How to Resign via Email Template (UK 2026)

Why this matters

Remote and hybrid working has made email resignation common, but it still carries a perception of being more transactional than in-person. UK candidates who resign by email can offset that by being warm in tone, prompt with a follow-up call, and clear about handover commitments. The candidates who resign by email well are usually indistinguishable from those who resigned in person.

Template letter

Subject: Formal Resignation — [Your name] — [Last working day]

Dear [Manager's name],

I hope this email finds you well. I am writing to formally resign from my position as [Job title] at [Company name].

In line with my contractual notice period, my last working day will be [date].

I'm grateful for the opportunities I've had during my time at [Company name] and for what I've learnt from working with you and the team. I am committed to a thorough handover and will prepare detailed notes on my current responsibilities, projects, and key contacts ahead of my departure.

I would welcome a call at your convenience to discuss the handover plan in more detail. I am available on [day/time] and [day/time] this week.

Please confirm receipt of this email and let me know how I can best support the next few weeks.

Yours sincerely,
[Your name]
[Phone number]

Replace bracketed text [like this] with your details. Keep the tone — that's what does the work.

Step-by-step

1. 1 Check your contract for any requirement that resignations be in writing on paper (rare but exists)
2. 2 Send to your direct line manager and CC HR or HR Business Partner
3. 3 Use a clear subject line — 'Formal Resignation' so it's not lost in inbox triage
4. 4 Keep the tone warm — email resignations can read cold without effort
5. 5 Offer a call within 48 hours — this offsets the impersonal nature of email
6. 6 Include your phone number in the sign-off
7. 7 Save a copy of the sent email and any reply to your personal email for your records

Common mistakes

• ✗Sending resignation by email when an in-person conversation was possible — perceived as avoidant
• ✗Burying the resignation in the email body — the first sentence should make it clear
• ✗Not offering a call — leaves the manager having to chase you
• ✗Sending late at night or on a Friday — gives bad impression and creates weekend stress for the manager
• ✗Forgetting to copy HR — formal record requires HR notification