Sample resignation letter by email (7)

In this guide, we will see short samples of standard and basic email resignation letters or “sample resignation letters by email”. 

Sample resignation letter by email

A sample resignation letter by email (resign letter) is written when an employee wishes to let their employer know about the decision to leave the company.

This is the formal way of expressing the intention to leave.

In summary, it includes the subject line, a recipient (i.e. General manager), give a two weeks’ notice at least but companies understand that sometimes employees need to leave on short notice or have an early release from their job duties.

There are many reasons why you could potentially leave your job (e.g. New job opportunities/job change, family emergency, or going abroad), but you are not obligated to mention them specifically, however, you could briefly mention it if you want to.

Here are the key aspects to consider:

  • Give notice (i.e. 4 weeks, 2 weeks, etc.)
  • Use a clear email subject line such as “Resignation – Your name”.
  • Indicate the date you plan on leaving.
  • You could indicate the reason why you are leaving without being too specific or detailed.
  • Express your gratitude to your employer.
  • Offer assistance.
  • Ask any questions you may have.
  • Provide your contact details.
  1. Sample resignation letter by email

“Email Subject Line: Your Name Resignation

Dear Mr./Ms. Last Name,

I write to inform you that I am resigning from my position here as Associate Editor. My last day will be August 7.

Thank you so much for all of the opportunities this company has provided me. I have learned so much these past three years, and will never forget the kindness of all of my colleagues.

Let me know if there is anything I can do to make this transition easier. You can always contact me at or 555-555-5555.

Thank you again for your years of support and encouragement.

Respectfully yours,

Your Name”

  1. Sample resignation letter by email (personal reasons)

“Email Subject Line: Resignation – Your Name

Dear Mr./Ms. Last Name,

Please accept this message as my formal resignation from Company XYZ. My final day will be March 15, two weeks from today. Family circumstances currently require my full time and attention.

Please let me know how I can be of assistance during this transition.

I am so grateful for my five years at this company and will look back fondly on the support and kindness I received from management and colleagues.

In the future, you can reach me at my personal email (, or on my cell phone (555-555-5555)

Thank you again, and I look forward to staying in touch.


Your Name”

  1. Sample resignation letter by email (Template)

“Email Subject Line: Resignation – Your Name


Dear Mr./Ms. Last Name (or another form of address your employer prefers)

First Paragraph

Begin your email by clearly stating that you are resigning and include the date when your resignation is effective. You might very briefly explain why you are resigning as well. For example, you might state that you are leaving for personal reasons, you are returning to school, or you have decided to change your career path. Don’t go into detail if you have a new job, however.

Second Paragraph

This (optional) section of your resignation email message should thank your employer for the opportunities you have had while employed by the company.

Third Paragraph

In this section (also optional), offer to assist with the transition. You might offer something specific, such as training a new employee or offering to be available via email for a week or two after you leave. Otherwise, just provide a general offer to help.

Closing Paragraph

Conclude by providing your non-work contact information so that you can stay in touch with your employer after you leave. You can either put this in your final paragraph or include it in your email signature.


Respectfully yours/Sincerely/Best,

Your Name”

  1. Sample resignation letter by email (two weeks’ notice)

“Email Subject Line: Resignation – Your Name

Dear Mr./Ms. Last Name:

Please accept this message as notification that I am leaving my position with ABCD Company effective September 15.

I appreciate the opportunities I have been given at ABCD and your professional guidance and support. I wish you and the company the best success in the future.

Please let me know what to expect as far as my final work schedule, accrued vacation leave, and my employee benefits.

If I can be of assistance during this transition, please let me know.

In the future, you can continue to get in touch with me through my non-work email,, or my cell phone, 555-555-5555.


Your Name”

  1. Sample resignation letter by email

“Email Subject Line: Immediate Resignation – Your Name

Dear Mr./Ms. Last Name:

Regretfully, I must submit my immediate resignation for personal reasons.

I have enjoyed my time at XYZ Corp and will miss working with you and our team. I’m proud of the work we’ve done. Thank you for your support and mentorship these past five years.

