Are you trying to figure out how to write a letter of resignation? Maybe you're writing a letter of resignation email. Or maybe you're not sure what should go into your two weeks' notice letter.
So, what is a letter of resignation? This is also sometimes called a 2 weeks' notice letter or a leaving job letter. It's a formal notice that you plan to vacate your current position. Some contracts might require this kind of notice to formally end them without penalty. Other scenarios might not require a two weeks' notice letter, but it's often considered a best practice.
In this article, we'll show you simple ways how to write a 2 weeks' notice letter or letter of resignation. We'll take a look at some 2 weeks' notice examples too.
Jump to content in this section:
Why Write a Letter of Resignation?
So, why write a letter of resignation at all? If you're leaving the position, why not just leave?
Well, writing a letter of resignation is a standard practice for good reason. It's an important professional courtesy. You're formally letting your employer know that you'll no longer be available for work.
That's why letters of resignation are also known as a "two weeks' notice letter." Two weeks is typically a reasonable time frame for letting your employer know that you'll no longer be available.
What are some of the other reasons to write a letter of resignation:
1. It Shows Professionalism
Imagine being at work and someone doesn't show up: no notice, nothing. It would feel really unprofessional, right? It would also put a lot of stress on everyone else, leaving a lasting negative impression.
It's good etiquette to give formal notice of your departure from a position. This includes clearly stating your departure date and giving adequate notice.
2. It May Be a Required Part of Your Contract
You may want to review any related contracts to see if there's recommended time frames for giving this notice. Some employment contracts or policies may require written notice. Doing so would ensure that you're following company policy.
In some organizations, the human resources department requires a written resignation for their records and administrative purposes.
3. It's Good for Records and Formality
If you provide notice in writing of your resignation, there's no mistaking the details. Imagine relying on word of mouth, for example. Without any written notice, there could be room for error—and this error could impact things like timing, payment, and replacements.
Making a formal leaving job letter means it's all in writing and there's a clear record of your intentions.
4. It Can Help With Transitioning
Again, even though this position is ending for you, there are other people who still work at your previous company. Providing a 2 weeks' notice letter helps everyone at the organization prepare for this transition.
Think about it this way: you're a part of a professional team. Your absence will impact the workflow of everyone else. By giving your employer adequate notice, you'll help make this transition smoother for everyone.
How to Write a Letter of Resignation
Let's look at some of the essentials you'll need when writing a letter of resignation.
1. Make Sure to Include the Date
Dates are very important in a letter of resignation. You'll want to be very clear on this. If you leave your exit date as ambiguous, it leaves room for confusion.
- Make sure to include today's date (or the date you intend to deliver the letter) in the header of your letter. Even if your letter of resignation is an email, it may be a strong idea to include today's date.
- Include the last day before you vacate your position. This is essential, as it's officially your last day at your job.
- State the timeframe. If necessary or part of your employment contract, you can also state the notice timeframe. For example, you can clarify that this notice time frame is two weeks, as required.
2. Be Formal With Your Salutations
Remember, this is a formal, professional notice. It's advised to remain formal with your salutations and your overall tone in your letter of resignation. Even if you're on a very casual basis with your team, this isn't necessarily the place for that kind of dialog.
You can always follow up with more personal goodbyes if you've built friendships in your workplace. Think of your two weeks' notice letter as an official document.
3. State Your Intentions and Have Focus
It's very important to clearly state your intentions. This isn't the place to be ambiguous or leave room for interpretation. If you're leaving the position, clearly state that you'll no longer be available for work.
For example, check out these two sentences and how they differ:
- I will no longer be available for work after [Date]. This will be my last workday.
- After [Date] I'll be doing other things. I got a new job.
The first example specifically states your intentions: that you'll no longer be available for work after a specific day. It's very clear and to the point.
The second example is more ambiguous. It focuses more on things that aren't necessarily the core task at hand. It also doesn't clearly state that you're leaving the position and won't be available in the future. Also, you generally aren't required to explain why you're leaving a position.
4. Express Gratitude and Offer Assistance
It's generally a strong practice to express gratitude for your experiences at this position. This could be as simple as "thank you very much for the professional experiences I've had here." You don't necessarily need to be excessive to express genuine thanks.
Although not required, it can also be a good idea to offer assistance in the transitional period. For example, if your work is specialized, your employer may want you to leave notes for the next person filling your role.
Offering thanks and assistance can make for a pleasant resignation. In addition, it can help maintain positive contacts, even after you've left an organization. Your ongoing reputation matters.
5. Close Your Letter Professionally
Close your letter with the same professional tone. Even if you do feel emotional about your departure, remember, this is a formal letter. If you want to share informal goodbyes with co-workers, you can do so outside of this formal notice.
This is also not typically the best place to air grievances. If you've got a work-related concern, make sure to report or communicate this via the appropriate channels in your workplace.
Analyzing a Simple Resignation Letter Sample
Looking for some 2 weeks' notice examples? Check out this simple resignation letter sample. It includes all of the points we explored in how to write a 2 weeks' notice letter.
[Your Name]
[Your Address Information]
[Your Email/Phone]
[Today's Date]
-
[Your Supervisor's Name]
[Job Title]
[Company Name]
[Company Address and Information]
-
Dear [Your Supervisor's Name],
I am writing to inform you that I am resigning from my position as [Your Job Title] at [Company Name]. My last workday will be on [Date]. I am providing a notice period of [Number of Business Days or Weeks] with this letter.
