How to Draft a Professional Quitting Email

Are you ready to break ties with your employer?

While it might feel like a difficult conversation, sending a professional quitting email can make the process smoother for everyone involved. Saying goodbye doesn’t have to be awkward or unprofessional — it just requires proper preparation and etiquette.

Read on for valuable advice on how to draft the perfect quitting email.

What Is a Professional Quitting Email?

A professional quitting email is a formal communication that conveys your intention to leave an organization on good terms.

Writing this letter carefully and accurately is essential because it serves as your final impression of the employer. It may be used in future reference documents.

When Should You Send a Quitting Email?

Ideally, you’ll want to give your employer two weeks’ notice before leaving your job.

That said, it depends on the type of work you do or if there are exceptional circumstances surrounding your departure. It might make sense to provide more or less advance notice. You can also check with HR about their termination letters and resignation policies.

How to Write a Quitting Email

1. Start With the Facts

You should begin your email by stating all of the necessary facts surrounding your resignation. Such as when you are leaving, why you are leaving, and, if possible, to whom you will pass off any projects or tasks.

This is not the time for a lengthy story; provide enough information that your recipient understands what’s happening and why.

2. Express Your Appreciation

Include a sentence or two of gratitude for your time with the company and any feedback your supervisor has given you throughout your employment. By expressing appreciation, you are leaving on good terms and being respectful to your former employer and colleagues.

3. Offer a Transition Plan

Make it easy for your supervisor by giving them an outline of how projects can be handled once you’re gone. This could include offering to mentor someone who will take over your responsibilities. If you can’t do that in person, provide written instructions about how tasks should be completed.

4. Finish on a Positive Note

End your email on an upbeat note. You can mention anything you learned from the experience or how grateful you are for the chance to work with such a fantastic team. Wishing them luck and expressing your best wishes is also a great way to end the conversation on professional terms.

Five Examples of a Professional Quitting Email

No matter what kind of job you’re leaving, these five templates can help you communicate your resignation professionally and courteously:

1. Simple Resignation Email Template

Dear (Recipient name),

I will resign from my role as (job title) on (date). It’s a pleasure, I enjoyed working with our team over the past (time frame) and am grateful for the experience. I look forward to assisting with any transition needs during this time.

Sincerely,

(Your name)

2. Short Notice Resignation Email Template

Dear (Recipient name),

Due to personal circumstances, effective immediately, I am resigning from my role as (job title). I apologize for the short notice; I hope that you understand. I will make sure any ongoing projects are taken care of before my departure.

Thank you for the opportunity and your support throughout this experience.

Sincerely,

(Your name)

3. Appreciative Resignation Email Template

Dear (Recipient name),

I will resign from my role as (job title) effective (date). Working with our team over the past (time frame) has been wonderful. I appreciate all the learning opportunities and feedback you provided along the way.

I am happy to help during the transition process and wish you all the best in the future.

Sincerely,

(Your name)

4. Extended Notice Resignation Email Template

Dear (Recipient name),

I am writing to inform you that I will resign from my role as (job title) effective two months from today — on (date). Though this is an extended notice period; however, I believe it will provide adequate time to pass off projects. I will ensure everything is taken care of before my departure.

I appreciate your understanding during this time and welcome any feedback you may have.

Sincerely,

(Your name)

5. Projects Hand-Off Resignation Email Template

Dear (Recipient name),

I will resign from my role as (job title) effective (date). I have enjoyed working with our team for the past (time frame) and appreciate all the learning opportunities this job has provided me.

To ensure a smooth transition, I have already started preparing instructions on how current projects should be handled. I am also available to mentor or assist in the hand-off process if necessary.

Thank you again for everything, and wishing you all the best in the future!

Sincerely,

(Your name)

Tips for Writing a Quitting Email

1. Use a Professional and Polite Tone

Your quitting email should be written concerning any other business correspondence. Avoid expressing grievances, negative feelings, or criticism — no matter how justified you may be — and keep your communication brief and positive.

2. Include Relevant Details in Your Letter

When writing your resignation letter, include the date of your last day, an appropriate amount of notice (if applicable). Write a brief explanation for why you are leaving, and contact information for future inquiries or references. You can also offer gratitude if you feel inclined to do so — thanking your employer is never a bad idea!

3. Proofread and Edit Accordingly

Before sending off your message, take the time to read over it carefully. Fix typos or grammar mistakes, and make sure your message is clear and concise.

FAQs

Do I Need to Send a Resignation Email?

It may be easier to deliver your resignation in person in some circumstances. If you have a close relationship with your boss or if there are extenuating circumstances, a face-to-face resignation might be better. However, in most cases, an email is acceptable.

What Are the Formats for Resignation Emails?

The format of your resignation email should include your name, the date, and your email address. There is no set format set for resignation emails, so you can keep them as short or as detailed as you like.

What If I Do Not Have a Positive Relationship With My Employer?

Even if you have a positive relationship with your employer, you should be respectful in your resignation email. It is your last chance to leave on good terms, so do your best to remain professional.

Final Note

Make sure to save a copy of your resignation email for your records. Resigning is an essential step in your professional journey, and having a copy of your letter can be helpful in the future.

Good luck with everything!