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What is a Resignation Email and How to Write It

A resignation email is one of the many modalities that technology offers for your convenience. The digital age allows us to simplify all processes and carry out any procedure or management expeditiously.

Depending on the position to which you resign and the communication structure of the company in which you work, it can be used to end an employment relationship. However, even when using a resignation email, it is important that the human resources department is notified.

Resignation email example

To: [Include the email address of your boss or direct supervisor, preferably with personal identification, for example,]

CC: [Include the email address of each of the people who must be notified, you must also include yourself as proof or evidence of delivery.]

Subject: Letter of Resignation

I use this means of electronic communication to notify you that I [full name], with identification number [Indicate name and a number of the document, it can be national ID or your employee number] I resign from the position [name of the position you hold], as of of the following date [end time in the company] of the day [day-month-year]. Motivated to [briefly describe the reason].

I take advantage of this communication to express my most sincere gratitude to this company for giving me the opportunity to work for you. I wish to acknowledge the great help and collaboration I received at all times from [Supervisor Name], [Department Head Name], and my colleagues. You are notified of my resignation, I will contact the human resources department to ratify my decision expressed in this communication. Good day.


[Full name]

[Position or title]

How to write a resignation email

  • This type of email has all the requirements to be a legal or legal tool. That is, your resignation email before the law is proof of your resignation from office and your timely communication.

  • The resignation email should be written simply and briefly.

  • Keep the forms and the etiquette, and never use high-sounding or rude words.

  • Use word processors to search for spelling errors.

  • Clearly indicate that you are resigning from the position you hold.

  • Indicate the time and date on which you will no longer work in the company, it is important that you be as specific as possible.

  • Show appreciation for the task entrusted and for the opportunities offered by the company during your tenure.

  • The resignation email should not be used to express your satisfaction or joy at leaving the company.

  • If you send a copy of it in the text of the email, you must attach a copy in PDF format. The copy of the PDF format must be faithful, and exact to the writing.

  • If the resignation text is only written in a PDF format, you do not need to write it as a text message.

  • In the address bar, you must include all interested persons or those who are responsible for notifying. The field directed: must include the general director of the company, his direct boss, and his supervisor.

  • In the field, copy to or CC should include the human resources department and any other departments you need to notify.

  • Finally, the electronic signature will be your name written in this section and you must write an electronic signature, your name below, your personal identification number, and the position you hold.

The best time to send a resignation email

Sending a resignation email is an act that needs to be duly evaluated. Like any final decision and with serious consequences, it deserves. The resignation email should be sent when you are absolutely sure of the decision. The best option is to send it during office hours so that you receive confirmation from the recipients.

If the urgency of the case demands greater speed, you can send it at any time. It is important that you indicate the delivery time. As a reminder, you should keep in mind that once your email is received, interpersonal relationships in the company can be seriously affected.

Due to the fact that there are certain countries with legal ambiguities or regulations that are not well established, it may additionally require the sending of a physical copy or print of the resignation email.

4 advantages of a resignation email

  • If you are far from your workplace, allow immediate communication.

  • In accordance with local laws, this resignation email is endowed with all the legal value to fulfill its function.

  • The convenience of writing and sending it at the moment you have made your decision.

  • Sending an email instead of printing is an environmentally responsible action.

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