Resigning from a position is a standard event in any career path. Navigating this change professionally can impact your future opportunities. A thoughtfully composed two weeks’ notice letter is the primary tool for managing this transition. It formally documents your departure and sets a positive tone for your final weeks, ensuring you leave on the best possible terms.
Why a Formal Two Weeks Notice is Important
A formal two weeks’ notice is more than an exit from your current role. Submitting a written notice preserves the positive relationships you’ve built with managers and colleagues. These connections are valuable for future networking and make it more likely they will provide a positive reference down the road.
Beyond professional courtesy, a formal notice is often a matter of compliance. Many employment agreements stipulate a required notice period. Adhering to this policy ensures you are not in breach of contract and remain eligible for final payouts, such as unused vacation time. It also provides your employer time to plan for the transfer of your responsibilities.
What to Include in Your Letter
Your resignation letter should be direct and professional, containing only the necessary information. The primary component is a clear statement of your intention to resign from your position. A simple sentence like, “Please accept this letter as formal notification that I am resigning from my position as [Your Job Title],” is sufficient.
Following your statement of resignation, you must specify your final day of employment. This eliminates any confusion for both you and your employer regarding your departure date. Calculate two weeks from the date you submit the letter and state it clearly (e.g., “My last day of employment will be [Your Last Day]”).
A brief expression of gratitude for the opportunity you were given is a professional courtesy that helps maintain a positive relationship. You can mention a skill you developed or an experience you valued. Finally, include an offer to assist with the transition by stating your willingness to help train your replacement or document your projects.
What to Avoid in Your Letter
The two weeks’ notice letter is a permanent record of your departure. It is not the appropriate forum for airing grievances or providing negative feedback about your manager, colleagues, or the company. Including complaints can burn bridges, so it is important to keep the tone constructive and forward-looking.
Resist the urge to disclose details about your new opportunity. Mentioning your new company, title, or salary can appear boastful and is irrelevant to the purpose of the letter. The focus should remain on ending your current role professionally, so this information is best reserved for private conversations.
Avoid giving an overly detailed reason for your departure. A simple statement that you are leaving for a new opportunity or for personal reasons is enough. Providing too much information can invite unnecessary questions, so a concise and neutral letter is the most effective approach.
How to Deliver Your Notice
The best practice for delivering your resignation is in person. Schedule a private meeting with your direct manager before sending any formal communication. This face-to-face conversation is a sign of respect. During the meeting, verbally inform your manager of your decision and then provide them with the printed letter.
This personal touch allows you to express your gratitude directly and discuss the transition plan. It prevents your manager from being caught off guard by an email. After the conversation, you can follow up by emailing the letter to both your manager and Human Resources for their official records.
If an in-person meeting is not feasible due to remote work, the next best option is a video call. This still allows for a direct, personal conversation. Following the call, send your resignation letter via email to your direct manager and CC the HR department to ensure all necessary parties are notified.
Two Weeks Notice Letter Template and Example
A standard resignation letter should be simple and professional. Using a template ensures you include all necessary components without adding unnecessary information. The structure should be clean and easy to read.
[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 [Job Title] at [Company Name]. My last day of employment will be [Your Last Day].
Thank you for the opportunity to have worked in this position for the past [Number of Years/Months]. I have greatly appreciated the chance to [Mention a specific positive experience or skill learned] and am grateful for the support I’ve received.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can best assist in transferring my duties.
Sincerely,
[Your Signature]
[Your Typed Name]
Here is an example of how to use the template:
John Smith
123 Main Street
Anytown, USA 12345
(555) 555-5555
john.smith@email.com
July 16, 2025
Jane Doe
Marketing Director
ABC Corporation
456 Corporate Drive
Anytown, USA 12345
Dear Jane Doe,
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 July 30, 2025.
Thank you for the opportunity to have worked in this position for the past three years. I have greatly appreciated the chance to develop my project management skills and am grateful for the support I’ve received.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can best assist in transferring my duties.
Sincerely,
[Signature]
John Smith