How to resign by email: template and tips
Resigning by email has become increasingly common — especially with remote and hybrid working. Done correctly, it's perfectly professional. Done badly, it can leave a lasting negative impression. Here's everything you need to know.
Is it OK to resign by email?
Yes — in most cases, resigning by email is perfectly acceptable in 2025, particularly if you work remotely or have a good relationship with your manager. However, there are situations where a face-to-face or phone conversation is strongly preferable before sending any written communication:
- You work in the same office as your manager every day
- You have a long-standing close professional relationship
- Your role is very senior
- The company culture is formal and traditional
What to include in a resignation email
- A clear subject line (e.g. "Resignation — Anna Smith — Marketing Executive")
- Your intention to resign, stated unambiguously
- Your notice period and last working day
- A brief, positive note of thanks
- An offer to help with the handover
What NOT to include
- Complaints about management, colleagues or company culture
- Detailed reasons for leaving (unless you want to share them)
- Salary comparisons with your new role
- Anything you wouldn't want forwarded to HR or your next reference
Resignation email template
Dear James,
I am writing to formally notify you of my resignation from my position as Marketing Executive at Acme Ltd, with effect from [date — usually today + notice period].
As per my contract, I am giving [X weeks/months] notice, making my last working day [specific date].
I have genuinely valued my time at Acme and am grateful for the opportunities and support I have received during my [X years] here. I will do everything I can to ensure a smooth transition and a proper handover of my responsibilities.
Please let me know how I can best support the team during this period.
Kind regards,
Anna Smith
Shorter version (for remote workers)
Hi James,
Following our conversation earlier today, I wanted to confirm in writing that I am resigning from my role as Marketing Executive, effective [date].
My last day will be [date]. I'm committed to making the handover as smooth as possible.
Thank you for everything — it's been a great few years.
Best,
Anna
Frequently asked questions
Do I need to give a reason in my resignation email?
No. You are not legally required to give any reason for resigning. A simple "I have decided to move on to a new opportunity" or no reason at all is perfectly acceptable.
What if I don't hear back?
Follow up with your manager or HR directly. Your resignation takes effect from the date you send it — you don't need a formal acknowledgement for it to be valid, but it's sensible to get written confirmation of your notice period and last day.
Can my employer refuse my resignation?
No. An employer cannot refuse your resignation. They can ask you to reconsider or discuss a counter-offer, but they cannot legally prevent you from leaving once you've given the required notice.
Should I CC HR?
It's good practice to CC your HR department (or include them in a separate email) so there's a formal record across the organisation, not just with your manager.
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