What should I write in a resignation email?

Short answer: Keep it short: intent to resign, last working day per policy, gratitude, and offer to support handover. Do not include reasons for leaving, complaints, or new employer name unless required.

Step-by-step approach

1. Address manager and HR (or use company resignation template).
2. State: “I hereby resign from my position as [title], effective [resignation date].”
3. Mention contractual notice and proposed LWD.
4. Thank the organization; offer KT support.
5. Sign with full name, employee ID, contact.
6. Attach formal letter PDF if HR requires it.

Real-world example

Arjun sent a 6-line email after a manager call. HR accepted immediately; no back-and-forth because dates matched policy and tone was neutral. His F&F processed on time.

What to say / email template

Subject: Resignation — [Your Full Name] — [Employee ID]

Dear [Manager Name] and HR Team,

Please accept this email as formal notice of my resignation from the position of [Job Title], effective [Resignation Date].

As per my employment terms, my notice period is [X days/weeks], and my expected last working day is [LWD], subject to company policy and handover completion.

I am grateful for the opportunities here and will do my best to ensure a smooth transition, including documentation and knowledge transfer.

Please advise on exit formalities and asset return.

Sincerely,
[Full Name]
[Employee ID]
[Phone]

Mistakes to avoid

• Writing a novel about why you hate the job.
• Naming the new company and salary—creates unnecessary friction.
• Wrong LWD math—HR will ask you to resubmit and delay process.
• Sending from personal email instead of corporate account.

Save a PDF copy—needed for visa, loans, and future verification.