Resign Email to HR Sample: Tips and Examples for Writing an Effective Message

Are you in the process of resigning from your current job but struggling to write a professional and effective email to your HR department? Look no further. Today, we’ll be sharing some valuable resign email to HR sample templates that you can use as a reference and customize to fit your individual situation.

We understand that resigning from a job can be a difficult and emotional decision, but it’s important to handle it professionally and respectfully. Your email to HR should be clear, concise, and express gratitude for the opportunity to work with the company.

Whether you’re leaving for personal reasons, pursuing a new career opportunity, or seeking a better work-life balance, it’s essential to communicate your plans effectively to avoid any misunderstandings or conflicts with your employer.

You’ll find a range of resign email to HR sample templates online, but it’s important to choose one that reflects your tone and style. Feel free to personalize these templates as needed to reflect your unique voice and circumstances.

Remember, resigning from a job is a significant decision, but it’s also an opportunity to showcase your professionalism and gratitude for your previous employer. Take the time to craft an effective and sincere email to HR, and you’ll leave a positive impression with your colleagues for years to come.

The Ultimate Guide to Crafting the Perfect Resignation Email to HR

Resigning from a job is never easy, and the process can be filled with anxiety and uncertainty. But when the time comes to turn in your resignation, it’s important to do it with grace and professionalism. One of the most important steps in this process is crafting a resignation email to HR that clearly communicates your decision, your appreciation for the company, and your willingness to help with the transition. Here’s a guide to the best structure for your email.

1. Start With a Clear and Concise Subject Line

Your email subject line should clearly indicate that you are resigning and include your name and position. For example: “Resignation – John Smith – Marketing Manager”. This will ensure that your email is easily identified and forwarded to the appropriate parties.

2. Begin With a Professional and Grateful Salutation

Open your email with a clear and professional salutation, such as “Dear HR Manager”. Express your gratitude for the opportunities you’ve been given and the experiences you have had while working at the company.

3. Clearly State Your Intention to Resign

Your email should clearly and concisely state your intention to resign. Begin with a statement such as “I am writing to inform you that I have decided to resign from my position as Marketing Manager.” Be sure to include your anticipated last day of work.

4. Explain Your Decision in a Tactful Manner

Your resignation email should also provide some context for your decision to leave. Be honest, but tactful. Avoid negative comments about the company or colleagues. You may simply say that it’s time for you to move on to a new opportunity, or that you’ve decided to pursue a different career path.

5. Offer to Assist with the Transition

It’s important to show your willingness to help with the transition as the company adjusts to your departure. Offer to help train your replacement, provide a detailed transition plan, or make yourself available to answer any questions your colleagues may have. This will help to ensure a smooth transition and a positive lasting impression of you by your colleagues and employers.

6. Close Your Email with Gratitude

Finally, close your email by expressing your gratitude one last time for the opportunity to have worked for the company. Sign off with a professional and respectful closing such as “Sincerely” or “Best regards”

By following these steps and using a clear and concise structure, you can craft a resignation email to HR that is professional, courteous, and helpful, giving the best impression of yourself and your professionalism; even as you exit from your role.

Seven Resignation Email Samples for HR

Resignation Email Due to Personal Reason


It is with regret that I tender my resignation as [position] with [company]. My decision to leave the organization is primarily due to personal reasons that require my immediate attention and involvement.

Please note that the past [number] years I’ve spent working with [company] has been valuable and rewarding. I am grateful for the opportunities I received as well as the support that you and my colleagues have given me over the years.

Without a doubt, I will miss working with the team, but I must focus on some pressing personal matters and put my time and energy into resolving them. I assure you that I will do everything in my power to ensure a smooth transition during my remaining time at the company.

Thank you for everything that you and the company have done for me.

Best regards,


Resignation Email Due to a New Job Offer

Dear HR Manager,

I am writing to submit my resignation as [position] with [company]. I will be taking up an exciting opportunity with another organization that I have been considering for some time now. I, therefore, need to tender my resignation to pursue this new career path.

My experience with [company] has been phenomenal, and I wouldn’t have come this far without the support, encouragement, and professional guidance of the team and the company. I appreciate all the lessons learned and the opportunities given, and I’m grateful for having made great connections and friendships at work.

Thank you once more for all your guidance and support throughout the years; I will miss everyone and the workplace tremendously.

Yours truly,


Resignation Email Due to Going Back to School

Dear [HR Manager’s Name],

It is with deep regret that I write to tender my resignation as [position] with [company]. After much consideration, I have decided to go back to school to further my education and I cannot balance both my job and studies.

I’ve enjoyed being part of the team, and I’m grateful for the opportunities and challenges that have come my way. My tenure at [company] has been both enriching and gratifying, and it’s a period of my life that I will forever cherish.

Thank you for being supportive throughout my time here, and for the great work environment and positive team culture that you fostered throughout the company. I wish you and the team all the best in your future endeavors.

Best regards,


Resignation Email Due to Personal Health Issues

Dear HR Manager,

Due to significant personal health issues that require my full attention, I must tender my resignation as [position] with [company].

