Resignation Email Guide: 10 Templates for Internal, External, and Client Recipients
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Last Updated:
Category: Job Search Preparation & Interview Tips, Job Change
Authors: Shusaku Yosa
Published:
Last Updated:
Category: Job Search Preparation & Interview Tips, Job Change
Authors: Shusaku Yosa
Once your resignation is decided, a farewell email to everyone who has supported you is essential. That said, many people get stuck on questions like “What should the subject line be?” “When should I send it?” “Should I tell external contacts where I’m going next?” One misstep at this final stage can damage the impression you leave behind.
This article walks through the etiquette of sending a resignation email, plus 10 copy-and-paste templates for internal recipients (managers, peers, all-staff) and external ones (clients, customers). It covers timing, subject lines, how to handle your next employer, and how to respond when replies come in—so you can use it as a complete checklist for writing your resignation email.
A resignation email is more than an administrative notice—it’s an important communication that conveys your gratitude to those who supported you and closes a chapter cleanly. You could call it the culmination of your business etiquette. Let’s start by clarifying its role and what to confirm before hitting send.
A resignation email serves three purposes:
For external recipients in particular, the third role—introducing your successor—is critical. If their main contact disappears without warning, their work suffers, so clearly handing over information protects the relationship of trust.
Before sending a resignation email, always confirm these three points:
Telling clients you’re leaving before your manager signs off can create internal trouble. The cardinal rule is to secure internal alignment before announcing externally.
The right timing depends on your relationship with the recipient. Here are the standard guidelines for internal and external audiences.
Internal resignation emails are typically sent on your last working day. Sending one to two hours before the end of business, when most people’s tasks have wound down, makes it more likely your message will be read.
When sending an all-staff email, follow up with individual messages to your immediate team and close collaborators. “Keep the company-wide note short, and personalize the individual ones” is a useful rule of thumb.
Resignation emails to clients and customers should land roughly two to three weeks before your last day. Sending too early creates confusion before handover, while sending too late doesn’t leave the other side time to adjust. The sweet spot is once your successor has been named and the handover is in motion.
For key accounts, pair the email with a face-to-face or phone call before or after sending. Ideally, visit the client together with your successor so they can meet in person—this gives the client peace of mind.
Avoid sending right after the workday starts, right before it ends, on weekends, or late at night. A weekday between 10 a.m. and 4 p.m. is safest, since it doesn’t disrupt the recipient’s rhythm. Monday morning and Friday afternoon also tend to be hectic, so steer clear if possible.
Resignation emails share a basic structure regardless of audience or context. If you cover these five elements in order, you can produce a respectful message for any recipient.
Include the word “resignation” (or “departure” / “farewell”) and your name so the topic is obvious. Keep it short and avoid emotional language.
For external recipients, write the full company name (no abbreviations), then department, title, and the person’s name followed by an honorific. For internal audiences, “department + name” or “title + name” is standard. When using CC or BCC for groups, address the email to “All concerned” or “To our valued clients.”
Cover these three elements in order:
State the reason simply as “personal reasons.” Don’t name your next employer or share specific circumstances—especially in external emails.
Close with a line that wishes the recipient or company continued success. Some useful phrases:
List your company, department, name, and contact details in the signature. For internal recipients and close contacts, you can add a personal email address if you wish. Sharing personal contact details with clients in general, however, can cause issues—so avoid it.
Here are five internal resignation email templates. Adjust the content and warmth based on the recipient.
Sent to all employees on your last working day. Aim for a balance of brevity and warmth.
