Quick answer: Here is how to send a resignation email: tell your manager first, then email them the same day with a clear subject line like "Resignation – [Your Name]," CC'ing HR if your company expects it. In the body, state that you are resigning, give your last day, thank them briefly, and offer to help with the handover.
Writing the email is the easy part. Clicking send is where your finger hovers for a full minute while you reconsider every life choice that led you here.
This guide walks you through the whole process: when to send it, who gets it, what the subject line should say, what goes in the body, and what to do once it has left your outbox. If you need the letter itself in more formats, our resignation letter templates and short resignation letter examples have you covered.
Is It OK to Resign by Email?
Yes, in most workplaces a resignation email is a perfectly acceptable way to give written notice. It is fast, it is timestamped, and HR can file it easily.
The catch: email works best as a follow-up, not a surprise. Finding out by email alone can feel impersonal to your manager, and it is the kind of thing people remember when someone calls them for a reference later.
The best practice:
- Same office: Tell your manager face to face, then send the email right after.
- Remote or hybrid: Book a short video or phone call, then send the email.
- Different time zones or impossible schedules: Email alone is acceptable. Just make it warm and offer to talk.
When to Send Your Resignation Email
Timing matters more than most people think.
- Wait until your new offer is final. Do not resign until you have a formal, accepted offer in writing. A verbal "we'd love to have you" is not a contract.
- Give the right amount of notice. Two weeks is the common norm in the US, while notice periods in many other countries are often longer. Senior or long-tenured employees often give more.
- Check your contract and handbook first. Your employment agreement may set a specific notice period or say how notice must be delivered (for example, in writing to HR).
- Send it right after the conversation. Ideally within the same day, so the written record matches what you discussed.
- Pick a sensible moment. Earlier in the week, or after a natural project milestone, tends to make planning easier for your manager.
Leaving with little or no warning? Read our guide to quitting a job without notice before you send anything.
Who to Send Your Resignation Email To
This is where a lot of people slip up. Here is the simple rule:
- To: Your direct manager or supervisor.
- CC: HR or your people team, if your company has one or your handbook says resignations go to HR.
- Do not CC: Your whole team, your skip-level boss "just because," or the company-wide distribution list. (Nobody needs to learn about your departure via reply-all chaos.)
Tell your coworkers separately, after your manager has acknowledged your resignation and you have agreed on how and when to announce it.
If you work through a staffing agency, notify your agency contact as well, since they may be your official employer.
Resignation Email Subject Line Examples
Your resignation email subject line should be boring on purpose. The goal is that your manager and HR know exactly what it is and can find it later.
Include the word "Resignation" and your name. Adding your last day is optional but helpful.
Good options:
- Resignation – [Your Name]
- Notice of Resignation – [Your Name]
- [Your Name] – Resignation, Last Day [Date]
- Resignation: [Your Name], [Job Title]
- Two Weeks' Notice – [Your Name]
Avoid:
- "Quick chat?" or "Update" (too vague, easy to miss or misread)
- "I'm out!" or anything with emojis
- Jokes of any kind. This is the one subject line where humor goes to die.
How to Write the Resignation Email (Step by Step)
Step 1: Use a professional greeting
"Dear [Name]" or "Hi [Name]," depending on how formal your workplace is.
Step 2: State your resignation and last day in the first lines
Get to the point. For example: "Please accept this email as formal notice of my resignation from my position as [Job Title]. My last day will be [Date]."
Step 3: Give a reason (optional)
You do not have to explain. If you want to, keep it to one neutral sentence. Our reason for resignation samples have plenty of options.
Step 4: Say thank you
One or two sentences of genuine gratitude for the opportunity, the support, or what you learned.
Step 5: Offer help with the transition
Mention that you are happy to document your work, wrap up projects, or help train your replacement.
Step 6: Add personal contact details
Include a personal email or phone number so HR can reach you about final pay, benefits, and paperwork after your work account is closed.
Step 7: Sign off and proofread
"Best regards" or "Sincerely," then your full name. Read the email twice. Check the date and the spelling of your manager's name, since those are the two errors people notice most.
Resignation Email Template
Subject: Resignation – [Your Name]
Dear [Manager's Name],
As we discussed today, please accept this email as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last working day will be [Date].
Thank you for the support and opportunities over the past [time period]. I have learned a great deal from you and the team.
I am happy to help make the transition as smooth as possible, including documenting my current projects and helping train my replacement.
You can reach me after my last day at [personal email] or [phone number].
Best regards,
[Your Name]
Short version (remote, already discussed on a call)
Subject: Notice of Resignation – [Your Name]
Hi [Manager's Name],
Following up on our call, this email confirms my resignation as [Job Title]. My last day will be [Date].
Thank you for everything. Let me know how I can help with the handover.
Best,
[Your Name]
How to Actually Hit Send (Without Mistakes)
A few practical details the templates do not mention:
- Write it in a draft first, with the "To" field empty. That way you cannot accidentally send a half-finished resignation at 11 p.m.
- Send from your work email unless your manager or HR asks otherwise, so it lands in the official system.
- Attach a formal letter if required. Some companies want a signed letter as a PDF. Check your handbook.
- Use schedule send if timing matters. If your call is at 10 a.m., schedule the email for 10:30, not before the call.
- Keep a record. Save a copy of the sent email for your own records, in line with your company's data policies.
What to Do After You Send It
- Wait for acknowledgment. If you hear nothing within a day or two, follow up politely or ask HR to confirm receipt.
- Agree on the announcement. Decide with your manager when and how the team will be told.
- Send a farewell email later. Near your last day, send a separate goodbye to coworkers with your LinkedIn or personal contact.
- Ask for references while relationships are fresh. Our guide on how to ask for a reference shows you how.
Frequently Asked Questions
What should the subject line of a resignation email be?
Keep it simple and clear: "Resignation – [Your Name]" or "Notice of Resignation – [Your Name]." Including the word "resignation" and your name makes it easy for your manager and HR to spot and file.
Who should I send my resignation email to?
Send it to your direct manager and CC HR if your company has an HR team or your handbook requires it. Do not copy your whole team. Tell coworkers separately after your manager has acknowledged it.
Should I resign in person or by email?
Ideally both. Tell your manager in person or on a call, then send an email to create a written record. Email alone is acceptable when an in-person or live conversation is not practical.
What day is best to send a resignation email?
There is no official rule, but sending it earlier in the week or right after a planned conversation helps your manager start planning. Avoid sending it late at night or right before a holiday.
Do I need to give a reason in my resignation email?
No. A reason is optional. If you include one, keep it brief and neutral, such as pursuing a new opportunity or personal reasons.
What if my manager doesn't respond to my resignation email?
Wait a day or two, then follow up politely or contact HR to confirm they received it. Keep a copy of the original email in case you need to show when you gave notice.
Your Next Step
Once your resignation email is sent, your attention turns to the next role. Make sure your resume reflects everything you achieved in the job you are leaving. Our Resume Builder helps you turn that experience into a clean, ATS-friendly resume quickly.