Have you decided to quit your job? If so, it is conventional to supply your employer with a two weeks notice letter to give the employer adequate time to prepare for your absence. This may include hiring someone to fill your position or delegating your duties and responsibilities to other employers, which requires ample time to plan. Therefore, two weeks usually acts as a transition period for your employer. Typically, notice letters are a formal declaration in writing, demonstrating your intent to leave a job. While two weeks is the customary resignation time frame in most countries, this may differ depending on your employment contract or company’s code of conduct.
Writing a notice letter is an opportunity for you to demonstrate your professionalism and leave the job on a positive note. Additionally, it helps you create the right impression, which will impact the information your employer may have to write in a recommendation letter if need be, or the information he or she provides if you decide to include him or her in the referee section of your resume.
Read on to find out more information about two weeks notice letters, why and when you need to write one, and how to write a resignation letter.
Table of contents
1. Tips to resign professionally
2. How to write a two weeks notice resignation letter
3. Sample two weeks notice letter
4. What to do before submitting your two weeks notice letter
It’s normal for people to leave jobs in search of greener pastures. Therefore, providing a resignation letter is beneficial to both you and the company. However, while you may have already decided to resign, there are a few things you need to consider before drafting this letter, these include:
1. Go through your employment contract
The differing nature of industries and companies dictates the standard amount of time for someone to give a notice of intent to leave a job. For instance, some companies may require an employee to go immediately on receipt of the resignation letter while other companies will need the employee to stay for a period to complete their pending obligations, onboard coworkers or new hires on how to perform their duties effectively, or time to find a replacement for your role.
In most circumstances, the company policy or employment contract contains a clause that stipulates the company’s resignation standards, such as the period of notice. This period may be any time from 2 weeks to 1 month or even six months. Alternatively, the contract may state at will-which means providing a notice letter is not mandatory, but it’s always good practice to provide your employer with at least a two weeks notice letter to allow them to make the necessary changes which will enable you to leave the job on a good note.
2. Schedule a one-to-one meeting with your employer
With the booming technology advancements in the current economy, it’s become way too easy to hide from uncomfortable situations with just the touch of a button. However, choosing to meet up with your boss, manager or supervisor to discuss your resignation, illustrates that you respect them and emphasizes your excellent character as well as professionalism.
If possible always quit in person. However, in instances where you work remotely and scheduling a one-to-one meeting may be difficult, you can still make a phone call.
3. Be prepared for the conversation
Scheduling a meeting with a supervisor, manager or boss means that you’re going to have the “I quit” talk or rather an exit interview. This is already as bad as it gets. Therefore, it will be easy on you if you prepare and know what you need to say and how to say it correctly. Preparing in advance helps calm your nerves and makes it easier for you to say what you need to say.
Consider the following when preparing and having the discussion:
Be truthful and stick to the necessary details
Once you decide to resign from your job, it’s essential to inform your superiors of your intention. Being tactful about how you answer this question is very important. Despite the reason you choose to leave a job, phrase your answer positively.
For instance, if the reason you’re leaving is because the company doesn’t provide any growth and development opportunities. Don’t phrase it like this, instead inform them that you are looking for opportunities that best fit your future career goals.
Also, if your employer asks you about your next opportunity, you are not at liberty to disclose the information unless you are comfortable.
Be prepared with the last date of your employment
Providing your employer with a resignation notice letter allows them to prepare adequately for your departure. Therefore, they may probe you, to know more information about your last date, your continuing obligations and how you intend to deliver the work before your last day.
Usually, a notice of intent to resign becomes effectual from the day you deliver it. Therefore, your last date will be determined by the time you provide the letter to the relevant departments and the details offered on the company policy regarding quitting.
Be prepared for a counter offer
If you were a commendable and well-liked employee, chances are your employer may attempt to give you a counter offer such as a pay rise or other employment benefits to keep you on board.
Prepare in advance, precisely what you are going to say and whether you’ll consider a counter offer if it comes with certain advantages-or the reasons that are making you quit, in the first place, have been addressed.
However, if you decide to stay, be psychologically prepared for some awkwardness between you and your superiors. If you chose to leave, decline the counter offer respectably. For instance, you can say something like:
“I highly appreciate the opportunity you’ve given to me. While I highly value my experience and time working with you, the next opportunity is the best option for me moving forward.”
4. Stick to the facts
When writing the notice letter ensure you highlight the contents effectively. Things to consider include:
5. Deliver your two weeks notice letter
This step should come after your one-to-one meeting with your superiors. If you are resolute to resign despite being offered a counteroffer, then you give your superiors your formal declaration of intent to leave the company within a specified period.