I have enjoyed my time here at [Company Name] very much, and I am very grateful for all the professional experience I have gained while working here. If there is anything I can do to assist in the transition process prior to my departure, please let me know. I am happy to help provide support for a smooth transition.
I want to express my genuine thanks to you and our team for making my time here a rewarding experience. Should you need any additional information from me, please contact me at [Your Email] or [Your Phone Number].
Sincerely,
[Your Name]
Did you notice the key points in this simple resignation letter sample?
- It included all important dates and timelines.
- All salutations and tone were formal.
- The intention is clearly stated and the letter has a singular, professional focus.
- The letter offers thanks, while also offering to help in the transition process.
- The conclusion is professional and to the point.
Remember, you'll likely need to customize a template like this to best suit your position. These key points, however, should help guide you in the right direction.
3 Quick Tips to Write a Good Letter of Resignation
Do you still have some questions about writing a resignation letter? Here are some tips:
1. Keep Your Letter Concise
Your letter of resignation doesn't have to be long. This isn't the place for sharing memories, thoughts about the workplace, or other aspects of your position. Stay focused on the task at hand: your resignation. The key points we covered are simple and straight forward. If your letter of resignation is really long, it likely means it's time to cut back on some of the "fluff."
It helps to think of your letter of resignation as an official document, stating official dates, rather than a letter to a friend. Again, if you want to communicate heart felt goodbyes, that's fine! But the resignation letter isn't the time and place.
2. Keep Your Letter Positive
Even if you've got potential concerns or even grievances, this isn't necessarily the best place to communicate them. Remember, this is a 2 weeks' notice letter. The focus of leaving job letter is just that: to state your intent to vacate the position.
However, you should consider the impression you're leaving behind. You never know when you might need a professional reference or when your paths might cross with your co-workers again. Keep your 2 weeks' notice letter positive. Express thanks for the opportunity to work with your employer. You can do so while being concise, as well.
And, if you do have hard feelings, remember: your professional reputation matters. It can be difficult to stay professional when you feel emotional, especially if those emotions are sour. However, dealing with difficult situations is a big part of professionalism. Handle the situation with grace. Be polite, rise above, and focus on the future.
3. Be Mindful of the Delivery
In some cases, a letter of resignation email might be the most appropriate approach. Other situations may warrant delivering a physical 2 weeks' notice letter, in person. Chose the delivery of your leaving job letter based on the best practices in your workplace.
If you're wondering how to quit a job over text, you may want to proceed with caution. Text messaging apps may be seen as less professional. In addition, messaging apps may have the ability to edit messages and they lack some of the print options you may have with over avenues.
While figuring out how to quit a job over text might sound good at first, it's probably not the best idea. Email provides the same convenience but with a generally more professionally acceptable atmosphere.
4. Be Mindful of Your Resignation Email Subject
Your resignation email subject should be just as professional as the rest of your letter of resignation email. This isn't the place for informal writing, emoji, or other casual dialog. If you're unsure of a strong resignation email subject, consider these examples:
- Letter of Resignation [Your Name, Position]
- Formal Resignation [Your Name]
- Resignation Notice [Last Working Day, Your Name]
Make sure your resignation email subject clearly states Resignation and Your Name, at the very least. This makes the nature of this email very clear, up front.
In contrast, take a look at these less effective examples:
- Important Please Read
- I'm Sorry
- Goodbye
- I'm Quitting
- [Your Name] Letter
These resignation email subjects are either quite vague or lack professionalism. Keep things direct and to the point. This isn't the space for expressing candid emotions or dodging the nature of your email.
5. Make Sure to Follow Up
After you've submitted your letter of resignation, make sure to follow up with the appropriate channels. You'll want to verify, for your records, that it's been received. This way, there's no mistaking your intentions and plans.
Again, consider being as polite and professional as possible. Your previous co-workers can prove to be excellent references, in the future. In addition, networking can be invaluable. Consider ways you might want to keep in touch with the people you've worked with.
Learn More About Professional Best Practices
Want to learn more about professional best practices? Check out our free articles, right here at Envato Tuts+. Learn about how to write different types of professional letters, as well other valuable, soft skills.
How to Write a Professional Appeal Letter (+Top Tips & Examples)
How to Decline a Job Offer With a Letter (Like a Professional)
10 Tips for Dealing With Difficult Changes in Work & Life
How to Write & Design a Winning Business Proposal in 2023
13 Top Job Search Engines: Where to Find a Job in 2023
How to Get Your First Job After Graduating
Find the Perfect Professional Assets on Envato Elements (Design Without Limits)
Whether you're working on your resume or preparing for a presentation, Envato Elements is the perfect addition to your professional toolkit. From design templates to stock photos, from fonts to graphics—you get access to all of it, and all for one, low price.
Here are some ways that Envato Elements can be invaluable to today's creative professional:
- Thousands design templates are available for download, all with unlimited access. They're fully customizable, so you can make the perfect presentation, business cards, flyers, and more—easily and quickly!
- Need a stock photo? How about a different font? All of that supplemental content is included too!
- You also get audio, textures, backgrounds, and even website templates! Need a new resume design? It's included. Business cards? That's included too!
Sign up for Envato Elements today and take advantage of unlimited downloads for one low price.
Now You Know How to Write a Letter of Resignation
Figuring out how to write a letter of resignation isn't too tough, once you know where to start. Use these reference points as your guide but remember to customize your letter to suit your organization and needs.
Good luck with your professional pursuits!
