While it may be tempting to make a dramatic exit from your job, complete with fireworks and viral videos, such actions are far from professional or courteous. Regardless of the circumstances, it is important to handle your resignation with professionalism and respect.
Every experience, even the challenging ones, can provide valuable learning opportunities. Therefore, whether you are leaving on a positive note or with mixed feelings, it is essential to express professional courtesy by submitting a formal resignation letter.
Some companies have specific notice periods outlined in their employment contracts, which you are obligated to fulfill. In the absence of such contractual obligations, a customary practice is to provide a two-week notice period to allow the company ample time to find a suitable replacement. Regardless of the duration, the process of writing a resignation letter remains consistent.
With our step-by-step guide, we aim to assist you in crafting a comprehensive and professional 2-week notice letter that can be adapted to various resignation scenarios.
Writing a Professional 2-Week Notice Letter in 5 Steps
Strive to be as professional as you can be when submitting your two-week notice letter, and the unspoken rule of professionalism states that a resignation letter should be formatted just like a business letter, with the following parts:
- Employer’s Details
- Body paragraphs
- Signing off
In addition to professionalism, a resignation letter format with the right components also gives a clean and organized appearance. This makes it easy for you to write and convey your message and easy for the employer to read, within seconds. Your letter should not have a reading time of more than two minutes.
Here’s how you can format your letter like a business letter:
Step 1 – Letterhead
The letterhead or the header represents the sender and their details. In a two-week notice letter, the header should contain all the important details about you.
To create your letterhead, include the following information about yourself at the very top of the page:
- Your full name
- Your mailing addresses
- Your contact details
- Your email address
For your name, include your full official name, don’t use any nicknames or monikers that you might have had at your workplace. Your mailing address should be an address where you can be reached. If you are planning a move right after your resignation, add your new address or a permanent address like that of your parents’ house.
Your contact details and your email address should be personal and not those given to you by the company. If they provided you with a cell phone, you might have to return it. If you have a company email address then it may become inactive after your resignation, therefore give them your one. Your email should sound professional and must include your name.
Step 2 – Employer’s Details
Right after the header comes the recipient’s details, which in this case is your employer. Here are the components that you should include when addressing your employer:
- Recipient’s name
- Recipient’s title
- Name of the Company
Write the date carefully. It should be the date you will officially send the letter to your employer. This might prove crucial in the future when confirming the delivery of the notice letter.
Step 3 – Salutations
Salutations in a resignation letter don’t involve any strict rules. You can address your supervisor the same way you have been addressing them in real life. You can use their last name, their first name, or their preferred name to address them in the letter. Be sure to add a Dear before their names.
Step 4 – Body of the Letter
The body of the letter needs to be brief, concise, and polite. Ideally, you must wrap up the body of your 2-week notice letter in three to four small paragraphs. You don’t need to adhere to a fixed number of paragraphs but it helps to craft your letter when you know what to convey in the beginning, middle, and end.
Here’s how you must write each paragraph:
The Opening Paragraph
The first paragraph must immediately convey your message. There’s no need to beat around the bush. Make everything clear, and eliminate all chances of confusion and miscommunication. State that you intend to resign from the job in two weeks and mention the exact date your notice period will start and the last date you’d work at the office.
Now that you know the message you need to convey in the first paragraph, also focus on the tone of your voice. Being straightforward doesn’t mean you have to be blunt. Express your regret or at least imply that you are sad to leave the company. Keep the tone soft and polite.
Also, remember, there’s a difference between being polite and being apologetic. Be the former and never the latter. Do not use phrases such as “I am deeply sorry to inform you”, “I apologize for the sudden notice”, etc. You aren’t doing anything wrong, you’re progressing in your career and that’s not something you need to apologize for.
