Are you about to embark on a new professional journey and need to bid farewell to your current workplace? If you’re planning to resign, you should always inform your employer ahead of time so they can prepare for your absence. Moreover, crafting a well-written two weeks notice letter is crucial to leave a lasting positive impression on your employer. But where do you begin? How do you ensure your letter conveys your gratitude, professionalism, and future intentions?
Don’t fret! In this article, we will explore expert tips and guidelines to help you create a compelling two weeks notice that leaves a strong impression while maintaining a professional tone. So, let's dive in!
What Is a Two Weeks Notice Letter
A two-week notice letter is a resignation letter written by an employee to an employer to inform them that they will be leaving their company within 14 days. Most companies require employees to give 2 weeks’ notice at the very least to terminate their employment contract with the business. This is important because it gives the company time to organize a replacement or reorganize to cover your job properly.
What Are Some Reasons Why People Give a Two Weeks Notice Letter?
If you’re quitting your job, a two-week notice lets you quickly and easily inform your supervisor that you are leaving while giving reasons for your departure.
You might wonder when to give a two weeks notice letter and for what purposes. Generally, you can use it in the following situations:
- You’ve found a new job.
- You’ve decided to retire.
- You wish to leave for other reasons, such as travel or a sabbatical.
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How to Write a Two Weeks Notice Letter?
Here are 7 steps to write a professional two weeks' notice:
1. Addressing the Letter Properly
The first step in crafting a two weeks notice letter is addressing it correctly. Use a professional tone and format the letter like any other business correspondence. Begin by including your employer's name, job title, company name and address. Below, include your name, job title and contact information.
2. Starting with a Polite Salutation
Once you have addressed the letter, start with a polite salutation. Address your immediate supervisor or the appropriate person in a respectful manner. For example, you can use "Dear [Supervisor's Name]" or "To Whom It May Concern." Remember, maintaining a respectful tone throughout the letter is essential.
Also, if you are looking for ways to impress your supervisor in order to get a promotion, read our guide on the top 9 interpersonal skills employers love.
3. Expressing Gratitude and Appreciation
After the salutation, express your gratitude and appreciation for your opportunities and experiences while working at the company. Also, highlight specific achievements or positive aspects of your employment. This shows your professionalism and leaves a positive impression.
4. Stating Your Intention to Resign
In the next section, clearly state your intention to resign from your current position. Be direct and concise while avoiding any negative language or unnecessary details. Furthermore, mention the effective date of your resignation, which should be two weeks from the date of the letter.
5. Offering Assistance during the Transition
Demonstrate your willingness to assist in the transition process. Offer to train your replacement or provide any necessary documentation that will help ensure a smooth handover. This gesture shows your commitment to leaving the company in good standing.
6. Providing Contact Information
Include your contact information in the letter to ensure your employer can reach out to you if needed. This includes your phone number and email address. Moreover, by providing this information, you show your accessibility and willingness to address potential concerns or questions.
7. Closing on a Positive Note
End your letter on a positive note. Reiterate your gratitude and appreciation for the job opportunities you've had. Also, express your well wishes for the company's future success. Sign off with a professional closing, such as "Sincerely" or "Best regards," followed by your name.
Dos and Don'ts
To ensure the effectiveness of your two weeks notice letter, consider the following dos and don'ts:
- Keep it professional: Maintain a formal tone throughout the letter, avoiding negative or emotional language.
- Do express gratitude: Show appreciation for the opportunities and experiences you gained with the company.
- Don't criticize or complain: Avoid criticizing the company, your colleagues, or any aspects of your employment. Maintain a positive tone and focus on the future.
- Don't burn bridges: Leaving a positive impression can be valuable for your professional network. Maintain professionalism and avoid any unnecessary conflicts during the transition period.
- Don't make promises you can't keep: Only offer assistance or training if you genuinely can follow through.
- Plan for an immediate departure: Your employer may ask you to leave as soon as you give notice. Depending on company policy, you may not be paid past that day. Be prepared by backing up important files and compiling samples of your work for your portfolio. Consult company guidelines, so you're aware of resignation policies.
If you’re looking for a new job and trying to write a compelling cover letter, read our guide on how to write a cover letter.
Two-Weeks Notice Letter Example
Our example template below shows the exact information needed to securely and professionally inform your current employer that you will be leaving the company in 2 weeks.
[Company Name and Address]
I am writing this letter to inform you that I wish to resign from my position as [Job Title] with [the Company], effective 2 weeks from today’s date of [Date].
Whilst it’s been a [pleasure/great experience/fulfilling experience] working with [the Company], I have decided to leave to [accept a job with another company/enter retirement/take a sabbatical]. Therefore, my last working day will be [Date].
Of course, I will continue to perform my duties with the same quality and effort until my final day with [the Company]. I would also be happy to offer my assistance in any way to make the transition easier.
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Crafting a well-written two weeks notice letter is an important step in maintaining your professional reputation and ensuring a smooth departure from your current job. Moreover, by following the guidelines outlined in this article, you can create a letter that showcases your professionalism, gratitude and commitment to a seamless transition. Remember to proofread the letter carefully before submitting it and maintain open communication with your employer throughout the notice period.
Frequently Asked Questions
Should I Mention The Reasons For My Resignation In The Two Weeks Notice Letter?
It is unnecessary to provide detailed reasons for your resignation in the letter. You can discuss them with your employer if you feel comfortable doing so.
Is It Appropriate To Use Personal Pronouns In The Letter?
Yes, using personal pronouns like "I" and "my" is acceptable if you maintain a professional tone throughout the letter.
How Should I Deliver The Two Weeks Notice Letter?
It is recommended to deliver the letter in person to your immediate supervisor or the appropriate person designated to receive resignations. If that is not feasible, you can send it via an email or a certified mail.
Can You Resign Without Giving Notice?
Yes, this will depend on the type of relationship you have with your employer. However, it is always advisable to give a two weeks notice letter as this portrays your professionalism as an employee. Also, giving a two-week notice letter usually allows the company time to look for a replacement.
How to Write a Two-Weeks Notice Letter Short and Sweet?
When writing your two weeks notice letter, make sure it is short and sweet. Express your gratitude, offer to assist with the transition process, provide your contact information, and end the letter positively by expressing your good wishes.