Resigning from a job is never easy. Whether you’re leaving on good terms or after some complicated issues, it can feel like an awkward and uncomfortable task. However, burning bridges in the professional world is never a good idea.
One of the most professional ways you can leave a job is by writing a 2 weeks’ notice letter. This letter gives an employer a heads up that you intend on resigning from your position, giving them plenty of time to fill your shoes.
If you’re wondering how to write a 2 weeks’ notice letter the right way, read on for some helpful tips and examples.
What is a Two Weeks’ Notice Letter?
It’s standard practice in the professional world to give your employer at least two weeks’ formal notice before you leave a job.
This time period is courteous and professional, and it leaves time to fulfill certain obligations outlined in your employment contract.
Many people deliver this message in the form of a short, well-written letter that officially and formally confirms your resignation. Your employer can then keep this letter for their business records.
Why Write a Two Weeks’ Notice Letter?
There are a few good reasons to write a 2 weeks’ notice letter. Mainly, doing so is professional and shows great respect for your employer.
Whether you leave a job for good reasons or bad, you should never burn bridges in professional relationships.
You want your employer to have only good things to say about you when you leave. This positive exit could come in handy if you need a reference letter for another position someday.
Secondly, writing an official letter is important for business records and even legal records sometimes. When you put your resignation in written, physical form, there can be no question of why, when, or how you left your position.
Thirdly, giving at least two weeks’ notice gives everyone time to adjust to your upcoming absence. Your employer can begin the search to fill your position, and you can wrap up any open projects you may have before your last day of work.
How to Resign Correctly: Steps to Take
When you resign, you shouldn’t simply hand your letter to your employer and leave it at that. There are a few steps to consider during the resignation process.
1. Schedule a Meeting
The best way to resign from a position is to meet with your boss in person. Don’t just walk into their office unexpectedly – this needs to be a planned meeting so that your employer is prepared to take it seriously.
Find a time when your boss can meet with you. Let them know that you have something important that you’d like to discuss with them.
If it’s absolutely impossible to meet with your employer in person, you can have the conversation over the phone or even a video conference. Regardless of the method, your higher-up should always be the first person you break the news to.
2. Prepare Ahead of Time
A meeting to resign from your position or company is an essential one; it’s not something you should go into unprepared.
You don’t necessarily need to have a scripted speech prepared, but you should at least know the basics points of what you’d like to say.
Here are a few talking points you should absolutely include:
- Your intention to leave
- A brief explanation
- The date of your last day
- A gracious thank-you
The exact parameters of what you say for each of the above points are up to you. While you do owe your employer an explanation, you also don’t have to go into unnecessary, personal detail.
Your preparation can also include knowing how you will respond to pushback.
If you’re a great contributor to the company, your employer may not want to see you go. It’s not uncommon for an employer to offer a pay raise or other counter-offers to entice you to stay.
Be prepared to face this pushback and stand your ground, but do so in a grateful and respectful way.
3. Be Ready to Send an Email
Because of life’s ups and downs, it’s just not always possible to meet in person or even have a video meeting.
If that ends up being the case in your situation, be prepared to send an email. It’s not always the best option, but sometimes it’s the only option.
Be sure to write your intent to resign in the subject line. This will give your boss a good heads up of what they’re about to read.
You should keep the email’s body short, polite, and to the point. You don’t need to explain everything in the email. Instead, write your 2 weeks’ notice letter in a separate document and attach it to the email.
Tips for Writing a Two Weeks’ Notice Letter
Writing a letter of resignation can be a bit daunting, especially if it’s your first time quitting a job. Use these tips to nail it on your first try.
The best way to write a good and professional 2 weeks’ notice letter is to follow a basic format.
Your letter should start with a heading that includes the following:
- Supervisor’s Name
- Company Name
- Company Address
You can then begin the content of the letter with a professional introduction:
- “Dear Mr. Smith”
Consider including the following information in the body of your letter:
- State your intention to resign
- Include the date of your last day
- Offer a brief explanation of your resignation – details are up to you
- Deliver a heartfelt statement of gratitude for the opportunity
- Offer your next steps
- Invite them to reach out with questions
- Close with your signature
While each of these points should be included in a well-thought-out, professional manner, you can feel free to align it with your professional personality.
A 2 weeks’ notice letter is considered a professional document, so you should take the same care in writing it as you would with anything else in your career. Not only do you want your employer to remember you as a respectful, hard-working team player, but also as a competent individual.
Be sure to read through your letter a few times, paying close attention to spelling and grammar. If it helps, you can have someone else, such as your spouse or a close friend proofread it for you.
Even though resigning is typically viewed as a negative task, you should try to keep your formal letter as positive as possible. Your aim here should be to leave your employer feeling appreciated.
Always end your letter on a positive note and with tons of gratitude. You may have resentful feelings towards your employer or a company, but now is not the time to air them.
Sample Letter Template
Sample Email Template
Whether you’ve earned a new job or had a bad experience with your current job or current employer, leaving a position is never easy. Writing a good 2 weeks’ notice letter can make all the difference, so use these tips to get you started.