A two weeks’ notice letter is a professional courtesy that serves as the formal announcement of your departure. It allows your employer time to plan for the transition and can influence future career opportunities. A well-written notice solidifies your departure date, sets a cooperative tone for your final weeks, and helps ensure you leave your position on positive terms.
Key Elements to Include in Your Notice
Your resignation letter must clearly state its purpose. The opening sentence should directly inform your employer that you are resigning from your role and include your exact last day of employment. Providing a specific date eliminates confusion and helps the company begin its transition planning.
An important part of the notice is an offer to help with the transition, which demonstrates your commitment to a smooth handover. You can offer to train your replacement or ensure all pending projects are properly documented before you leave. This gesture reinforces your professionalism.
The letter should conclude with a brief, positive remark, thanking your employer for the opportunity and experience gained. This maintains a respectful tone. The document must end with your typed full name and, for a physical letter, your handwritten signature above your typed name.
What to Avoid Writing in Your Resignation
Your resignation letter is a formal document kept in your employee file, so it is important to maintain a professional tone. Avoid using this letter to air grievances or complain about your manager, colleagues, or company policies. Sharing negative feedback in this format is unprofessional and can damage relationships valuable for future references.
It is also advisable to omit details about your new job, including the company name or salary. The letter’s purpose is to resign from your current role, not discuss future employment. Mentioning a higher salary can be perceived as an attempt to leverage a counteroffer, which is a conversation that should happen separately.
Steer clear of overly emotional or casual language. Even if you have a friendly relationship with your manager, the letter is a formal document. Phrases like “I’m so sad to be leaving” can undermine the professional tone, so aim to be gracious and direct.
How to Structure Your Two Weeks’ Notice
Your notice should follow a standard business letter format. Begin with your contact information—name, address, phone number, and email—at the top of the page. Below your details, include the date you are submitting the letter.
Next, add your employer’s contact information. This includes your manager’s full name, their title, the company’s name, and its address. This formal addressing ensures the letter is directed to the correct person.
The body of the letter starts with a professional salutation, such as “Dear [Manager’s Name].” Following the body paragraphs, use a professional closing like “Sincerely” or “Best regards.” Finally, leave space for your signature between the closing and your typed full name.
Two Weeks’ Notice Template and Example
Template
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be two weeks from today, on [Your Last Day].
Thank you for the opportunity to have worked in this position for the past [Your Length of Service]. I have genuinely enjoyed my time here and am grateful for the skills and experiences I have gained.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can be of assistance, whether it is training a replacement or completing my current projects. I wish you and the company all the best for the future.
Sincerely,
[Your Signature (for a hard copy)]
[Your Typed Name]
Example
Jane Doe
123 Main Street
Anytown, USA 12345
(555) 123-4567
jane.doe@email.com
July 17, 2025
John Smith
Hiring Manager
ABC Corporation
456 Corporate Drive
Businesstown, USA 67890
Dear Mr. Smith,
Please accept this letter as formal notification that I am resigning from my position as Marketing Coordinator at ABC Corporation. My last day of employment will be two weeks from today, on July 31, 2025.
Thank you for the opportunity to have worked in this position for the past three years. I have genuinely enjoyed my time here and am grateful for the skills and experiences I have gained.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can be of assistance, whether it is training a replacement or completing my current projects. I wish you and the company all the best for the future.
Sincerely,
Jane Doe
Final Steps for Submitting Your Notice
The best practice for delivering your notice is to schedule a private meeting with your direct manager to discuss your departure in person. This conversation allows you to inform them of your decision before they receive the formal letter, which is a sign of respect.
During the meeting, hand them a printed and signed copy of the letter. If an in-person meeting is not feasible, sending the notice via email is an acceptable alternative. Use a clear subject line such as “Resignation – [Your Name]” and attach the letter as a PDF to maintain its formatting.
The notice is addressed to your direct manager, but you should also send a copy to the Human Resources department for their records. This ensures that all appropriate parties are officially informed and can begin the necessary off-boarding procedures.