Steps for Writing Formal Resignation Email with Format

These days, we all are switching from formal letters to formal emails. The content in both these formats is same except one difference i.e. in letters you put date and address on the left hand side which is missing in emails.

If you have to write a formal resignation letter and you are not very much sure about how to being writing a professional resignation email then here are some very useful tips given below, using which you can create a perfect formal email without making any mistake. Follow these steps one by one, to frame a fool-proof email with essential details.

Step wise Process for Writing Formal Resignation Email

Let us read through the steps that help you write a perfect resignation email:

Clear Subject Line

Start with a simple and clear subject line which should convey the content in the email. Do not make it look like something alarming. Do not use bold or capital letters. You have to keep it polite and clear. Submission of Resignation is the finest of all the choices.

 Addressing the Concerned Person

As you begin writing the email, you must start with the right opening format. Depending upon your association with your boss, you must select the beginning of the email. If you share a friendly association then you can start with “Dear Sir or Ma’am” and if your relationship is formal then replace “Dear” with “Respected”.

Clearly State Your Intention

Begin with clearly mentioning the reason for writing this email which is resignation. Do not make it look vague in any sense so that your boss thinks that there is room to retain you by negotiating with you or resolving your issues. Your email must deliver that after thoughtful consideration, you have finally decided to resign. You must express it as your final decision.

Talk About Notice Period

Different companies have different notice periods depending upon their norms. Notice period is the duration when you have to work with the company once you have signed the resignation so that the company has enough time to find a replacement.  During this time you have to share your work related details with your co-workers. So make sure you mention it in your email.

Mention the Reason for Leaving

There is a reason behind resigning and you must state the reason in your email. Though it is not compulsory to mention it but employer is always keen on knowing the reason for quitting the job. By stating the reason, you might get some alluring offer from your employer like a similar profile, salary hike or promotion, something which you had always wanted.

Express Willingness to Help

You have to be helpful. You must state in writing that you would be happy to help out the company during this transition period by assisting in recruitment process or training your substitute. Always offer yourself to the employer for any kind of assistance that is needed from your end to make it a smooth and comfortable process. This is important as it will leave a positive impact on him.


You must always thank your employer for his support and guidance and for the wonderful learning experience you had under his supervision. It is very important to thank him by ending your letter with a kind note. You must also thank your co-workers and team for their support.

End it Formally

Make sure that you end your letter in a nice and formal manner. Once you have written a thank you note, you must wish the company an amazing growth and bright future.

Once you have followed all these points, end your letter by writing “Sincerely” on the left hand side bottom and finish it by including your name under it.

With all of these steps mentioned above, you will have a perfectly framed formal resignation email. But before sending it to your boss, read it twice to make sure that there are no spelling mistakes or grammatical errors. Once all this is done, just click and send it.

Formal Resignation Email with Format

Subject: Submission of Resignation

Dear Ms. Julie,

The purpose of writing this email is to inform you that I have decided to move on to pursue another opportunity which I feel is going to give my career great growth. I hereby submit my resignation from the post of Marketing Executive at ABC Corporation Pvt. Ltd. today, 12th April 2016. I will be                                                                  serving the notice period of one month.

The reason because of which I am leaving my present job is that I have received a wonderful opportunity which will not only give me a salary hike but will also bring along lots of new opportunities which will be very helpful in my career in long term.

I would be happy to help you with a smooth transition phase by helping in the process of recruitment and training of my substitute. Please let me know if you need any kind of assistance you require from my side to keep this process smooth.

I am very thankful to ABC Corporation Pvt. Ltd. for giving me wonderful opportunities to perform and move ahead in my career. These 5 years have been years of learning and gaining experience. I have always been supported by my supervisor and team members to take up new challenges and perform better.

I wish the company an amazing growth and bright future.

Thanking you


Andrew Smith