Two-weeks notice letter:
Why should you write it and How. Samples included

How to use a two-weeks’ notice?

If you have decided to leave your current job, it is usual to provide your employer with a two-week notice. Two weeks is the standard amount of time am employee offers to continue working for the current employer before leaving the company. If you have an employment contract, check it out and abide by it.

So the timeline is pretty simple and basic: the employee declares that his resignation goes into effect at the end of the second week after he gives notice. At the deadline of the two-week work period, the employee is no longer an employee of the company.

Important information

Quitting is a big decision for everyone. So before you engage in submitting the two-week notice, make sure you have reflected on some questions (and you have come up with answers, too).

• Have you already received and accepted an offer for a new job?
• How much spare time do you have between jobs?
• Are you leaving your current job without finishing a major project/task?
• How will you manage your remaining paid time off: will you take all of it before you submit your two weeks’ notice, will you cash it out, or give it up?
• How do you intend to handle company-owned property, files, and accounts?
• Will this affect your health insurance?
• If you have a work permit, who do you need to inform?

Why should resigning employees write this letter?

The employer needs enough time to make a plan for your absence: he will either start looking for a replacement or will assign all your tasks to other employees within the department.

The two-week notice letter is not beneficial only for the employer, but also for the employee preparing for departure: by writing a formal, concise and considerate letter, you will maintain an image of professionalism and you will leave the organization on a positive note. Your manager, colleagues and HR department will appreciate it if you provide an exact date for your departure.

How to write a two weeks notice letter?

When preparing your letter of resignation, consider including the following details:

• Your contact details: your name, date, address and subject line
• Clearly state your resignation
• Give proper notice: include the date of your last day
• Include a brief reason for resignation (optional)
• State that you're willing to help out during the transition
• Add a statement of gratitude
• Have a nice closing and add your signature

What if the employer waives his benefit of the two-week notice?

There are cases of companies who do not require this notice and even prefer it if the departing employee leaves the premises as soon as possible. A concern may be that if the resigning employee stays the two-week period, he has a lot of time to gossip around the workplace and bad mouth the organization.

Therefore, we can detect 3 practices on how employers handle resignations:

1. The resigning employee is not allowed to return to her/his desk or to say goodbye to coworkers.
2. The employer sets up a time for the employee to meet so that he/she can clear away personal items from the workplace.
3. The employer walks the employee out of the premises immediately.

In all these 3 cases, the usual practice is to pay the employee for those 2 weeks, since they offered to stay and you, as the employer, turned down that proposal.

However, the majority of employers will appreciate your remaining at your job for 2 weeks, to be able to help with the transition.

Tips on how to write a two-week notice letter

• Use the business letter format. The perfect choice for a professional look of your document.
• Be concise. You don’t need to include a complex explanation of the reasons for leaving. Stick to indicating that you are resigning and when your last day of work will be.
• Show gratitude. Consider offering a sincere thank you for the gained experience.
• Be forward-looking: avoid having any negative remarks towards managers or co-workers. You never know, someday you may come back.
• Consider a resignation email. Depending on the procedures of your company and of its culture and vision, you can also send a resignation email message rather than a formal letter. The content of such email will be similar to a letter. In the subject line of the email, make sure to include your name and the word “resignation.”
• A resignation email may be the way to go when you cannot deliver a hard copy of the letter, for example, if your position requires remote work.

Managers’ notice of resignation

When referring to a management position, the recommendation is that managers provide a two to four weeks’ notice. So the classic two-weeks is the minimum in this case.

High management positions are harder to fill, therefore the resigning manager should consider staying one month after announcing his resignation.

Writing the two-weeks notice letter may be a slightly difficult task, but our tips and template will be helpful. Don’t forget that while the standard notice is this period of 2 weeks, you always have to check your company policies before starting the process of departure.

Delivering the letter

The best course of action is to deliver the letter in person, to your direct supervisor, or generally, to upper management. If circumstances don’t allow it, you can use an email or a more classic way: mailed resignation letter. Either way, you should ensure the delivery is professional, to secure a positive reference.

How should you give notice?

You shouldn’t feel awkward about resigning from your job, because after all, it’s a very common situation. We want to help you out, so here is a very simple plan to follow, if you want to pass through this process smoothly.

• Develop a transition plan: while there is always the possibility that your employer will terminate your contract as soon as you submit your letter of resignation, in the majority of the cases you will remain at work for 2 more weeks. Your co-workers will be keen on being engaged in your projects, so make sure you help with the transition.
• Be considerate: if you don’t have anything nice to say about the work environment, your managers or your colleagues, it’s better to avoid any opinion. This is now the time for negativity.
• Arrange things to keep in touch: during the two-week notice, you should add people to your LinkedIn profile and offer your personal email to your co-workers. This way, when the time comes you need a reference, contact will be extremely easier.

Two weeks notice resignation email message

A resignation email message may be acceptable in some cases, for some workers. But we always recommend trying to present a hard copy of the letter to your superior.

What’s the biggest difference between a resignation email and a resignation letter? The letterhead.
When writing a resignation email you only need to add your manager’s email and a concise subject line, usually: “Letter of resignation”, followed by your name.

A resignation email is useful and acceptable when:

• you work as a remote employee;
• you have always communicated via email with your manager;
• you want to show gratitude;
• you would rather not mention a reason for resigning.

Find below an example of such a two weeks notice of resignation email:

Two-Weeks Notice Resignation Letter Template

We offer you a free template of the two-week notice letter. But remember, it’s just an example (granted, a great one), feel free to adapt it to fit your personal status.

Writing a professional resignation letter is the thing to do if you work within an industry where your reputation is crucial for your future job or if you sense that you may come back in the company someday.

While you are demonstrating you respect your former employer, you also have the chance to show your gratitude for the opportunities provided by your managers.

Download the resignation letter due to family reasons in word format

Don’t forget to include in the resignation letter:

• your name and address;
• the date;
• company name and address;
• name of addressee.

A professional letter is optimal for cases like:

• you are part of a field where your professional associations are important for your career;
• you are comfortable offering positive feedback to your manager;
• you would rather not include a reason (for resigning) in your letter.