A two weeks’ notice letter can be asserted as a formal declaration of resigning from a job. The letter is a common courtesy, and in some cases, it is mandatory to leave a position. Let us know about the basics of a resignation letter, and learn about how and why it must be written.
Two Weeks Notice Letter
There can be several reasons why you may want or need to leave your current job. But, when you decide to do that, it is customary to provide your current employer at least two weeks’ notice about your forthcoming termination. This will help you to end your term at the office on a positive note.
To define, a resignation letter is an official letter sent by an employee to their current employer notifying them that they would no longer be working at the company. In other words, it’s an official letter of termination/resignation. The main aim of the letter is to create an official record of termination, provide details about the last working day, and outline a strategic plan of how you will conclude all the ongoing assignments assigned to you; this will help you to maintain a positive relationship with the employer.
The two weeks’ prior notice period will give you time to complete your ongoing work obligations and inform your managers and explain to your coworkers the proceedings of some of your job duties once you’re gone. You can say goodbye to your colleagues professionally and positively. From the employer’s perspective, they will get time to open a role to fill your job position or to make some alternative arrangements.
Before writing your two weeks’ notice letter make sure to review your employment contract. Because not every company has similar work policies, in case your company has some other guidelines on the resigning procedure. So, depending on the company’s terms and policies as per the contract, you can frame your two weeks’ notice letter to resign your position formally.
Things that have to be included in a two weeks notice letter
As you begin to draft your two weeks’ notice letter, consider the following guidelines to create a professional and impactful letter of resignation.
- Start by mentioning the addressee’s name with salutations
- Mention the date, address, and a concise subject line
- State your resignation
- Include the date of your last day
- Please provide a brief reason for resignation, though it is optional
- Add a statement of gratitude
- Outline some of your next steps
- End with courtesy and your Signature
How to Write a Two Weeks’ Notice
Writing a resignation letter is very simple; you need to follow a proper template and keep specific vital points in mind. A few pointers on what to keep in mind while writing your two weeks notice are as given below:
- Format: A formal business letter format is preferable for two weeks’ notice as it looks professional and carries the full gravity of the situation well. The top of the letter should include your contact information, the date of writing the letter, and your employer’s contact information.
- The Date: The entire point of the letter is to inform your employer when you will be leaving the company. This needs to be either specified or indicated as the duration from the current date after which you would cease to be an employee of the company.
- The Content: A two-week notice is not a personal heart-to-heart with your employer or HR about the company. Hold those details for feedback if necessary. In this letter, the only obligation for you is the fact that you are leaving and when it is you’re leaving.
- Professional Conduct: It’s always a good idea to keep emotions aside when writing your resignation letter. Professional Conduct can be subdivided into keynotes like:
- Maintaining a positive outlook and, most importantly, not mentioning negative points or improvement suggestions in your letter helps you look mature and professional, keeping the bridges you’ve built on your professional journey intact. In the future, you may cross paths with someone from your past, and not burning the bridges will pay dividends tenfold.
- Thanking your employer and appreciating the opportunity to work for them and the experience that you gained from being a part of their organization.
- Offer to help them transition from having you on the team. You can be specific with this as you ultimately give your time to the company even after you intend to leave. You can train a new employee, log all your work for the company so that the person picking up your work has an easier time, or do general work as you have been doing all along.
- Where to Send and How: Usually, you should be sending this letter to your employer if you work at a small firm that is not justified in having a separate Human Resources (HR) division. But if you work for a decently sized company, there exists in all probability a person or department solely for handling employee matters. So depending upon your circumstances, you should send your resignation letter to your employer. You should also send a copy of the letter to your HR person just to have a copy of the letter. Times have moved on from pen, and paper letters and emails serve as irrefutable proof that you’ve upheld your part of the responsibilities in informing your employer of your resignation. The contents of your email may be similar to your letter. The subject line of the email should include your name and the word “resignation” or “two weeks notice.”
