Two Weeks Notice Letter | How to Write (24 Best Samples)

A Two-Week Notice Letter, as the name implies is a letter written by an employee two weeks before they leave their job.

When an employee intends to resign from his current job, there are certain requirements to make the process easier for both the employee and the employer.
Traditionally, the employee is required to provide prior notice to their employer when resigning from an organization.

The two weeks notice letter alerts the employer of an upcoming vacancy in their organization and allow him enough time to make arrangements for a replacement.

Providing a two-week notice letter upon resignation has become a norm in the corporate world. In addition, a two-week notice letter is important for both the employee and the employer. By providing proper notice, the leaving employee can ensure that they leave the position on the best of terms.

A two-week notice also provides the employer with a sufficient time period to find a replacement or failing that, reassign the former employee’s responsibilities.

Suppose the employee fails to provide a two-week notice letter before resigning their position. In that case, the employer may choose not to provide the retiree with a reference letter or a letter of recommendation.

Providing a two-week notice letter allows the employee and employer to settle any pending tasks or accounts. It also provides the employer with a detailed record of reasons past employees decided to leave the organization. In addition, the record can be useful in certain legal proceedings.

There are two specific times when you are specially required to use a two weeks’ notice letter.

Following are the times when you need to use two week’s notice letter:

As per company’s requirement

Most organizations require their employees to provide two weeks’ notice when leaving the company. When it is company policy to provide a two weeks’ notice, the former-employee-to-be should ensure that they comply.

As per your ease

An employee that intends to resign from their job must only hand in the two-week notice letter if they have formally confirmed the offer with their new employer. Verbal confirmation is not sufficient for confirming a new offer, however, upon formal confirmation, the employee may hand in their two weeks’ notice letter.

Submitting a resignation letter to an employer can be done in a number of ways.

However, the following means are the most advisable:

If convenient, meet with your employer

Resigning from a job is a sensitive matter, one that should be handled with tact and professionalism. The best course of action when handing in a resignation and two-week notice letter is to find a convenient time for an in-person meeting between the employer and the employee intending to quit. The employee can strike up a conversation on why they want to leave the organization, and a two-week notice letter can be based on the prior verbal notice. This ensures that the employee clearly states their position and reason for resigning while allowing a dialogue to smoothen any potential disputes.

If you can’t meet in person, send an email

When an employee cannot schedule a time to meet in person with their employer before they resign their position, the next best option is to communicate via email. The Mail should be addressed to the employer with a detailed and courteous explanation for the employee’s decision.

Submitting a resignation letter to an employer can be done in a number of ways. However, the following means are the most advisable:

Employers often attempt to retain their employees when the employees want to resign. The employer typically provides the employee with a counteroffer to sway their decision to leave the organization. This is because the organization has invested some resources and time to develop the employee’s skills and invaluable experience in their current capacity.

Therefore, the employer would prefer to retain their employee, even if it means it will cost the employer a concession.

The employee’s reason for leaving the organization is used to decide what counteroffer would sway their decision. If for instance, the employee wants to leave the organization for a higher paying position, a pay increase could be used to persuade the employee to stay.

The employee must consider the pros and cons of staying at their current organization compared to leaving.

If the employee wants to leave their current organization for clashes with management, personal reasons, or distance issues, there is less chance that a counteroffer would be favorable. Whatever the reason for resigning, considering the employer’s counteroffer before finalizing is considered a professional courtesy.

Although there are no state and federal laws that legally obligate employees to provide two weeks’ notice before leaving an organization, it is worth noting that in some cases, the employee could face certain inconveniences when they leave a job without two weeks’ notice.

To protect the interests of the organization, employers have been known to include a mandatory notice period in their employment contracts which stipulates that the employee forfeits company benefits such as unused vacation days. Hence, it is a wise practice for employees to read the employment contract before quitting a job.

When an employee fails to give proper notice before leaving their job, they potentially leave a negative impression with the organization. Previous employers are usually important for reference purposes, and with a negative impression, the resigned may find themselves in a precarious situation. Positive references from previous employers are quite important during any job change either immediately or in the future.

A two-week notice letter should be professional and straightforward. It is important to note that the two weeks notice letter must create a positive impression with the employer to get a good reference.

The employee may follow the steps below to properly write a two-week notice letter:

• State the company details: Like any formal letter, the name and address of the organization should be written first.
• State your resignation date: The resignation date is the date on which the employee intends to formally quits their job. This date should be included in the letter and should be exactly two weeks from when the letter was sent.
• Describe reason for resignation (optional): The resigning employee is under no obligation to give any reason for resigning. However, if the employee chooses to give reasons, it should be done positively, devoid of any negative sentiments or opinions. The reasons for resigning should be concise.
• Add statement of gratitude: The resigning employee should declare their gratitude for the time spent working with their soon-to-be former employer. In addition, the career growth and experience acquired are also things for the employee to be grateful for.
• Wrap-up with next steps: A brief description of what next steps the resigning employee wishes to take with their career should be concluded.
• Close with name and signature: The consignee’s name and signature should be written at the end of the two-week notice letter in order for it to be completed in a professional and formal manner.

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Following are some expert tips for writing a two-week notice letter:

• Use business letter format: The resigning employee must use a standard business letter format to maintain professionalism as they write the two-week notice letter. The top of the letter should include the resigning employee’s contact information, date, and the employer’s contact information.
• Read sample letters: By reading sample letters, the employee can get an idea of what to include in their two-week notice letter. Also, sample letters provide the employee with a clear picture of proper formatting.
• Send it to the right people: The two-week notice letter must be addressed to the right individuals within the organization, be it a supervisor, manager, or other officials managing the organization.
• Stay professional: The content of the two-week notice letter must remain professional at all times. This ensures that the employee leaves no negative impression, and the employer is encouraged to provide a positive reference.
• Prepare and stay on the positive side: The conversation in the notice letter should remain positive. The conversation should focus only on the positive side of the employee’s time with the organization. The resigning employee should plan the tone and direction of the conversation to ensure its positive content.
• Be grateful: The employee should express appreciation for their time at the organization and remain positive in their words.