3 sample resignation letters by email

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In this blog we present you samples of Resignation letters by email.

How to write a Resignation Resignation letter by email.

A resignation letter by email has the same intent as any letter of resignation: it is a formal effort to express your intent to leave your position, tie up loose ends, and end your time at the company in a cordial way. 

A letter of resignation is a formal letter that documents and informs your employer about your decision to resign and no longer work for them, and it is a final effort to express your decision to leave your job.  

The letter was originally in the form of handwritten or typed out letters; however, today most employees email their employers and HR managers of their notice.

According to TheBalanceCareers, resigning via email should contain an email that uses formal words and a polite message that is simple, straight to the point, and that has the necessary details in it. 

Let us look at a few things that are crucial aspects of writing a resignation letter on medical grounds:


The first element of the resignation email is the subject of the email. The subject must be short, clear, and to the point. 

You can either opt to use “Letter of Resignation-YourName” or “Resignation-YourName”.

The subject should be able to let the reader know what the meeting is about immediately on seeing the email in their inbox.

Introduction and notice of resignation

The next element is the body of the letter which begins with your addressing the receiver of the letter and clearing putting across the intent of the letter and your notice of resignation. 

In email resignation letters there is no need to add the postal address of the recipient nor the sender. The content of the first few lines should be your notice of resignation and the date as to when you will stop working. 


I am writing to inform you of my resignation as Staff Nurse at Easy Days Nursing Home, effective two weeks from today. My last day of work will be on 30th Oct’ 2021. (indeed)

Reason of resignation

When it comes to disclosing the reason for your departure, you are not required to share every detail if you do not want to. 

However, if you are comfortable with it and that it is crucial that you let your employers know the reason then you can mention it. Make sure that you express your reason in an assertive and professional way.


My family commitments and work schedule have made it impossible to give the board the time it requires to be truly effective in my position. 


While I have enjoyed discovering practical aspects of the banking sector, I have reservations regarding a few practices that are essential to the operations of the industry. I have tried to adapt to the industry but have found myself unable to conform to the requirements of my role in the organisation.

A statement of gratitude

Resignation letters are the last professional impression an employee can make on their employers and colleagues, so it is advised that the letter remains neutral and warm while highlighting positive experiences you have had while working for them. 

A warm resignation letter also ensures that you are able to maintain a positive relationship with your former place of work just in case you wish to work with them again. 

Example letter:

Working at Easy Days has been a rewarding experience and I have enjoyed my time working with you. I learned a great deal about working successfully with a team. It was an honour to work with such dedicated staff who made Easy Days a place to receive compassionate care. I thank you for the training and opportunity to grow with you in my nursing career. (indeed)

Transition details

To maintain your professional attitude at work, you should include what you will be doing to help ease the transition of roles with your successor during the notice period as well as contact information. 


If you feel it would be helpful, I would be happy to assist with the hiring and training of my successor over the next two weeks. Please contact me if you have questions. My email address is [email protected] and my cell phone number is 9745474523.(indeed)


Close the letter using polite words and include your contact details. 


Respectfully yours,

Ashwin Mehta

[email protected] 


Sample 1

Here is a blank formal sample of a resignation letter from TheBalanceCareers

Email Subject Line: Your Name Resignation

Dear Mr./Ms. Lastname,

I write to inform you that I am resigning from my position here as Associate Editor. My last day will be December 3, 2021.

Thank you so much for all of the opportunities this company has provided me. I have learned so much these past three years, and will never forget the kindness of all of my colleagues.

Let me know if there is anything I can do to make this transition easier. You can always contact me at [email protected] or 555-555-5555.

Thank you again for your years of support and encouragement.

Respectfully yours,

Your Name

Sample 2

Here is another less formal sample from TheBalanceCareers with a clear explanation of why and how the medical condition and their family member’s health affects their ability to work.

Dear Mr./Ms. Lastname,

Please accept this message as my formal resignation from Company XYZ. My final day will be March 15, two weeks from today. Family circumstances currently require my full time and attention.

Please let me know how I can be of assistance during this transition.

I am so grateful for my five years at this company, and will look back fondly on the support and kindness I received from management and colleagues.

In the future, you can reach me at my personal email ([email protected]) or on my cell phone (555-555-5555).

Thank you again, and I look forward to staying in touch.


Your Name

Sample 3

Here is a sample of a formal template from JohnLeonard

This template follows the formal format of a resignation letter by email. The body of the letter is very generic, does not mention the reason but it is clear and concise in the message being put across. 

