Writing a two weeks’ notice is a standard professional courtesy when resigning from a position. This document serves as a formal notification to your employer of your intent to leave. Composing it thoughtfully helps end your employment on positive terms and preserve professional relationships. The notice provides the company with a timeframe to plan for the transition of your duties and begin the process of finding a replacement.
The Essential Components
A formal two weeks’ notice has a few core elements that provide clarity and serve as an official record of your departure. The most direct component is a clear statement of your resignation. This should be a straightforward sentence stating your intention to resign; a simple “I am writing to inform you that I will be resigning from my position as [Job Title]” is sufficient.
This statement of resignation must be accompanied by the specific date of your final day of employment. Providing a clear end date, such as “My final day will be [Date],” eliminates any ambiguity for both you and your employer. This allows HR and your manager to process your departure, calculate final pay, and manage the transition.
Finally, the notice must include your name and signature. This formally attaches your identity to the resignation, making it an official document for company records. Whether you are sending a physical letter or an email, your name is required. This finalizes the notice.
What to Optionally Include
While not required, including a brief expression of gratitude can help maintain a positive relationship with your employer. A simple sentence thanking the company for the opportunity and the experience you gained demonstrates professionalism and goodwill. This gesture can be beneficial if you need a reference in the future.
Offering to assist with the transition is another optional element that is highly recommended. You can state your willingness to help train your replacement or complete any outstanding projects before your departure. This commitment to a smooth handover shows respect for your colleagues and the company’s operations. Such an offer reinforces your image as a responsible professional.
What to Leave Out
Omit any negative comments or complaints about your job, colleagues, or the company. Voicing frustrations in your resignation letter can burn bridges and harm your professional reputation. The notice is a formal document, not a forum for airing grievances. Any constructive feedback is better shared in a structured exit interview, if one is offered.
Avoid providing overly detailed reasons for your departure. It is not necessary to elaborate in your written notice. A simple, neutral statement is all that is required. Going into extensive detail can create awkwardness and is considered unprofessional.
Similarly, do not mention details about your new job, including the company name or your new salary. This information is confidential and irrelevant to the purpose of your resignation letter. Sharing specifics can appear boastful and may cause unnecessary tension with your current employer.
Sample Two Weeks Notice
Here is a straightforward and professional template that you can adapt. This sample includes the essential components as well as the optional, courteous additions. It is a safe and effective format for most situations.
[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 two weeks from today, on [Your Last Day].
Thank you for the opportunity to have worked in this position for the past [Number of Years]. I have genuinely enjoyed my time here and appreciate the skills I’ve gained.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can be of assistance in training my replacement or completing my duties.
I wish you and the company all the best for the future.
Sincerely,
[Your Signature]
[Your Typed Name]
How to Deliver Your Notice
The most professional way to deliver your two weeks’ notice involves a two-step process. First, schedule a private meeting with your direct manager to inform them of your decision in person. This conversation allows you to convey the information respectfully and gives you a chance to discuss the transition plan directly. It is a sign of respect that helps maintain a good relationship.
Following the in-person conversation, you should submit your formal written notice. You can provide a physical copy of the letter at the end of your meeting or send it via email shortly after. This written document serves as the official record of your resignation for HR purposes. This combined approach ensures your departure is handled professionally.