Who to tell, and in what order
Your manager should never hear the news second-hand. Follow this order on the day you resign.
- Step 1Your manager, in personBook a short private meeting or call. Say it in the first minute.
- Step 2The email, same daySend the written resignation straight after, so there is a dated record.
- Step 3HRYour manager or HR will confirm your last day and next steps.
- Step 4Your teamOnly after your manager agrees how and when to tell them.
Templates for each situation
Choose your situation, replace the bracketed parts and copy the email.
Subject: Resignation: [Your name]
Dear [Manager’s name],Please accept this email as formal notice of my resignation from my role as [job title]. In line with my [two-week] notice period, my last day will be [day, date].Thank you for the support and opportunities over the past [time]. I have particularly valued [one specific thing].I’ll make sure my work is handed over smoothly, and I’m happy to help train my replacement.Best wishes,[Your name]
When to use it The usual case: you are giving the notice your contract requires. Notes
•Send it right after you have told your manager in person or on a call.•Copy HR only if your company asks you to.
Subject lines
Plain and searchable. Include the word “resignation” and your name, so HR can find it later.
Resignation: Sam PatelStandard; the simplest choice
Resignation: Sam Patel, last day 27 JuneWhen the date matters most
Notice of resignation: Sam PatelMore formal organisations
Retirement: Sam PatelLeaving work entirely
Confirming my resignation: Sam PatelAfter telling your manager on a call
Resignation: Sam Patel, effective immediatelyImmediate resignation only
What belongs in the email, and what to keep for conversation
The email goes in your employment file. Keep it to facts and goodwill; save everything else for a conversation or the exit interview.
In the email
That you are resigning, in the first sentenceYour job titleYour last working day, as a full dateOne sentence of genuine thanksYour offer to help with the handover
In conversation, if at all
Your detailed reasons for leavingWhere you are going nextFeedback about your manager or colleaguesSalary or benefits at your new jobAnything you would not want in your file
Working out your last day
Your contract sets your notice period. Enter the date you will resign and your notice to get the last day to put in the email.
Your last dayChoose a date
Replying to a counteroffer
Your employer may offer more money or a new role to keep you. Decide in advance what, if anything, would change your mind. Then reply in writing.
Declining it Thank you for the offer, and for wanting me to stay. I’ve thought about it carefully, and my decision is final. I’ll make sure the handover goes smoothly before [last day].
Accepting it Thank you for the revised offer of [terms]. I’m pleased to accept and to withdraw my resignation. Could you confirm the new terms in writing by [date]?
Guides on resignation emails
4 guides · newest first
Two Weeks Notice Email Template ProfessionalProfessional two weeks notice email templates with formal, warm, and direct variations plus timing guidance, language swaps, and counter-offer handling.Apr 16, 2026 · 12 min read
Two Weeks Notice Email - Professional Templates12 two weeks notice email templates: standard, short notice, better opportunity, relocation, health, formal, grateful tones. Professional resignation examples.Apr 15, 2026 · 15 min read
Resignation Letter Writing Guide with ExamplesProfessional resignation letter guide with 5 ready-to-use templates, legal considerations, timing strategy, and expert advice for every departure scenario.Apr 5, 2026 · 21 min read
Professional Resignation Email Templates for All SituationsProfessional resignation email templates for every situation. 10 copy-paste examples including brief, detailed, immediate, career change, and retirement notices.Apr 5, 2026 · 25 min read