The format of the Resignation letter
An official letter demands professional and correct formatting. For example, the suitable format to write a resignation letter is:
Header: A resignation letter should begin with your and the employer’s contact information, including name, title, company name, address, phone number, email. If you write an email, do not forget to add your contact details at the end of the letter, Following your Signature or name.
Salutation: Whomsoever you will address the letter to, use his or her formal title (“Dear Mr./Mrs./Dr. XYZ”).
Paragraph 1: State that you will be resigning and mention the date of your last working day. Check your contract to see how much information you need to provide to your manager/ or any other addressee.
Paragraph 2: (Optional) If you wish to, you can mention the reason for your termination from the job (e.g., beginning another career, going back to school, taking time off); this is optional. If you chose to reveal the reason, mention it in a positive approach, maybe focusing on your following targets in life or something that you have learned from the job or seniors, do not mention negative statements about what you disliked in your current job.
Paragraph 3: (Optional) If possible, you can mention that you will be willing to help with the transition your leaving will cause, only if you are sure about it. Do not give false hopes.
Paragraph 4: Thank your office for the opportunity you got and the experiences you gathered while working with them. If you had an outstanding experience, you could add it to state what you appreciated the most about the job.
Paragraph 5: (Optional) If you want to request a letter of recommendation from your manager, mention it in this paragraph.
Close: Use a formal sign-off, such as “Sincerely” or “Yours Sincerely” to end the letter.
Signature: End with your handwritten Signature and your typed name. If it’s an email, add your typed name, followed by your contact details.
Template of the letter
[Your Street Address]
[Your City, State/Province, Country]
[Your Phone Number]
[Your Email Address]
[Employer Company Name]
Dear [Employer Name],
[First paragraph: I am writing this letter to inform you of my formal notice of resignation from The Company. My last day at your company will be January 19, 2018, two weeks from today.]
[Second paragraph: It is a very tough decision for me, but I appreciate your support over the course of my employment at the company. I genuinely value the experience, training, and knowledge I have gained over the past [duration]. Thank you for the experiences and knowledge; instead, keep; this was indeed an excellent job for me.
[Third paragraph: Please let me know how I can help during this transition.I wish the best for the company as they grow in the future.]
[Image of Signature]
Example 1: Two Weeks Notice Letter
173 Up Street, Columbus, Ohio 13456
I am writing this letter to provide you two weeks’ notice of my official resignation from ACT LLC. My last day at ACT LLC as a sales associate will be November 20, 2010.
It has been a great experience working with ACT LLC. I am obliged with the time and commitment the company has given me in helping to develop my sales associate experience and skills and having faith in me.
I intend to provide my total dedication to ACT LLC from now until my last day of employment. If there is anything, in particular, you want me to do to help the company during this transition time; please let me know.
Example 2: Professional Resignation Letter
1232 15th Street
Brooklyn, NY 12446
May 26, 2020
Ms. Margaret Jones
Chief Executive Officer
456 Main Street
Huntington, NY 12345
Dear Ms. Jones,
I am writing this letter to let you know that I am resigning from my position as Customer Service Manager with Acme Company. My last day at Acme Company will be June 12, 2021.
I’ll cherish the opportunities and time the company has given during my employment period and the professional guidance and support throughout my life.
I wish the best for the company’s upcoming successes.
If I can assist the company in any way through my transition period, please do let me know.
Example 3: Email Resignation Message
Email Subject Line: Your Name Resignation
Body of the Mail:
Dear Mr./Ms. Last Name,
I am writing to inform you that I am resigning from my position here as Associate Editor. My last day in the company will be May 26, 2021.
Thank you for providing me with the opportunities of a lifetime. I have learned a lot in the last three years that I will cherish throughout my lifetime.
Let me know if there is anything I could do for the company in this transition period. Feel free to contact me anytime you wish at email@example.com or 545-545-5445.
Thank you again for the encouragement and trust you have had in me.
The format and content will vary based on personal experiences and observations, which is an in general template. Following the structure, you can make changes as per your content. But keep in mind this is a formal letter, do not mention sensitive statements or exaggerate things. Instead, keep the letter crisp and impactful.