How to Write a Resignation Mail: UK Guide with Examples
- LetterLab
- Sep 18, 2025
- 2 min read
Why Your Resignation Mail Matters
Resigning can be awkward, but the way you write your resignation mail shapes your professional reputation. A clear, polite, and concise message ensures you leave on good terms.
Employers keep it on record for HR.
Future references may depend on tone.
Poorly written emails risk burning bridges.
UK fact: According to ACAS, employees must give correct notice in line with their contract. A resignation mail makes this formal.
Key Rules for Writing a Resignation Mail
Keep It Professional
Use your work email. Address your manager by name.
Be Clear
State that you are resigning and when your notice period begins.
Stay Positive
Thank the company, even if your experience was mixed.
Offer Support
Mention willingness to help with handover.
Proofread
Avoid spelling or grammar mistakes.
Resignation Mail Structure (UK Format)
Subject Line
“Resignation – [Your Name], Effective [Date]”
Greeting
“Dear [Manager’s Name],”
Opening Statement
“I am writing to formally resign from my position as [Job Title] at [Company]. My final working day will be [Date], in line with my contractual notice period.”
Appreciation
“I want to thank you and the team for the opportunities I’ve had during my time here.”
Closing
“I am happy to assist with the transition process. Please let me know how I can help over the next [notice period length].”
Sign-off
“Yours sincerely, [Your Name]”
Professional Resignation Mail Examples
Example 1: Standard UK Resignation Mail
Subject: Resignation – Sarah Jones, Effective 1 November
Body:
Dear Mr Patel,
I am writing to formally resign from my role as Marketing Executive at BrightMedia. My final working day will be 1 November 2025, in accordance with my notice period.
I am grateful for the opportunities and experience I’ve gained during my three years here. Please let me know how I can support a smooth transition.
Yours sincerely,
Sarah Jones
Example 2: Resignation Mail with Gratitude
Ideal for strong relationships with your employer.
Example 3: Short & Direct Resignation Mail (H3)
Useful when HR already has your notice letter.
(Tip: Include variations to cover formal, grateful, and concise tones.)
Common Mistakes to Avoid in a Resignation Mail
Being too negative: Don’t rant or complain.
Forgetting dates: Always include your last working day.
Over-explaining: Keep reasons short.
Wrong tone: Avoid casual slang or emojis.
Authority tip: GOV.UK advises double-checking your contract for correct notice.
Resignation Mail vs Resignation Letter
Resignation mail: Fast, electronic, widely accepted.
Resignation letter: Printed, signed, sometimes still required in traditional firms.
UK recruiters confirm: email is now the standard, but confirm with HR policies.
When to Use a Letter Writing Service
If you’re resigning from a sensitive role or want to ensure professionalism, a UK letter writing service can:
Craft a polished resignation mail tailored to your industry.
Ensure correct UK legal and HR etiquette.
Save time during stressful transitions.
Final Thoughts: Writing Your Resignation Mail Today
A resignation mail should be short, polite, and professional.
Follow the structure above, avoid mistakes, and customise your message for UK norms.
Need help? Our letter writing service ensures your resignation email or resignation mail makes the right impression.
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