Resignation Letter Email — Free Template & Subject Lines
Most people resign by email today. It's fast, it gives you a time-stamped record and it reaches your manager even if you work remotely. This resignation email template gives you the body text; below you'll find subject lines and tips for sending it well.
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October 15, 2026
[Who the letter is to (usually your manager)]
[Company or organization]
Re: Resignation of [Your full name]
Dear [Who the letter is to (usually your manager)],
Please accept this letter as formal notice that I am resigning from my position as [Your job title] at [Company or organization]. I am giving two weeks' notice, and my last day of work will be [Your last day of work].
[Why you're leaving]
I will do what I can to make this transition as smooth as possible, including wrapping up my open work and handing over my responsibilities.
Thank you for the opportunities and support I have received during my time at [Company or organization].
I wish you and everyone at [Company or organization] continued success.
Sincerely,
[Your full name]
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Subject lines that work
Make the subject line obvious so it isn't missed or misfiled: Resignation, followed by your name, is the standard. Resignation notice from Jordan Ellis or Jordan Ellis, resignation effective October 19 both work well.
Avoid vague subjects like Quick update or Can we talk. Your manager should know from the inbox what the email is about, and a clear subject line makes the message easy for HR to find later.
Body text or attachment?
You can paste the letter straight into the body of the email, attach it as a PDF, or both. Pasting it in means your manager reads it immediately; attaching a PDF gives HR a clean copy for your file. Many people do both and add one line at the top, such as Please find my formal resignation below and attached.
Send it from your work account to your manager, and copy HR only if that's how your company handles resignations. Blind-copy your personal email, or forward a copy to yourself, so you keep a record after your work account is closed.
Timing your resignation email
Whenever possible, tell your manager in person or on a call first and send the email right afterward. Avoid sending it late at night or on a Friday afternoon if your manager won't see it until Monday, because your notice period usually starts when they receive it.
What to do, step by step
Tell your manager first
If you can, tell your manager in person or on a call before you send anything. The letter then confirms the conversation in writing instead of breaking the news.
Check your notice period
Look at your offer letter, contract or employee handbook. Two weeks is the usual courtesy in the US, but some roles ask for more, and leaving with the expected notice keeps you eligible for rehire.
Fill in your letter
Answer the questions above. Keep it short and positive: your title, your last day, a brief reason if you want to give one, and a thank-you.
Offer a smooth handover
List the one or two concrete things you'll do before you go, such as finishing a project, writing handover notes or training a replacement. It is the part managers remember.
Send it and keep a copy
Email it to your manager, copy HR if your company expects that, and save a copy for your records. Ask HR about your final paycheck, unused vacation and benefits.
What if your employer asks you to stay longer or leave sooner?
If your manager asks you to stay past your last day, you can say yes, say no, or offer a middle ground such as a few hours of remote help. Whatever you agree, confirm it in a short email so there's no confusion about your end date or pay.
Some employers accept a resignation and ask you to leave right away. In most US states employment is at will, so this is allowed, but many companies still pay out the notice period. Ask HR how your final pay, unused vacation and benefits will be handled.
If you receive a counteroffer, take a day to think it over. Remember the reasons you decided to leave, and if you turn it down, do it politely and in writing so the relationship stays positive.
Example resignation letter email
A filled-in sample with made-up details, so you can see the finished result.
Jordan Ellis
October 5, 2026
Dana Whitfield
Brightline Logistics
Re: Resignation of Jordan Ellis
Dear Dana Whitfield,
Please accept this letter as formal notice that I am resigning from my position as Senior Marketing Coordinator at Brightline Logistics. I am giving two weeks' notice, and my last day of work will be October 19, 2026.
I have accepted a new opportunity that is the right next step for my career.
Over the next two weeks I will wrap up the Q4 campaign calendar and write handover notes for each of my accounts.
Thank you for everything over the past four years. I have truly enjoyed working with you and the team.
After I leave, you can reach me at jordan.ellis@email.com.
I wish you and everyone at Brightline Logistics continued success.
Sincerely,
Jordan Ellis
Frequently asked questions
Is it acceptable to resign by email?
Yes. Email is the most common way to resign at many workplaces, especially for remote and hybrid jobs. It's best to tell your manager directly first if you can, then use the email as your written confirmation. Some employers also ask for a signed paper copy.
Who should I send my resignation email to?
Send it to your direct manager. Copy HR if your company asks you to, or forward it to them after you've spoken with your manager. Don't send it to the whole team; let your manager decide how and when to share the news.
What should the subject line of a resignation email say?
Keep it clear and simple: the word Resignation and your full name, optionally with your last day. That way your manager knows what it is before opening it, and HR can find it easily.
How long should a resignation letter be?
Short. Three or four brief paragraphs on a single page is plenty: that you're resigning, your last day, an offer to help with the transition and a thank-you. A resignation letter goes into your personnel file, so it isn't the place for complaints or a long explanation.
Do I have to give a reason for resigning?
No. You can simply say you are resigning and give your last day. Many people add a short, neutral reason such as a new opportunity, relocation or family reasons. If you'd rather keep it private, a line like saying it's the right time to move on is perfectly professional.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.