How to Write a Resignation Email (Subject Lines + 6 Samples)

A resignation email is just a resignation letter that arrives in an inbox. These days it’s how most people give written notice, especially on remote and hybrid teams.

Talk to your manager first, then send the email the same day. Use a plain subject line like Resignation: Jordan Lee. Say you’re resigning, give your last working day, add a line of thanks and offer to hand over your work. That’s all it needs. Before you send it, check your contract for the notice period and for any rule about how notice has to be given.

When is it OK to resign by email?

In most workplaces an email counts as written notice. It’s usually the natural choice when:

• you work remotely, or your manager is based somewhere else
• your company’s HR process is digital anyway
• you’ve already had the conversation and just need it in writing

Even so, in almost every case, speak first, however briefly. A resignation that lands in someone’s inbox with no warning can feel abrupt, and you may want that manager as a reference one day. If you can’t reach them, for example because they’re on vacation, send the email anyway and ask for a short call when they’re back.

Some employment contracts require notice in a specific form, such as a signed letter. If yours does, attach a signed PDF or follow the HR process as well. If you’re not sure, ask HR. Notice rules depend on your contract and on local law. In the UK, for example, GOV.UK explains what notice you need to give when you resign. In the US, most employment is “at will,” so there’s usually no legal notice requirement for employees. Two weeks is a convention, but your contract, handbook or a union agreement may set different terms.

Resignation email format

Subject line

Make it boring and searchable:

• Resignation: Jordan Lee
• Resignation notice: Jordan Lee, Marketing Coordinator
• Notice of resignation, last day [Date]

Skip “Quick update” or “Some news.” Months from now, someone in HR may need to find this email in a hurry.

Recipients

Send it to your direct manager. Copy HR if that’s how things work at your company, or if your manager asks you to. Don’t copy the team. Let your manager decide how and when everyone else hears.

Body

1. Opening line: that you’re resigning, and from which role.
2. Last working day: an actual date.
3. One line of thanks (optional, but it helps).
4. Handover offer: what you’ll do before you go.
5. Sign-off: your name, plus a personal email if you’d like to stay in touch.

Attachments

Usually none. Attach a signed letter only if your company requires one.

6 resignation email samples

Replace everything in brackets.

1. Standard resignation email

Subject: Resignation: [Your Name]

Hi [Manager's name],

As we discussed today, I'm writing to formally resign from my position as
[job title]. My last working day will be [date].

Thank you for your support during my time here. Over the coming weeks I'll
document my work and help hand over my responsibilities.

Best regards,
[Your name]

2. Short resignation email

Subject: Resignation: [Your Name]

Dear [Manager's name],

Please accept this email as notice of my resignation from my role as
[job title]. My last day will be [date].

Kind regards,
[Your name]

3. Resignation email for a new job

Subject: Resignation: [Your Name]

Hi [Manager's name],

I'm writing to confirm that I'm resigning from my role as [job title] to
take up a new position. My last working day will be [date].

I've really valued [specific experience or skill]. Before I go I'll finish
[task] and write handover notes for [area].

Thanks again,
[Your name]

4. Resignation email when you couldn’t speak first

Subject: Resignation: [Your Name]

Dear [Manager's name],

I wanted to speak with you before sending this, but since you're away
[this week], I'm putting my notice in writing so my notice period starts on time.
I'm resigning from my position as [job title], and my last working day
will be [date].

Could we have a short call when you're back to plan the handover?

Best regards,
[Your name]

5. Resignation email with short notice

Only use this if you have a real reason, and check your contract first. Leaving without the required notice can have consequences.

Subject: Resignation: [Your Name]

Dear [Manager's name],

I'm writing to resign from my role as [job title], effective [date]. I'm
sorry I can't give the full notice period. Because of [brief reason], I
need to leave sooner than planned.

I'll send handover notes on [items] by [date] and can answer quick
questions by email for [period] afterward.

Sincerely,
[Your name]

6. Resignation email from a remote employee

Subject: Resignation: [Your Name]

Hi [Manager's name],

Following our call today, I'm confirming my resignation from my role as
[job title]. My last working day will be [date].

Please let me know how you'd like me to return my laptop and equipment,
and when you'd like my accounts and files transferred. I'll have a
handover document ready in [shared drive/tool] by [date].

Thank you for a great [period] on the team.

Best,
[Your name]

If you work remotely, there’s more to sort out than the email: equipment, accounts, a handover nobody can do over your shoulder. Our guide on how to resign from a remote job walks through all of it.

Common mistakes to avoid

• Sending the email before the conversation, unless you truly couldn’t reach your manager.
• Explaining at length. You don’t owe an explanation, and a long one invites a debate.
• Complaining. Save feedback for an exit interview, and keep it constructive there.
• Leaving out the date. “Two weeks from now” means different things to different people. Write the date.
• Keeping the only copy in your work account. CC your personal email address or save a PDF so you still have a record after your access ends. Check company policy on forwarding work email first.

After you hit send

1. Wait for your manager’s reply confirming the date.
2. Ask HR about final pay, unused vacation time, when benefits end and how to return equipment.
3. Agree on how and when the team will be told.
4. Start your handover document.
5. Get your resume and job search moving. The Jobera resume builder and job tracker can help.

FAQ

Is a resignation email legally valid?

In many places, yes, email counts as written notice. It depends on your contract and local law, though, and some contracts require a signed letter. Check yours or ask HR.

Should the email and the letter say the same thing?

Yes. If your company wants both, the dates and job title should match exactly.

Do I need to give a reason in my resignation email?

No. If you want to give one, keep it to a single neutral sentence.

Should I CC HR on my resignation email?

If that’s the usual practice, or your manager asks you to, yes. Otherwise send it to your manager and let them pass it on.

What if my manager doesn’t reply?

Give it a day or two, then follow up and copy HR so your notice date is acknowledged in writing.

Related guides

If you prefer a formal letter, use our resignation letter templates. For US-style notice, see how to write a two weeks’ notice letter. And for the conversation itself, read how to tell your boss you’re quitting.