A two weeks’ notice letter is a formal document an employee provides to an employer to state their intention to leave their position. This professional courtesy gives the company time to plan for the distribution of your duties and begin searching for a replacement. The letter’s purpose is to create an official record of your departure and manage the process in a way that maintains a positive relationship. A well-handled resignation preserves professional connections for future references or networking opportunities.
Key Components of a Two Weeks Notice Letter
An effective two weeks’ notice letter must contain specific information to ensure it is clear and professional. These elements fulfill the letter’s purpose without ambiguity.
The letter must begin with a direct statement of your intent to resign from your specific role. A sentence like, “Please accept this letter as formal notification that I am resigning from my position as [Your Job Title]” is sufficient and requires no elaborate introduction.
You must also include your final day of employment to remove any uncertainty about the timeline. Providing a specific date, such as “My final day of employment will be [Date],” is best. To make the letter an official document, it must include the current date, your printed name, and your signature.
What to Optionally Include for a Positive Departure
Adding a few optional elements can improve the tone of your departure and reinforce your professionalism. These additions can be beneficial for your long-term career and network.
A brief expression of gratitude for the opportunity and experiences gained can leave a positive impression. You could mention specific skills you developed or thank your manager for their guidance. A sentence like, “I am grateful for the opportunity to have worked on [Project Name] and for the skills I’ve developed in [Skill Area],” demonstrates appreciation.
Offering to assist with the transition process is another valuable addition. This shows a commitment to a smooth handover and can ease the burden on your team. You can offer to help train your replacement, document your current projects, or ensure all pending tasks are in a good state before you leave.
What to Leave Out of Your Letter
What you exclude from your letter is as important as what you include. Certain topics can damage professional relationships and have long-term consequences for your career.
Your resignation letter is not the place to air grievances or complain about the company, your manager, or colleagues. Including negative comments will reflect poorly on you, and the letter will be placed in your permanent employee file.
Avoid detailing your reasons for leaving. A simple explanation is sufficient if you include one at all. There is also no need to discuss details of your new job, such as the company name or salary, as this information is irrelevant to your resignation.
Ensure the tone of your letter remains professional. Avoid overly casual language, emotional statements, or attempts at humor, as these can be misinterpreted. Demands or ultimatums, such as using the resignation as a tactic to negotiate a raise, should also be avoided.
Two Weeks Notice Letter Template and Examples
The following templates include the necessary and optional elements for a positive departure. They can be modified to fit your specific situation and relationship with your employer.
Standard Professional 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 [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 role for the past [Number] years. I have enjoyed my time at [Company Name] and am grateful for the skills and experiences I have gained.
I am happy to assist in any way to ensure a smooth transition during my final two weeks. Please let me know how I can help with the handover of my responsibilities.
Sincerely,
[Your Signature]
[Your Typed Name]
Warmer Tone Example
If you have a closer relationship with your manager, a slightly warmer tone can be appropriate while still maintaining professionalism.
Dear [Manager’s First Name],
Please accept this as my formal resignation from my position as [Job Title]. My final day with [Company Name] will be [Your Last Day].
I want to express my sincere gratitude for the opportunities and mentorship you have provided me during my time here. I have genuinely enjoyed working with you and the team, and I will carry the lessons I’ve learned with me throughout my career.
I am committed to making this transition as smooth as possible. I am more than willing to help train my replacement and ensure all my projects are finalized before my departure.
I wish you and the company all the best for the future.
Best regards,
[Your Signature]
[Your Typed Name]
How to Deliver Your Notice
How you deliver your notice is a significant part of the resignation process. A thoughtful approach demonstrates respect and can impact the final impression you leave with your employer.
The most professional method is to schedule a private meeting with your direct manager. Inform them of your decision verbally before you hand them the physical letter. This direct conversation allows for a personal discussion that a letter cannot convey, and you should be prepared to state your reasons for leaving if asked.
After the conversation, provide the formal, written letter as a printed copy. For remote employees, the standard is to schedule a video call with your manager for this conversation. Following the call, send the resignation letter as a PDF attachment in a professional email.