I know that my leaving so quickly will likely create some difficulties; please accept my sincere apologies and help in the transition. I’m happy to help screen replacement candidates and/or assist in training my replacement via video conferencing.

If you have any questions, please feel free to contact me at my personal email ( or via phone at 555-555-5555.

Thank you again.


Your Name”

  1. Sample resignation letter by email

“From: Your Name (your email address)

To: Angela Jones

Subject: Resignation – Your Name

Dear Ms. Jones

This email is to notify you that I am resigning from my position as Sales Coordinator with XYZ Corporation effective Monday, February 10, 2020. My last day of employment will be Monday, February 24, 2020. This includes the required two weeks notice period.

I have enjoyed working here very much and I want to thank you and the whole sales team for all the support and encouragement you have always given me. In order to achieve my long term career goals, I have accepted a higher level sales position with another company.

Please know that I am available to help in any way that will make my departure as easy as possible for the company.

Again, it has been a pleasure working as a part of your department and I want to wish everyone at XYZ the best of luck for the future.


Your Name”

  1. Sample resignation letter by email

“Subject: Resignation Letter — [Your Full Name]

Dear […],

As briefly discussed with you earlier today, please accept this email as my formal notice of resignation from my position as [Your Designation] at [Name of your Workplace]. As per the existing HR policies, I will continue to work for the company for the next [#] days, with the last day of my employment being [Exact Date].

Over the next [period], I will make myself available to help with the transition and will be more than willing to bring my replacement up to speed and assist them with all pending tasks.

It has been a pleasure working with you, and I am truly grateful for all the support you’ve shown towards me. I have gained very valuable experience during my time here.

Thank you.


[Your Full Name]”

  1. Sample resignation letter by email

Subject: Resignation Letter — [Your Full Name]

Hello […],

Kindly accept this letter as notice of my resignation from the position of [Job Title] at [Your Company Name].

As per the terms of my employment contract, I will continue to work for the company for the next [Your Notice Period in Days], with the last day of my employment being [Date]. I will be available to assist my replacement with any pending tasks as well as the transition.

Thank you.

Yours sincerely,

[Your Name]

Frequently Asked Questions (FAQs) about sample resignation letter by email

Can you resign by email?

You can resign by email but it’s always better to resign in person and then follow up with a resignation letter.

However, there are circumstances where it is not possible to do so, meaning that sending an email resignation is the best option. 

How do you email a resignation letter?

If you need to write an email resignation letter consider the following:

– Stating your intention to leave the company.

– State the date when you intend to leave the company.

– Express gratitude towards your employer.

– Offer assistance in the transition (if possible).

– Provide your contact information in case they need to reach you.

– Give your employer at least 2 week’s notice.

– Send the email to your employer.

– Be ready to leave immediately if your employer considers it the best thing.

How do you write a good resignation letter?

If you want to write a good resignation letter remember to:

– Clearly indicate your intention of leaving your job position.

– Indicate your last day of employment considering the period notice.

– You can include a reason why you are leaving but it is optional.
Offer help in the transition. 

– Thank your employer for the opportunity.

– Include your signature at the bottom of your letter.

Do you give a resignation letter to HR or the manager?

You need to check in your employee handbook or consult with your HR department if you need to deliver the resignation letter directly to HR or your manager.

Depending on internal processes and how it is already determined you will need to deliver to one of them or both.

What is the subject of the resignation email?

The subject of the resignation email should be simple and direct, so you make sure it is noticed by the recipient.

Simply make sure to state the reason and your name.

How do you tell your boss you’re resigning?

To tell your boss you are resigning, make sure you request an in-person meeting explaining your boss your intention for leaving.

Make sure you outline the reasons for quitting, giving at least 2 weeks’ notice, offer help with the transition, express your gratitude, provide constructive and positive feedback, and hand in your resignation letter.

References “Resignation Email Example” “How to Write a Resignation Email”

Doyle, A. (2019, Nov) Resignation Email Message Examples. Retrieved from

Doyle, A. (2019, Oct.) Resignation Email Message Example and Writing Tips. Retrieved from

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