6. Send an email
In cases where it’s challenging to reach your superiors in person, via phone calls or video conference calls, it is advisable to send an email.
However, ensure that that the subject is clear and positively summarize the body of your email. Also, attach a scanned and signed copy of your resignation letter.
When writing a resignation letter ensure that you observe formality and professionalism. Generally, ensure your letter has the following elements:
1. Business letter format
This format ensures that your letter is formal and professional. At the top left side of your letter, include your contact information, the date, and your employer’s contact information.
2. Highlight the date
This is one of the essential things in letters of intent. You need to state the time you plan to leave the company. There are two options of addressing this, either you state the exact date you are going to leave or indicate that you’re leaving in two weeks, three months and so forth.
3. Express your gratitude
Express that you are grateful for the time you’ve been at the company and the experience you’ve gained while working there.
4. Be brief
Stick to the relevant information. Avoid stating anything negative about the company or your coworkers. Maintain professionalism throughout.
5. Express your willingness to help
Consider helping with onboarding of new employees or other coworkers who are expected to take over your responsibilities once you leave. Be specific about the help you’ll provide.
6. Send the letter to the relevant departments
Ensure your letter reaches both your employer and the human resource(HR) department for purposes of updating your file.
7. Do research
Before writing a notice letter, ensure you research to know what is expected and how to emphasize the information you are going to provide.
While there are different ways to craft or write a resignation letter, the formula is always constant. Below are examples of notice letters to get you started.
a) Simple resignation letter
This type of letter maintains a neutral tone and only highlights the specifics of your intent to leave the company. Such a letter is ideal in situations whereby the work culture is exceptionally formal which limits the interaction of employees to their superiors.
Sample 1
[Your name]
[Your address]
[city, state, Zip code]
[Date]
[company name]
[company’s address]
[city, state, zip]
Dear [superior’s name-supervisor, manager or boss],
I write this letter to inform you of my intention to resign as a [position name] at [company name], effective two weeks from today, [current date].
I appreciate the experience and highly value my time working with [company name].
Kindly inform me of the assistance you will need from me during the transition period.
Thank you,
[Your signature]
[your name]
Sample 2
[Your name]
[Your address]
[city, state, Zip code]
[Date]
[company name]
[company’s address]
[city, state, zip]
Dear Mr./Ms. Last name
I am writing this letter to formally declare my intent to resign from TRMY company, effective from two weeks from this date. This will, therefore, set my final date on [date two weeks from today, e.g., July 15, 20XX].
Thank you for granting me the chance to work with TRMY company and the learning experience you have provided me with over the course of the last 3 years. The working environment and co-workers presented me with the right tools to effectuate my creativity to the maximum, which gave me the motivation to come to the office every morning. I will sincerely miss you all.
If there’s anything I can do during this period to help with finding and training a replacement, kindly let me know.
Regards,
[Your name]
[Your signature]
b). Formal resignation letter
This type of letter is more refined than a simple letter. Although it may not be necessary to delve into details here, this format comes in handy if you work in a formal establishment. They generally show respect. Therefore, the letter should convey your gratitude for the opportunity and time you’ve worked in the company.
A formal resignation letter is applicable in areas where It’s essential to have professional associations in your career path, or you genuinely want to demonstrate positive feelings towards your superiors.
Sample 1
[Your name]
[Your address]
[city, state, Zip code]
[Date]
[company name]
[company’s address]
[city, state, zip]
Dear [your superior’s name],
This letter constitutes my written two weeks notice of my intention to resign from [position] at [company name], valid as from [date, e.g., 15th August, 20xx].
During my time at the [company name], I had the opportunity for growth and development in areas about [mention the skills or areas you that allowed you to grow and develop at the company]. I highly value your guidance and support that [company name] provided me.
I hope that we will get an opportunity to collaborate in the near future.
Please let me know how I can help during the transferring period. I wish you and the organization all the best as you move forward.
Sincerely,
[Your Signature]
[Your name]
Sample 2
[Your name]
[Your address]
[city, state, Zip code]
[Date]
[company name]
[company’s address]
[city, state, zip]
Dear [your superior’s name],
I am writing to declare my formal resignation from XYZ Company, effective two weeks from today.
I would like you to know this was not an easy decision. The past three years have been gratifying. I have enjoyed working with you as a [name of position] and driving each team to achieve their goals and delivering quality work at the right time.