The Second Paragraph
In the second paragraph, it is customary to express gratitude for the opportunity and time the company has invested in you. If you truly loved your time here, do not hold back from expressing it, such as thanking them for the chance to work and interact with talented coworkers, allowing you to enhance your skills with training sessions, giving you projects that helped you gain valuable skills, for the opportunity to travel to new places, helping you with professional growth, etc.
You must also briefly explain why you are leaving the job. If you’re leaving because of any issues with the company, don’t delve into it, but rephrase it politely such as “to pursue new opportunities“. You can state your genuine issues with the company at your exit meeting or in a feedback form.
Other reasons you can give for leaving the company include:
- For career growth
- An offer with another company that aligns with your future goals
- To join a company that offers flexible work hours that is more suitable to your certain circumstances
- Attaining your dream job
- Your lifelong dream to pursue entrepreneurial endeavors
- To explore other opportunities
- To attain new skills
- To continue higher studies
- To join a company with values that aligns with your personal beliefs
- Relocating to another state, city, or country.
- For personal reasons such as taking care of an aged parent, starting a new family, becoming a stay-at-home parent, etc.
The Closing Paragraph
The ending of the two-week notice letter is your chance to maintain professionalism and moral integrity. In a concise paragraph, let your employer know that you’d continue to fulfill your responsibilities while staying dedicated to excellence and that you’d be happy to help your replacement during their transition period. This may include training the new employee, showing them the ropes, briefing them on your projects, etc.
Step 5 – Signing Off
At last, sign off the letter in a professional manner. Keep it very short and simple such as sincerely or best regards, and then sign your name.
Read More: What To Say When Giving Notice To Your Boss?
2-Week Notice Letter Template For Seeking New Challenges
[Your Mailing Address]
[Your Contact Number]
[Your Email Address]
Dear [Employer’s Name],
I hope this message finds you well. I am writing to inform you of my decision to resign from my position at [Company Name]. My last day of employment with the company will be [Last Working Day – Date].
I would like to express my deepest gratitude for the opportunity, time, and commitment that [Company Name] has invested in me. Working here has been an invaluable experience, and I am sincerely thankful for the professional growth, valuable skills, and knowledge I have acquired during my tenure. It has been a privilege to work alongside such talented colleagues and be part of a supportive and collaborative team.
After careful consideration and reflection, I have realized that it is time for me to seek new challenges in my career. This decision is driven by my strong desire for personal and professional growth, as well as the pursuit of new opportunities that align with my long-term aspirations.
To ensure a smooth transition, I am committed to completing any pending tasks and projects and providing comprehensive handover documentation. I am more than willing to assist in training and supporting my replacement during their transition period to ensure a seamless continuation of work.
I would like to take this opportunity to thank you and the entire management team for your guidance, support, and belief in my abilities. It has been an honor to be part of [Company Name], and I am grateful for the opportunities and experiences I have had.
I wish you and the entire team continued success in all future endeavors.
2-Week Notice Letter Due To Toxic Work Environment
Here is a sample notice letter due to hostile work environment:
[City, State, ZIP Code]
[City, State, ZIP Code]
Dear [Supervisor’s Name],
I am writing this letter to inform you of my decision to resign from my position at [Company Name]. Unfortunately, the current work environment has led me to make this decision.
I have encountered situations and behaviors from colleagues and superiors that have left me feeling uncomfortable and disconnected at work. Despite my efforts to address these issues, I feel my concerns have not been adequately acknowledged or resolved.
Consequently, I find it necessary to tender my resignation, effective [Date], to prioritize my mental well-being and overall health.
I would like to express my sincere gratitude for the opportunities and experiences I’ve had at [Company Name]. The knowledge and skills I’ve acquired from working alongside my colleagues will undoubtedly prove invaluable in shaping my career.
Rest assured that I am fully committed to supporting a transition process and fulfilling all of my obligations until the end of the notice period.
Thank you for your understanding and support during my tenure at [Company Name].
