When to use this letter
- You work remotely or on a hybrid team, or your manager is in another office.
- Your company handles HR paperwork by email.
- Your manager asked you to "put it in writing" after you told them.
Standard resignation email
A complete resignation in the body of an email.
Version 1 of 3
Subject: Resignation — [Your Name], [Job Title]
Dear [Manager's Name],
Please accept this email as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last day will be [Month Day, Year].
Thank you for your support and for the opportunities I've had here. I've valued working with you and the team.
Before I leave, I'll [finish or hand off your main project] and write up notes on my open work. Please let me know if there's anything you'd like me to prioritize.
Best regards,
[Your Name]
Email after you've told your manager
Puts a conversation on the record.
Version 2 of 3
Subject: Following up: my resignation
Hi [Manager's First Name],
Thanks for taking the time to talk today. As we discussed, I'm resigning from my role as [Job Title], and my last day will be [Month Day, Year].
I'll put together a handover plan for [project or responsibilities] and share it with you by [day]. I'm grateful for everything I've learned here.
Best regards,
[Your Name]
Brief resignation email
When less is more.
Version 3 of 3
Subject: Resignation — [Your Name]
Dear [Manager's Name],
I'm writing to let you know that I'm resigning from my position as [Job Title]. My last day will be [Month Day, Year].
Thank you for the opportunity. I'll make sure my work is handed off before I go.
Best regards,
[Your Name]
Tips
- Use a subject line that says what it is: "Resignation — [Your Name]". Don't make your manager open it to find out.
- Send it to your manager, and copy HR if that's your company's process.
- Talk first when you can. A resignation email shouldn't be the first your manager hears of it.
- Send it during working hours so it's read and acknowledged promptly.
- Save a copy of the email you sent and any reply that confirms your last day.
Notice and the law
In most US jobs two weeks' notice is a custom rather than a legal requirement, but a contract, union agreement, company policy or state law can set different rules — for notice, for final pay and for unused vacation. The resignation letter guide explains US notice norms, with sources.
Not legal advice. This page is general information for US employees, not legal advice. Notice rules can come from your contract, a union agreement, company policy or state law — if you're unsure, check those or ask an employment attorney.