[Not mandatory unless you wish to: In all honesty, while I highly appreciate the opportunity you’ve given to me and value my experience and time working with you, the next opportunity is the best option for me moving forward.” Alternatively, you may need to quit your job due to family issues. In this case, you can say something like this: “Family circumstances require my maximum attention, and hence I will be unable to continue working as a [position] at the company”].
Thank you for affording me the opportunity to work with a team of brilliant people. I wish you and the company all the best, and I hope to collaborate with you once again in the future.
Kindly inform me if I may be of service during the transition, don’t hesitate to communicate.
Sincerely,
[Your signature]
[Your name]
c) Email resignation letter
There is hardly any difference between sending an email notice of resignation and sending a hard copy apart from the letterhead. When writing an email letter ensure that you have your manager’s email address and a clear subject line-typically formatted as “Letter of Resignation,” followed by your name.
A resignation letter is usually helpful in situations where it is impossible to meet or deliver a hard copy of the letter, generally for people who work remotely.
However, it’s advisable to attach a scanned and signed copy of the resignation letter in your email.
Sample 1:
To: [Your superior’s email address]
Subject: Letter of Resignation-Your name
Dear [Superior’s name],
I am writing to inform you of my resignation from [position name] at ABZ Company, effective two weeks from today which sets the date to {date two weeks from today}.
Thank you for the opportunity to grow and learn under the guidance of your very able team.
Please inform me about how I can be of assistance during the transferring period. I wish you and your company the best moving forward.
Sincerely.
[Your name]
Sample 2:
Subject: Resignation-Your name
Dear Mr./Ms. Surname
Please accept this as my formal two weeks resignation notice from ABZ company. My last day will be January 10, 20xx, which will be two weeks from now.
I highly value the support and training during my tenure with ABZ company. The opportunity helped me gain valuable experience, and it’s been a pleasure working with you and the team.
Please let me know if and how I can be of help during this transition period. I wish you all the best.
Kind regards,
[Your name]
Before submitting your letter, there are things you need to consider to ensure that you’ve made the best decision. Quitting a job is a significant decision that requires ample time to think about to ensure that you’ll not suffer once you quit. Some of the things you need to consider include:
Employment
Have you thought about what you are going to do afterward or better yet, do you have a new job and when will it begin? Having a backup plan is very important if you are considering resigning from your position.
Finances
How will resigning affect your funds, bills, and expenses? Regardless of the reason you are quitting your job; you need to be in a position to cater to your financial expectations-bills, utility, rent. Therefore, before actualizing your decision consider this aspect and make sure that you’re going to be okay financially, regardless. Also, consider the fact that not all new jobs work out well, so if this is an eventuality, will you be financially strained when you don’t have a source of income?
Pending workload
Do you have any remaining workload at your current position? Are you planning to leave without completing your workload? The appropriate answer here should be no! Remember, you may need your former employer to be your referee or write you a recommendation letter. Therefore, ensure that you maintain professionalism and work with due diligence until you complete your workload and your time with the company has elapsed.
Financial risk management/ Insurances
How does quitting your job affect your long-term financial plans? How will it change your medical insurance, car insurance or any other financial policy you have?
Resigning is tough, because you are not guaranteed that the results are going to be what you expected. However, proper planning and critical thinking will help you make the best decision.
Once you decide to leave your job, it’s courteous to write a professional or formal resignation letter. However, there are specific guidelines you need to consider to ensure you uphold utmost professionalism. Things to avoid:
1. Stray from the facts
Whatever your reason for leaving your position or your job at the company is, if it’s negative refrain from stating it. If you are leaving because you can’t get along with your boss, or the company culture just isn’t what you had hoped for or the company limits your potential, do not mention them. Focus on the positive aspects that the opportunity at the company gave you such as experience, growth, advancement, a learning opportunity and so forth.
During your exit interview, focus on stating your intent to quit your job, the date of resignation and your gratitude for the opportunity to work with the company.
2. Boast about your next opportunity
You’ve got a better opportunity? Fine! However, do not brag about it. There’s a very high probability that the greener pastures are not what you thought they would be. If this happens, there are two things involved either you’ll require your manager’s or supervisor’s to be your reference or to see if you could get your old job back. Therefore, it is essential to ensure that you remain professional and cordial throughout, with colleagues and your superiors, chances are you might need.
3. Quit without providing a notice letter
It is always a good idea to leave a position on good terms and ensuring that you have provided the company with enough time to find your replacement or to make the necessary changes before your departure. However, leaving without giving sufficient notice period means that you leave the company in a tough situation.
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