Two Weeks’ Notice Letter Short And Sweet
Here are some templates for short and sweet resignation letter:
Subject: Resignation Notice – [Your Name]
Dear Mr. Thompson,
I am writing to formally resign from my position as Marketing Manager at XYZ Corp, effective two weeks from today.
I have greatly appreciated the opportunities and experiences during my tenure, but I’ve decided to explore a new career path.
I am committed to ensuring a smooth transition of my responsibilities. Thank you for your understanding.
Subject: Notice of Resignation – [Your Name]
Dear Ms. Johnson,
Please accept this email as my official notice of resignation from my role as Software Engineer at ABC Technologies. My last working day will be on [Date], two weeks from today.
I am grateful for the opportunities I’ve had during my tenure and the experiences I’ve gained.
I am committed to ensuring a smooth transition of my responsibilities and will assist in any way possible during this period. I wish XYZ Corp continued success in all its endeavors.
Subject: Resignation Effective in Two Weeks – [Your Name]
Dear Dr. Smith,
I am tendering my resignation from my position as Research Analyst at Global Insights, to be effective in two weeks.
I’ve cherished my experiences here and truly grateful for the support and opportunities I’ve received during my time here.
I will work diligently to ensure a smooth handover of my responsibilities.
I wish Global Insights all the best and am confident in its continued success.
2-Week Notice Letter Due To Mental Health
Here are some sample resignation letters due to mental health:
Dear Ms. Sullivan,
I am writing to formally resign from my position at Green Leaf Enterprises, effective on [Date], two weeks from today.
As previously discussed on [Date], I have been facing challenges in managing the demands of my role, which has led to significant stress. Therefore, I have decided to step down to prioritize my mental health.
I am truly grateful for the opportunities and experiences I’ve had during my tenure here, and I appreciate your understanding of my current situation. If there is anything I can do to facilitate a smooth transition, please feel free to let me know.
I wish you and Green Leaf Enterprises all the best in your future endeavors.
Dear [Manager’s Name]
I am writing to inform you that I have made the decision to resign from my position effective two weeks, from today.
I have been dealing with stress and anxiety in my life lately, which has made it difficult for me to effectively balance these issues with the high demands of my role. Despite my efforts, I find myself unable to maintain the level of dedication and performance required for this position.
After much consideration, I believe it is in my interest to step down and focus on taking care of my mental well-being.
I want to express my gratitude for the opportunities and experiences I’ve had during my time. The support and understanding extended by you and the team have meant a lot to me. However, recognizing the importance of prioritizing my well-being, I feel it is necessary for me to address these issues as soon as possible.
Rest assured that I am committed to ensuring a smooth transition during this period. Please let me know how I can assist in facilitating this process.
Thank you for your understanding and support during this time. The memories and experiences gained here will always hold value for me. Wishing you and the team continued success in all endeavors.
2-Week Notice Letter For A Job You Hate
You may be leaving your job because you hate your job, your colleagues or management. However, avoid venting, complaining, or expressing anger in your letter. You should maintain a polite and formal tone. Keep it short, positive and solutions-focused in your two weeks’ notice letter.
Here is a sample letter for a job you hate:
Dear [Manager’s Name],
I am writing to formally notify you of my resignation from my position as [job title] at [company name], effective [two weeks from date of letter].
I appreciate the opportunities I have been given during my time with [company name]. Working here has allowed me to develop [list one or two applicable skills]. Although this was a difficult decision, I feel it is the right step for me moving forward.
To help ensure a smooth transition, I am happy to assist with training my replacement, completing any unfinished projects, and tying up any loose ends with my responsibilities over the next two weeks. Please let me know how I can best assist you and the team during this transition period.
I wish great success for [company name] and my colleagues here. It has been a pleasure working with you and this dedicated team.
A little time and effort in crafting your resignation letter goes a long way in your career. A professionally written 2-week notice letter helps to maintain a positive reputation, leave a lasting impression, and ensure a smooth transition for both the employee and the company.