Subject: Farewell Message (Sales Dept., Taro Yamada) Dear team, Thank you for all your hard work. This is Taro Yamada from the Sales Department. For personal reasons, today, 〇月〇日, will be my last day at 〇〇 Co., Ltd. I had hoped to share my farewell in person, but I’m sending this message instead—thank you for understanding. Over the past 〇 years, I’ve had the support of so many people while taking on my work. Thanks to all of you, I’ve gained experience that I’ll carry with me, and I’m deeply grateful. There were no doubt many ways I fell short, and I want to thank you again for your patient guidance. In closing, I wish each of you continued success, and 〇〇 Co., Ltd. ongoing growth and prosperity. It’s been a short time, but truly—thank you for everything. Sales Department Taro Yamada
When writing to a manager who guided you closely, include specific anecdotes of gratitude—they leave a lasting impression.
Subject: Farewell Message (Taro Yamada) Dear 〇〇-san, Thank you for everything. This is Taro Yamada. Today is my last working day. I want to express my heartfelt gratitude for your guidance throughout my time here. When I was struggling with a new business development project shortly after joining, you told me, “Work backward from the customer’s challenges, and don’t rush.” Even today, I keep that advice as my compass at work. I’ve learned so much working close to you. Thank you, truly. There were moments when I fell short and caused you inconvenience, but I’m deeply grateful for the patience and care you always showed me. I’ll carry the lessons I learned from you into my next chapter. I sincerely wish you continued success. Thank you again for everything. Sales Department Taro Yamada
For peers and senior colleagues you work with closely, the tone can be slightly warmer while still polite. If you’d like to stay in touch after resigning, it’s fine to include personal contact details.
Subject: Farewell Message (Taro Yamada) Hi 〇〇-san, Thanks as always. It’s Yamada. Today is my last working day. I’m sorry that this farewell is coming by email rather than in person. Working on the same team and seeing projects through together was honestly so much fun. On the 〇〇 project in particular, the back-and-forth discussions we had as we shaped the work taught me a lot. We’re heading down separate paths from here, but the time we worked together is something I’ll carry into my new role. If you’re open to it, I’d love to stay in touch personally. I’m leaving my contact details below, so feel free to drop me a line whenever you have time—maybe over a drink sometime. Personal email: xxx@xxxx.com Mobile: 090-XXXX-XXXX Really, thank you for everything. I’m rooting for you from here on out. Taro Yamada
When writing to juniors or direct reports, acknowledge their effort and express your hopes for their future.
Subject: Farewell Message (Taro Yamada) Hi 〇〇-san, Thanks as always. It’s Yamada. Today is my last working day. Being on the same team and working alongside you has been one of the most meaningful parts of my time here. From the day you joined, the way you took on your work with sincerity has taught me a great deal too. Please keep that attitude with you and continue building your own career. For the handover, I’ve thoroughly briefed △△, your new lead, but please feel free to reach out to me directly if anything is unclear—I’m happy to help wherever I can. I’m genuinely looking forward to seeing what you do next. Thank you so much for everything. Sales Department Taro Yamada
When writing to executives or the CEO, lean toward more formal phrasing. Even if you haven’t had much direct contact, a thoughtful farewell email leaves a lasting impression.
Subject: Farewell Message (Sales Dept., Taro Yamada) Dear Mr./Ms. 〇〇, CEO, Thank you for all your support. This is Taro Yamada from the Sales Department. It’s with deep respect that I write to inform you that, for personal reasons, today—〇月〇日—will be my last day at 〇〇 Co., Ltd. Since joining 〇 years ago, having the chance to work under the vision of “〇〇” that you championed has been a tremendous asset for me. The words I heard at morning meetings and all-hands gatherings still form the foundation of how I think about my work. I know there were many ways I fell short, but I’m deeply grateful for the warmth with which I was supported until the very end. In closing, I sincerely wish 〇〇 Co., Ltd. continued growth and you continued good health. Thank you, truly, for everything. Sales Department Taro Yamada
For external audiences, business continuity is the top priority. Clearly introduce your successor and provide handover details. Here are five common patterns.
The most common pattern: announce your resignation and introduce your successor together.
