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Just like securing your first job, quitting your current job is not a walk in the park. Depending on your company, industry, or geography, you may need to follow certain processes. After all, whatever your reason for leaving is, you wouldn’t want to ruin the good rapport you’ve established with your employer during your tenure, right?
There are different standard practices for resigning from a job. But, have you ever heard of a two weeks notice letter? Is it really customary to submit one to your employer? If this is the case, when is the right time to give it to them? In this article, we will provide answers to these questions, along with some tips on how to write a two weeks notice letter properly and professionally. So, keep on reading.
What is a two weeks notice letter?
A two weeks notice letter is a short document notifying the company that you have decided to quit your current position. It should be given to your employer two weeks or precisely fourteen days before the official date of your departure. As it is a common practice for US workers to provide their employers with this letter before resigning, many people believe it is legally required to do so. However, it is not always the case.
There is no statutory law affirming that it is a requirement to give a notice two weeks before quitting a job. However, if your employment contract specifically dictates that you must provide one, then you are legally required to abide by it. There are cases where the notice period may differ. Hence, it is important to review your contract if you are planning to leave your current company to ensure proper compliance. This customary practice applies in the US, Canada, the UK, and other countries.
Why should you write a two weeks notice letter?
While providing a two weeks notice letter is not always legally required, there are still good reasons to give one to your employer if you can. Remember that when you quit your job, your responsibilities need to be passed on or paused. Hence, writing a notice letter will not only give you time to complete your current work obligations but will also help your employer plan accordingly to cover your absence. Thereby, allowing you to leave your job on a professional and positive note.
On the contrary, deciding not to give the company any notice at all poses a risk of burning bridges. This is because quitting your job suddenly could leave your employer in a difficult situation. You’re not giving them the time they need to find a suitable replacement or train another staff to take on your responsibilities. As a result, you won’t probably get a good reference for future employment. So, to leave a good impression on your soon-to-be former employer, make sure to inform them about your resignation two weeks in advance if possible.
How to write a simple two weeks notice letter?
Drafting a customized cover letter when applying for a certain position is not easy. This can also be the case when you’re trying to write a notice letter to resign from your current job. So, if you’ve decided to give one to your employer even if it’s not required, don’t worry. We got you! Here are some guidelines you can follow.
1. Discuss with your employer verbally
Before trying to compose your two weeks notice letter, find a convenient time to meet with your manager to discuss your plan to resign first. Whether via phone, video conference, or face-to-face conversation, it is always a good practice to share this kind of information verbally. In addition, it is a courtesy to them that helps prevent any unexpected news. So never ever try to quit a job over a letter alone, as this can be seen as a disrespectful gesture.
2. Format your letter appropriately
Just like how a cover letter has a proper format, a two weeks notice letter has its own too. Ideally, it should follow a business letter format to make it look simple and organized yet professional. It doesn’t have to be fancy or colorful. However, it can be way shorter than a typical business letter. In most cases, it just contains three to four paragraphs with two to four sentences each. So, to start, let us give a list of the different parts of an effective two weeks notice letter.
- The date the letter will be given
- Recipient’s details
- Salutation or greeting
- Body of the letter
- Closing
- Full name and signature
This is what it should look like.
3. Clearly state the date of your last day
After properly greeting the recipient, give the information they need in the opening paragraph. Be brief and straightforward in informing them of your intention to leave the company. Don’t forget to include the specific date of your planned departure. While you can simply state that you are leaving two weeks from the date you’ve given the notice, giving the exact date can avoid confusion or miscommunication. See the example below.
Dear John,
Please accept this letter as formal notice of my resignation from my position as Senior Project Manager at ABC Company, effective two weeks from this date. My last day of employment will be July 21, 2022.
4. Explain your reason concisely and professionally
Providing your reason for your resignation is optional. However, doing so is considered to be an essential business protocol. In addition, letting your employer know why you are leaving can clarify any matters and prevent misunderstandings. You won’t leave them out wondering why you’ve decided to quit your job. Thus, allowing you to part ways on mutually agreeable terms and maintain positive professional relationships.
When explaining your reason, it is vital to stay professional, positive, and polite. We suggest avoiding criticism, bringing up work issues with your colleagues, blaming your manager for your decision, or saying anything negative about the company. Also, if you are leaving because you’ve been offered a higher salary, it is better not to mention that, too, as this can have a negative impact during the resignation process. Do not overshare and keep your explanation to one to two sentences. Remember, leaving with civility is more important because you’ll never know who you will cross paths with again in the future. Have a look at the example below.
I am writing to inform you about my decision to resign as the Accounting Manager of ABC Company, effective July 21, 2022. While this was not an easy decision to make, I have received a job offer as a Project Engineer with one of my dream companies, and it is a career change that I’ve always wanted to take on.
5. Consider saying thank you
Expressing gratitude is another good way to maintain a positive and friendly relationship with your employer even after you leave. Hence, if you are leaving on good terms with them, make sure to dedicate one paragraph of your two weeks notice letter to thank them for the opportunity. This can include a chance to work on certain projects or resources they provided for you that enabled you to gain valuable skills in the industry.
However, you don’t have to if you don’t feel like thanking them, especially if your reason for leaving is due to their shortcomings. Keep in mind that it’s not mandatory. But make sure not to mention anything that could leave a bad impression throughout the resignation process. Here’s an example of how you can show your appreciation to your employer.
Working for ABC Company has been a great experience. I am very thankful for the new learnings I have gained and enjoyed the projects I worked on with you and my colleagues. Everything I learned here has helped me grow professionally and personally.
6. Mention next steps and offer help
The final paragraph of your two weeks notice letter should explain what your next steps are. For example, let them know that you will continue to support the company and perform your duties for the duration of your notice period. You may also consider offering your help to assist with the transition process. This can include training your replacement and providing them with the resources necessary to successfully do the job. Doing so can help your employer continue operating without falling back because of your departure. Let’s give you another example.
I completed my pending work and put all important files in order. If you require further information about the work I’ve handled, please don’t hesitate to let me know. Also, in any case you need assistance transitioning my replacement, I am ready to help in any way I can.
7. Sign off professionally
Ending your two weeks notice letter is a very straightforward task. To close it, use a professional but not too formal closing salutation, such as Sincerely or Warm regards. Then, add your name and signature below it – and you’re done! Below is an example.
Yours sincerely,
(Signature)
James Smith
Two Weeks Notice Template & Example
Download PDF Sample | Download Word Sample
No matter what your reason is for resigning from your current job, you will want to leave on the best terms possible. The most effective way to do this is to give your employer a two weeks notice letter. This can help you keep them in your network, foster relationships beyond work, and earn a good recommendation valuable for future employment. After all, it’s normal to leave a job and move on to the next opportunity in your career. So, if you’re planning to do so, reach out to us so we can help you build a job search strategy.