The experience I’ve gained and the connections I’ve made while working with [company] has been one of the highlights of my career, and it’s been an incredibly fulfilling journey. I’m grateful to the management team for being inclusive, supportive, and encouraging, and to my colleagues for being fantastic and helping me throughout my tenure with the company.

Thank you once again for everything, and please accept this letter as formal notice of my resignation. I’ll do my utmost to ensure a seamless handover of duties before my departure.

Best wishes,


Resignation Email Due to Relocation

Attention [HR Manager’s Name],

It is with deep regret that I have decided to resign as [position] with [company]. Due to circumstances beyond my control, my family and I are relocating to another city, and I cannot commit to my current position under these circumstances.

I am grateful to have worked with [company] and been a part of such a fantastic team. I’ve enjoyed my time here, and the company’s support and encouragement have been instrumental in my personal and professional development.

I would like to thank you and the team for making my workplace a joyful and enriching environment. I will miss everyone and the workplace terribly.

Sincerely yours,


Resignation Email Due to Lack of Career Advancement

Dear HR Manager,

Please accept this letter as formal notice of my resignation as [position] with [company].

After spending [number] of years with [company], I’ve decided to pursue other opportunities to advance my career. Although I’ve learned a lot during my tenure here, I believe the role I’m currently in does not offer the career growth opportunities that would benefit my career.

Thank you for providing a secure and challenging work environment. I’m grateful for the opportunity, guidance, and support that [company] has provided throughout the years. It’s been an honor and a privilege to work with people of such high caliber, and I take valuable lessons from my time here.

Please let me know if there’s anything I can do to make my leaving as smooth as possible.

Best wishes,


Resignation Email Due to Retirement

Dear [HR Manager’s Name],

It is with mixed emotions that I write to tender my resignation as [position] with [company], as I am preparing to retire. Please accept this letter as formal notice of my intent to retire from the company effective [date].

My time with [company] has been full of many successes and memorable moments. The experience has played a crucial role in shaping me professionally and personally. I am honored to have contributed extensively to the company’s growth and success.

I appreciate the support, encouragement, and guidance that I’ve received throughout my tenure with the company. It’s been an honor and a privilege to have worked for such a fantastic organization, and I thank you and the team for the experience and memories that I carry with me.

Best regards,


Tips for a Professional Resignation Email to HR

Resigning from a job can be a challenging task, and it is important to do it gracefully and professionally. Here are some tips to consider when writing a resignation email to HR:

  • Be clear and concise: Your email should clearly state that you are resigning and when your last day of work will be. Keep the tone of the email professional and to the point.

  • Express gratitude: It is always a good idea to thank the company for the experience and to show some appreciation for the opportunity to work there. This can go a long way in maintaining a good relationship with your employer, and might even come in handy if you need a job reference in the future.

  • Provide a reason: It is not always necessary to provide a reason for resigning, but it can be helpful for HR to understand why you are leaving. Be honest and professional, and avoid being negative or critical about the company or your colleagues.

  • Offer to help: If possible, offer to help with the transition process after you leave. This can include training a replacement, finishing up any outstanding projects, or providing assistance with finding a replacement.

  • Double-check for errors: Before sending your resignation email, proofread it carefully to ensure that there are no typos or grammatical errors. This will help you come across as professional and polished.

Resigning from a job can be a stressful and emotional experience, but following these tips can help you write a professional resignation email to HR that will help you maintain good relationships and leave the company on a positive note.

FAQs related to resignation email to HR sample

When should I send my resignation email?

You should send your resignation email as soon as possible, preferably at least two weeks before your last day of work.

What should I include in my resignation email?

Your resignation email should include your intended last day of work, a brief explanation for your resignation (optional), and a thank you message to your employer and colleagues.

How should I address my resignation email?

Your resignation email should be addressed to your supervisor or HR department, depending on your company’s policies.

What should I mention in the thank you message?

You should mention the positive experiences and opportunities you had during your time at the company and express gratitude for the support and guidance provided by your employer and colleagues.

Do I need to provide a reason for my resignation in the email?

It is not mandatory, but it is a good practice to provide a brief explanation for your resignation, especially if it is due to an issue that you think can be addressed by the company.

Will my resignation email be kept confidential?

Yes, your resignation email will be kept confidential by the HR department and your supervisor. However, they may discuss it with other relevant parties on a need-to-know basis.

Do I need to mention where I am going after leaving my current company?

No, you are not required to mention where you are going after leaving your current company. It is completely up to your discretion.

What if my employer rejects my resignation?

If your employer refuses to accept your resignation, you can discuss the situation with your HR department or supervisor to find a solution that works for both parties.

Should I follow up my resignation email with an in-person meeting or phone call?

It is a good practice to follow up your resignation email with an in-person meeting or phone call, especially if it is allowed by your company’s policies. This can help to clarify any concerns and ensure a smooth transition.

Time to Say Goodbye!

That’s it from us about the ‘resign email to HR sample’. We hope you found our article helpful in guiding you in the right direction. Remember to keep it professional, even if you’re leaving on bad terms, and always show appreciation for the time you’ve spent in the company. Thanks for reading and do drop by again for more engaging articles about work-life experiences. Good luck with your future endeavors!