Subject: Resignation Notice and Introduction of Successor (〇〇 Co., Taro Yamada) Dear Mr./Ms. 〇〇 of △△ Co., Ltd., Sales Department, Thank you for your continued partnership. This is Taro Yamada from 〇〇 Co., Ltd. For personal reasons, I will be leaving 〇〇 Co., Ltd. as of 〇月〇日. During my time at the company, I received tremendous support from you, for which I am sincerely grateful. The success of the 〇〇 project in particular would not have been possible without your cooperation. Your new point of contact will be △△, also from our Sales Department. △△ will reach out to you separately, and we appreciate your continued partnership. △△ △△ Email: △△@xxxx.co.jp Phone: 03-XXXX-XXXX I had hoped to deliver this message in person; please accept my apologies for doing so by email. In closing, I sincerely wish your company continued growth and you continued success. 〇〇 Co., Ltd. Sales Department Taro Yamada
For clients with whom you have a particularly close relationship, weave in specific anecdotes and personal thanks.
Subject: Farewell Message (〇〇 Co., Taro Yamada) Dear Mr./Ms. 〇〇 of △△ Co., Ltd., Thank you for your continued support. This is Taro Yamada from 〇〇 Co., Ltd. It’s with some reservation that I share this news: for personal reasons, I will be leaving 〇〇 Co., Ltd. as of 〇月〇日. You’ve supported me both professionally and personally for over 〇 years. On the 〇〇 project in particular, the advice you offered became the compass for decisions on the ground, and the project came together without a hitch. I’m sincerely grateful. For the account, my successor △△ will take over with the same level of responsibility. △△ and I plan to call on you together soon, and we’ll reach out separately to coordinate a date. I had hoped to share these greetings in person; for now, please accept this email instead. In closing, I sincerely wish your company continued growth and you continued good health. 〇〇 Co., Ltd. Sales Department Taro Yamada
For B2B clients, include language that reassures them about the continuity of service.
Subject: Change of Account Owner and Farewell (〇〇 Co., Taro Yamada) Dear Customer, Thank you for your ongoing patronage. This is Taro Yamada from 〇〇 Co., Ltd. For personal reasons, I will be leaving 〇〇 Co., Ltd. as of 〇月〇日, and stepping down as your account owner. During my time here, I received an enormous amount of support, and I am truly grateful. Your trust gave me the chance to grow and learn alongside your business. Your new account owner will be △△ from our Sales Department. The handover is complete, and we will continue to deliver the same level of service you’ve come to expect. From now on, please direct any questions to the contact below. Successor: △△ △△ (Sales Department) Email: △△@xxxx.co.jp Phone: 03-XXXX-XXXX It was a short time, but I’m grateful for everything. In closing, I sincerely wish your company continued growth and success. 〇〇 Co., Ltd. Sales Department Taro Yamada
When reaching out to many clients at once, always use BCC and address the email to “To our valued clients.” Using CC would leak personal contact information and cause real problems.
Subject: Resignation Notice and Introduction of Successor (〇〇 Co., Taro Yamada) To our valued clients, Thank you for your continued partnership. This is Taro Yamada from 〇〇 Co., Ltd. For personal reasons, I will be leaving 〇〇 Co., Ltd. as of 〇月〇日. During my time at the company, I received generous support from many of you, for which I am sincerely grateful. Your goodwill is what made my work possible. Your new point of contact will be △△ from the same department. △△ will reach out separately—your continued partnership would mean a great deal. Successor: 〇〇 Co., Ltd., Sales Department, △△ △△ Email: △△@xxxx.co.jp Phone: 03-XXXX-XXXX I had hoped to share these greetings in person; please excuse this email, and the fact that it has been sent via BCC. In closing, I sincerely wish each of you continued growth and good health. 〇〇 Co., Ltd. Sales Department Taro Yamada
For early resignations or for contacts you don’t know well, you still want a clean farewell. Keep it concise while remaining sincere.
