Giving a two weeks’ notice is a standard professional practice that involves formally telling your employer you will be leaving in ten business days. This custom is a demonstration of respect for your employer and colleagues. Adhering to this standard helps maintain a positive professional reputation, preserving relationships that are beneficial for future references and opportunities.
Prepare Before You Resign
Before you announce your departure, careful preparation is necessary to ensure the process is handled smoothly. The first step involves reviewing your employment contract or company handbook. These documents may contain specific clauses detailing the required notice period or other off-boarding procedures. Understanding these obligations prevents any contractual breaches.
Choosing the right moment for this conversation is also part of your preparation. It is often recommended to schedule a meeting toward the end of the day. You should also have a simple, positive, and prepared reason for your departure. You are not obligated to share details about a new job, but having a concise statement ready helps maintain composure and keeps the conversation professional.
Your manager should be the first person at the company to know about your resignation. Informing them before telling colleagues prevents office gossip and demonstrates respect for their position. Being prepared to leave immediately is also a practical consideration, as some employers may decide to make the separation effective immediately, even if most honor the two-week period.
How to Write a Resignation Letter
The resignation letter is the formal record of your departure and should be direct, professional, and concise. The letter must begin with a clear statement of your intent to resign from your position and include your specific last day of employment. This date should be at least two weeks from the day you submit the letter.
Your letter should also include the current date, your full name, and your position title. It is a good practice to express gratitude for the opportunities you had with the company. A brief sentence thanking your manager for their support or mentioning the valuable experience you gained can leave a lasting positive impression.
It is just as important to know what to exclude. Avoid any negativity, complaints about the company, or grievances with colleagues, as the letter is not the appropriate forum for such feedback. Also, refrain from going into extensive detail about why you are leaving. An offer to help with the transition period, such as training a replacement, is a common and well-regarded inclusion.
A basic template for your letter would include a professional salutation, the statement of resignation with your last day, a sentence of thanks, an offer of assistance, and a professional closing. For emails, use a clear subject line like “Resignation – [Your Name]”.
Having the Resignation Conversation
The conversation where you resign should be handled with as much care as your written notice. Request a private meeting with your manager, either in person or through a video call if you work remotely. This shows respect and allows for a confidential discussion. When you begin the meeting, be direct and calm.
Start by stating your decision to resign clearly and professionally. You might say something like, “I’ve enjoyed my time here, but I have decided to move on to a new opportunity.” Following this statement, you should present your formal resignation letter.
Throughout the conversation, maintain a positive and appreciative tone. Your manager may have questions about your reasons for leaving, and it is best to stick to the simple, prepared reason you decided on earlier. If your employer presents a counteroffer, be prepared to politely but firmly decline if your decision to leave is final.
Navigating Your Final Two Weeks
The period after you have given your notice is your final opportunity to leave a positive impression. Your primary focus during these last two weeks should be to facilitate a smooth transition for your team and your replacement. Continue to perform your duties with the same level of diligence and commitment you have shown throughout your tenure.
A significant part of this transition involves documenting your responsibilities. Create a comprehensive transition document that outlines your daily tasks, ongoing projects, and key contacts. If your replacement is hired before you leave, dedicate time to training them on the specifics of the role.
After you have spoken with your manager, you can inform your close colleagues of your departure. Keep these conversations positive and forward-looking, focusing on your appreciation for having worked with them. Avoid discussing any negative aspects of the job or the company.
You will likely be asked to participate in an exit interview. This is an opportunity to provide constructive feedback to the organization. Approach the interview with a professional mindset, focusing on offering helpful insights rather than airing personal grievances. Well-reasoned feedback about processes or company culture can be valuable for the company.