Subject: (Your name) Resignation

Dear (name of employer or HR representative’s first and last name),

Please accept this message as formal notice that I am resigning from the position of (job title). My last day of employment will be (specific date).

I appreciate all the opportunities I have been given working at (company’s name). Working on your team has allowed me to develop my professional skills. I am happy to provide assistance during this transition.

I wish you and the company the very best going forward. If you need anything please don’t hesitate to reach me at (personal email and/or phone number).

Best Regards,

(Your name)

Sample 4

Here is an email sample from TheBalanceCareers:

This particular sample outlines what email resignation letters format tend to look like in the case of an immediate resignation.

Dear Mr./Ms. Last Name:

Regretfully, I must submit my immediate resignation for personal reasons.

I have enjoyed my time at XYZ Corp and will miss working with you and our team. I’m proud of the work we’ve done. Thank you for your support and mentorship these past five years.

I know that my leaving so quickly will likely create some difficulties; please accept my sincere apologies and help in the transition. I’m happy to help screen replacement candidates and/or assist in training my replacement via video conferencing.

If you have any questions, please feel free to contact me at my personal email ([email protected]) or via phone at 555-555-5555.

Thank you again.


Your Name

Sample 5

Here are two samples of a resignation letter by email from InterviewKickstart that presents a two week notice resignation letter and a short notice resignation email.

Two weeks’ notice resignation letter/email

Dear <your manager’s name>

Please accept this letter/email as my formal resignation from the post of ———————— (mention your post) at —————- (mention the name of organization). The associations I have made over my tenure here will be truly memorable for years to come. 

I hope a two-week notice is sufficient for you to find a replacement. If I can be of any help during the transition, please let me know. 

I wish everybody at —————- (mention organisation name) all the very best in their future endeavours.


Your name and signature

Short notice resignation letters/email

For this form of short notice resignation, it is important to justify your reasons why and also the fact that you are willing to abide by the terms of termination and the consequences of not serving your notice period.

‍Dear <your manager’s name>

Kindly accept this letter/email as my intention to resign from the post of ———————— (mention your post) at —————- (mention the name of organisation). I am fully aware that I should have notified you no less than —————- (mention number of days) to my departure.

However, due to —————- (mention reason), I have to depart prematurely. I apologise for the short notice. Please let me know if I can be of any assistance during the transition. 


Your name and signature

Sample 6

Here is another sample of resignation letter from the GreatSampleResume.

This kind of email resignation letter is more lengthy and goes into depth as to the reason why they are resigning which could be helpful in some cases to clear the air around one’s resignation.

Subject: Resignation due to family crisis

Dear Ms. Cooper,

I am writing this letter to inform you that due to a health crisis in my family, I must resign from my position as assistant at Smith Communications. My grandmother has been suffering from complications of diabetes which, combined with her advanced age, has now rendered her bedridden. I feel that it is in the best interest of all parties if I resign from my position indefinitely in order to become her caretaker. My last day of work will be June 15, 2014, so please consider this letter to be my two weeks’ notice of resignation from Smith Communications.

I apologise for any inconvenience that this may cause to anyone at Smith Communication. My hope is that during my last two weeks, I can be of some assistance in making this a smooth transition, including selecting a replacement to take over my responsibilities. If you wish to contact me by telephone, my number is (555)-555-5555 and my email address is [email] . I look forward to discussing this with you further.

Although I regret leaving the great work environment and people at Smith Communications, I know that this decision is in the best interest of all parties involved. I will always be grateful for the wonderful experience I have earned during my time there and hope that someday I can come back. Thank you for your understanding and cooperation.

Yours sincerely,

Vanessa Martin


Smith Communications


Doyle.A. Resignation Email Message Examples. ThebalanceCareers. Retrieved on 24th Feb 2022. https://www.thebalancecareers.com/resignation-email-messages-examples-2063071

Doyle.A. Resignation Email Message Example and Writing Tips. ThebalanceCareers. Retrieved on 24th Feb 2022.https://www.thebalancecareers.com/resignation-email-message-example-and-tips-2063055

How to Write a Resignation Letter/Email (Samples Included!) InterviewKickstart. Retrieved on 24th Feb 2022. https://www.interviewkickstart.com/career-advice/how-to-write-a-resignation-letter-email

Albrecht.L. HOW TO WRITE A PROFESSIONAL RESIGNATION EMAIL (WITH EXAMPLES). JohnLeonard. Retrieved on 24th Feb 2022. https://www.johnleonard.com/blog/how-to-write-a-professional-resignation-email-with-examples

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