Leaving a job isn’t always an easy decision and even when it is, knowing how to write a resignation letter can be anything but straightforward. Whatever your reasons for leaving, it’s important that your resignation letter is professional and sets the right tone for your departure to keep things as smooth as possible.

While letters were once expected to be written and delivered, it’s now just as common to write a resignation email. However you choose to inform your employer of your resignation, there are still some common rules that apply to the message.

We’ve put together a guide on what to include, what not to include, and some examples of resignation letters to help you get started.

What is a resignation email?

In short, a resignation email is a direct message to your employer or manager to inform them that you’re leaving the business. Depending on your position, your length of employment, and the business you work for, a resignation letter may require specific criteria. Because of this, it can be hard to know how to write a resignation email.

For example, if you’re in a senior position, you may be expected to work three months’ notice, whereas a junior member of staff may only be expected to work a month or four weeks. It may be worth re-reading your terms of employment or contract as there may be details on resignation letters and the company process.

Examples of resignation emails.

Knowing how to write a resignation email is half the battle. The other half is actually writing it. Often, examples of a resignation email can provide inspiration and help you understand the format.

Here’s an example from someone resigning from a position as Head of Sales:

Dear Linda,

I’m writing to formally let you know I plan on stepping down from my position as Head of Sales from 23^rd March.

I’ve enjoyed my time here, but my busy home life means I’m looking to take a step back from managing a sales team.

I’m incredibly grateful for my time here, the opportunities I’ve had, and I hope to help with the role transfer.

Thanks again,

Javier

Here, you can see the email begins by addressing the reader, followed by a succinct summary of the plan to resign. It’s quickly followed by a reason, a show of gratitude and an offer to help the business cope with the resignation. Overall, the email is brief, to the point and no longer than it has to be.

If you want, you can be even more brief. For example, if you’ve already discussed your resignation and are only sending an email as a formality, you can do so:

Dear Adrian,

I am writing to confirm my resignation from my position as an underwriter, effective from 8^th August.

Best,

Rhea

You can explore more resignation letter templates from Adobe Express below.

What to include in an email of resignation.

While your resignation letter will change depending on your role and the business you work for, almost all letters and emails will contain similar sections. This is because resignation letters are functional and all have the same objective.

Address the person/people you’re speaking to.

The best way to start a letter is by addressing the reader. How you open the letter is up to you, but it’s best to remain professional. If you know the person, you can use Dear … or To …. If you’re addressing multiple people, the same rule applies. But you might want to address the department if it involves over three people. For example, Dear HR Department.

Your resignation and your last date.

After addressing the reader, the best thing to do is inform them of your resignation. It doesn’t have to be a long sentence; it just has to say you’re resigning. You should then include your last day of work. Be sure to check your contract to see how long you’re required to work.

Why you’re leaving.

It’s often common to include a line or short paragraph on why you’re leaving the role, but it isn’t always necessary. Remember, if you choose to do this, it’s important to remain professional. Even if you don’t have to work a notice period, you may need your current employer to act as a reference or provide a recommendation letter in the future.

Thank the reader.

This is an opportunity to show your gratitude for the opportunities your work has given you. You might have been able to travel or take part in projects you wouldn’t have otherwise. You might just want to thank them for their advice and guidance.

Offer to help with the transition.

Until things are properly up and running, the transition period between one person leaving a role and another taking it on can be rocky. An offer to help, even if it just means writing a handover, can go a long way and help keep the relationship positive.

Sign off.

End your letter with a simple thanks. If you’re sending an email, that’s probably all you need to do. However, if you’re sending a letter, you might want to include your contact details in case your employer needs to reach you after you’ve left.

5 tips for writing a resignation email to your current UK employer.

We’ve put together some top tips to consider when you’re writing your resignation email.

Keep it brief.

You don’t need to include too much detail in your resignation email or letter. Remember, your resignation email is just to formally announce that you’re leaving. It’s also important your employer doesn’t lose the key details in your message.

Be direct.

Similarly, directness is essential. Tell the reader what you’re doing and when you’re doing it. It’s important that they know what to do after reading this. Otherwise, you might risk confusing matters, which could delay your notice and when you leave the business.

Keep things positive.

However you feel about your current employer, burning your bridges won’t make things any better. Remain polite and professional throughout your email. You’ll want to leave on the best terms with your previous employer, and a polite resignation letter is a good place to start.

Express gratitude.

If you’ve had a positive experience with your employer, a show of gratitude can be a meaningful way of displaying it. While you have to keep things brief, there should still be space for a line on how you feel. You can always add more in a separate email or in person.

Keep your copy and consider their response.

Holding on to your own copy is a matter of good file-keeping, but it can also prove useful if records are lost or brought into question. You should also be prepared to receive a counteroffer. This doesn’t always happen, but if it does, you’ll need to weigh up your reasons for leaving and the benefits of staying.

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Good to know.

How to politely resign in an email?

Begin your email by formally addressing the reader. Dear All, for example. Follow this up by saying you want to resign from your position and give the last day of your notice. If you want, you can include a line sharing your gratitude or include a positive note about the team. Finish the email with a formal sign-off.

How do you format a resignation email?

A resignation email can be formatted much like a resignation letter. Ensure the font is legible and appropriate. There should be single line breaks between the main points, your name, and the name of the person you’re addressing.

Not sure where to start? Discover professional resignation letter templates from Adobe Express.

Should you send a resignation letter by email?

Generally, it’s best to speak to your manager before you send your resignation letter. But you can send a resignation letter by email. It has become much more acceptable to email your resignation as few businesses keep all their records on paper today.

Is Adobe Express free?

Yes. The basic version of Adobe Express includes everything you need to start working creatively. Adobe Express offers thousands of design templates, images, videos and royalty-free photos, quick actions for processing images, as well as much more. You can take the stress out of announcing your resignation with letter templates and email signature ideas to build on.