Subject: Farewell Message (〇〇 Co., Taro Yamada) Dear Mr./Ms. 〇〇 of △△ Co., Ltd., Thank you for your continued support. This is Taro Yamada from 〇〇 Co., Ltd. For personal reasons, I will be leaving 〇〇 Co., Ltd. as of 〇月〇日, and I wanted to inform you. It was a short time, but I’m sincerely grateful for everything you did for me. Your new point of contact will be △△, who will continue to look after the account. Successor: 〇〇 Co., Ltd., Sales Department, △△ △△ Email: △△@xxxx.co.jp In closing, I sincerely wish your company continued growth and success. 〇〇 Co., Ltd. Sales Department Taro Yamada
Even a carefully written email can run into a few traps. Here are the most common pitfalls to avoid.
Avoid naming your next employer in emails to clients or other external contacts. If you’re moving to a competitor, you risk friction over competitive concerns or confidentiality. Sharing this kind of detail is best reserved for individual messages to close internal peers.
Citing reasons like “I was burned out by the people here” or “the compensation didn’t work for me” is a clear etiquette violation. It worsens your final impression and leaves a record people may revisit, so steer clear of emotional venting.
Sending one email to multiple clients via CC exposes everyone’s email addresses to each other, creating a data privacy issue. Use BCC and address the message to “To our valued clients.”
Your resignation is, in effect, confidential company information. Hinting at your departure to a client before you have your manager’s and HR’s buy-in will create internal trouble. Always follow the sequence: internal alignment → external announcement.
Because this is your final email, typos and incorrect recipient details are particularly damaging. Double- and triple-check company names, personal names, and titles before sending. Writing the full company name (not abbreviations) is also part of basic etiquette.
You’ll usually receive several replies to a resignation email. Responding carefully to all of them is ideal, but the period around your last working day tends to be hectic. Prioritize and respond strategically.
When someone replies, send a thank-you note in return—even a short one is fine. A line like “Thank you for taking the time to reply” followed by another expression of gratitude and well-wishes is enough to close the loop cleanly.
When multiple replies arrive at once, prioritize anything related to handover or business continuity first, then your manager, then peers. Ideally, you’ll have responded to all external messages before your last day.
Subject: Re: Farewell Message Dear 〇〇-san, Thank you so much for taking the time to send such a warm reply. Reading your message made me even more proud of the work I’ve done here. I’ll take what you’ve taught me into my next chapter and keep growing. I sincerely wish you continued success. Thank you again, truly. Taro Yamada
Internal: one to two hours before the end of business on your last working day. External: roughly two to three weeks before your last day. Sending external messages while the handover is in progress makes it easier for the recipient to act on the information.
It’s good etiquette to leave out specific reasons. “For personal reasons” is enough. Including details over email invites unnecessary speculation or misunderstandings.
Avoid it externally. Internally, share it only with close peers in individual messages. If you’re moving to a competitor, handle the information with particular care.
For close internal contacts and people you want to stay in touch with after resigning, including a personal email is fine. Including personal contact details in mass emails to clients, however, is best avoided—it can cause trouble.
As a rule, yes. A short thank-you reply is enough. If time is tight, at least prioritize business-related messages and your manager.
If you’re using up vacation, ideally send your internal and external resignation emails on your last working day. If circumstances prevent that, send them from your company email address before your final day. Once you’ve left, your company email account will no longer be available—so plan carefully.
A resignation email is both an expression of gratitude to people who have supported you and an important tool for handing things off smoothly. The timing and content differ for internal and external audiences, but the core principles—gratitude, sincerity, and consideration—are the same regardless of who’s on the receiving end.
Key takeaways from this article:
A resignation email reflects how you carry yourself as a professional. Take the time to write it carefully so that, ten years on, the people who received it remember you as someone who left gracefully. Use the templates here as a base, add your own voice, and you’ll have a message that resonates with the recipient. Send a thoughtful farewell—it’s the kind of small effort that lets you start the next chapter with a clean conscience.
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