Leaving your current job is often a mix of excitement, relief, and sudden uncertainty. Whatever the reason for your departure, it’s important to handle that process with care. For this, it’s important to leave a positive note by writing a professional Resignation Mail to HR or your manager. A well-written resignation email can build a positive relationship with your HR, leave a good impression, and potentially lead to future job opportunities. A resignation email is a short yet formal goodbye to your employer that can shape how you’re remembered at a company. The resignation email can allow you to express your gratitude to your current employer and show them that you appreciate their support and guidance. So, in this blog, we will learn how to write a clear and formal Resignation email to HR and also provide a template and various examples so that you can create your own email.
What is a Resignation Email?
A resignation email is a type of email that is written to notify your HR or your employer about your resignation from a specific position. If you work from your office, then it’s better to tell about your resignation to your human resources department or your employer face-to-face before sending any resignation email. This type of email serves as a professional courtesy when you are resigning from your current company.
An individual can also use this resignation email to maintain a positive and professional relationship with their employer. Even if you’re not leaving a company on good terms, then also an individual should write the resignation email mentioning something that you have enjoyed or appreciated about the job. While writing the email, an individual tone of writing must be clear, simple, and polite.
What are The Best Practices While Writing a Resignation Email to HR?
Some of the best practices while writing a Resignation Mail to HR are as follows:
- The best practice to draft a resignation email is to plan your resignation at least a month before to give ample time to your HR to find your replacement.
- Always choose the right time for your resignation email. It’s best to draft your email on business days. Avoid sending it on weekends or on Fridays.
- Always keep your resignation email confidential until you speak about this with your manager.
- While you may have a strong feeling to leave your current job, it’s important to keep your writing tone professional and polite.
- Always keep your email brief and to the point. State that you are resigning from the company soon, and don’t forget to state your last working day.
- Always thank your employer in the email for giving you the best opportunities during your working tenure. Show your appreciation for the constant support you have received and the excellent skills you have developed.
- Offer your HR Department to assist in the transition process and help with any important tasks that must be completed before your last day of work.
- Make sure to proofread your email before sending it for grammatical and spelling errors. If you want to leave a positive impression, then a well-written email can help.
- Always make sure to provide your contact details in the resignation email, so that the recruiter can contact you if necessary.
What are the Key Elements of a Resignation Email?
Below are some of the key elements of a Resignation Mail to HR:
- Formal Announcement: It is a clear statement that states that an employee is resigning from the company from their particular position.
- Notice Period: It refers to the final working days of an employee in a company. A mention of a notice period is often specified in an employee’s contract.
- Showing Your Gratitude: It is a polite expression of appreciation given by an employee in an email for the better opportunities, experiences, and professional growth gained during employment.
- Offer of Assistance: Some of the resignation emails offer to help with the transitions or an aid in finding the replacement of the resignee.
- Closing: It is an important part of your resignation email as it shows your professionalism towards the recruiter. Always use a respectful and polite tone while closing your resignation mail to HR, like “Yours sincerely”, or “Best Regards”, followed by your name.
How to Write a Resignation Email?
Below is a step-by-step guide for thoughtfully writing your resignation email:
1. Use a Clear Subject Line
In the beginning, compose a subject line that makes your point explicit and easy to discern. Here are some examples:
- Notice of Resignation
- Resignation [Your Full Name]
- Resignation Effective [Date]
With this, your supervisor will be able to immediately understand the purpose of the email.
2. Begin with a Polite Greeting
Respectfully address your superior, for instance, Dear Mr. Sharma or Dear Ms. Gupta.
Also, you can include a kind comment such as “I hope you are well” to create a positive atmosphere.
3. State Your Purpose Clearly
In the very first paragraph, tell that you are quitting and state the job title as well.
For example:
I am writing to formally resign from my position as a Graphic Designer at [Company Name].
4. (Optional) State Your Reason
If you feel at ease, then go ahead and tell a short and positive reason.
For instance:
- I have chosen to go on a new adventure that fits my ambitions.
- I am leaving to concentrate on my studies.
This is a non-mandatory part; only add it if you want to.
5. Indicate Your Last Working Day
Let your employer know your final day, so that he/she can plan the transition accordingly.
Example:
My last working day will be [Date], thus giving a notice period of two weeks.
6. Say Thank You
Let your employer know how grateful you are for the opportunities and experiences, even if they are in the past.
Example:
Thank you for the support and learning opportunities I have had at [Company Name]. It has been wonderful to work with such a committed and talented team.
7. Transition Assistance Proposal
Present professionalism by rendering support before your exit.
For instance:
I will put forth my utmost effort to guarantee a seamless transfer and will be available for training of my successor if required.
8. Reading through the text again before sending
Make a final read through of your email, a chance to spot any typing errors, and to double-check that it sounds polite and professional.
Resignation Mail to HR Template
You can use the below-drafted email template to write your resignation email:
To: (Write the Email Address of HR Here)
Subject: (Write a Clear Resignation Subject Line Here)
Dear (Write the name of the HR here),
I hope you are doing well. I am writing this email to notify you that I am resigning from the position (mention your job title here). After so much consideration, I have made this difficult decision to resign due to (mention your valid reason here). My last working day with the (write the company name here) will be (mention the date here).
I have greatly enjoyed the time with your (write the company name here) for the past (mention the duration of your employment). I have learned a lot here (mention your learnings here), which will definitely guide me in my future. I will miss my colleagues a lot. I also want to express my appreciation for the constant support that I have received from my team. Thank you so much for this opportunity. I wish you the best and hope that we will stay connected in the future also.
Your Sincerely
Your Name
Your Contact Number
Sample Examples of Resignation Mail to HR
Example 1:
To: hr@colorbarcompany.com
Subject: Notice of Resignation
Dear Tanya Ma’am,
I hope you are doing well. I am writing this letter to notify you that I am formally resigning from my Marketing Executive position at Color Bar Cosmetics. I want to let you know that my last working day is 5th November, 2025.
I greatly enjoyed the time as a Marketing Executive here. I have learned a lot here, such as how to highlight your brand in a trendy market. I want to express my sincere thanks for all the opportunities and the precious time that I have spent here. It’s a pleasure working here with such an enthusiastic team and contributing to the company’s goals.
Please let me know if there are any formalities or pending documentation that needs to be completed before my final working day. I will make sure that all my pending tasks and responsibilities are handed over smoothly. Thank you once again for everything, and I wish for the Colorbar Cosmetics continued success.
Best Regards,
Shreya Singh
Contact Number- 9967589003
Example 2:
To: hr@travelpassion.com
Subject: Resignation Email to HR
Dear Aman Sir,
I hope you are doing well. Please accept this message as a formal notice that I am resigning from the position of Operations Executive in the Travel Passion Company. Please note that the last working day of my employment will be 31st October.
I appreciate all the opportunities I have been given while working at Travel Passion. Working in the Operations team has developed my skills professionally. I am happy to assist in the transition.
I wish you and the company the very best going forward. Please let me know about the documentation and my pending formalities.
Yours sincerely,
Nitika Chauhan
Contact Number- 9956239055
FAQS:
1) How Do You Write a Resignation Email to HR?
Write a resignation email to HR that clearly states your intent to resign, your last working day, and thanks the company for the opportunity.
2) What Is a Formal Resignation Email?
A formal resignation email is an email that you create to notify your current employer about your resignation from a specific position.
3) Can I Give My Resignation to HR?
Yes, resignation is a formal message that can be sent to your HR or your manager.
4) Can I Resign Immediately Through Email?
No, an employee must send their resignation email a month before, so that the employer gets time to find their replacement.