can go in a separate farewell message on your last day.

Other ways to word it

Two weeks' notice by email

Hi Maria, following our call this morning, I'm confirming my resignation. My last day will be Friday, November 20. I'll have handover notes ready by next Wednesday.

Remote employee

As we discussed on Zoom, I'm resigning from my role as Customer Success Manager. My last day will be December 4, and I'll arrange to ship my laptop back to IT that week.

When you couldn't talk first

I'd hoped to tell you in person, but with your travel schedule I wanted you to have this in writing today: I'm resigning, and my last working day will be November 27. I'm free for a call whenever suits you.

With a formal letter attached

Please find my formal resignation letter attached. In short, my last working day will be November 20, and I'll make sure my work is handed over before then.

Mistakes to avoid

  • A vague subject line

    "Update" or "Quick question" can sit unread. Put "Resignation" and your name in the subject.

  • Emailing before talking

    Unless it's impossible, your manager should hear the news from you directly first.

  • Sending to the whole team

    Send it to your manager (and HR). Your manager decides when and how others hear.

  • Only from your work account

    You may lose access to your work email on your last day. Save a copy of the email for your records.

Key takeaways

  • Tell your manager first, then email the same day.
  • Put "Resignation" and your name in the subject line.
  • Give your last working day and offer a handover.
  • Copy HR and keep a copy for yourself.

Questions

Is it okay to resign by email?
Yes. It's the norm in most companies, ideally after telling your manager in person or on a call.
What should a resignation letter email subject be?
Short and clear, with the word resignation and your name: "Resignation – [Your Name]", "Resignation Notice – [Your Name], [Job Title]" or "Two Weeks' Notice – [Your Name]". Avoid vague subjects like "Update" or "Quick question".
Should I attach a letter?
If your company expects a formal letter, attach it as a PDF; otherwise the email itself is enough.
Who should I send my resignation email to?
Your direct manager, with HR in copy if that is your company's process. Don't send it to the whole team; let your manager decide how to share the news.
When should I send a resignation email?
Right after you've told your manager in person or on a call, ideally the same day, so your notice period starts on the date you both expect.

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