How to Write a Two Weeks’ Notice Letter and Still Get a Good Reference

Imagine that you’ve made it to the final round of a job interview. You know you’ve excelled throughout the interview process and feel confident about receiving a job offer over another candidate. Yet, on Monday, you find out someone else received the role because they had glowing references from their former employer. On the other hand, when the potential new employer checked your references, your old boss communicated that you left without a two weeks’ notice, which significantly set them back. While this situation might not have happened to you, it’s a real possibility any time you don’t provide a two weeks’ notice and burn bridges when leaving a job.

In 2022, more than 38 million in the U.S., or about 12% of the population, resigned from their jobs. If you’re thinking about quitting your job—whether to start another position, to retire, or for other reasons—keep in mind that you never know when you may need recommendations from your colleagues or boss in the future. 

Therefore, when resigning from your role, the goal should be to leave on good terms and, ideally, to receive a positive response from your current employer. One way to exit your workplace gracefully is to give a formal two weeks’ notice. “The expectation is that you will use that time to complete unfinished work and make it easier for your company to pass that work along to someone else,” says Kaila Kea-Lewis, a career coach. 

Before quitting your job and handing in a formal resignation letter, find out in this article what to include in your written notice, what to avoid, and how to go about leaving your company in a professional and polite way.

What Is a Two Weeks’ Notice Letter?

A two weeks’ notice letter is a formal resignation letter that an employee gives to their employer to communicate their decision to leave their current position. As the name implies, it’s most often given at least two weeks before the employee’s last day at their job. This professional courtesy is typically extended to allow the employer time to plan for the role’s coverage and ensure a smooth transition. 

When You Should Write a Two Weeks’ Notice Letter

“You may have contractual obligations to a give two weeks’ notice before leaving your job, and your letter is proof that you’ve done this . . . It might be a physical letter, but normally an email is most appropriate. Then, there is no excuse for a hiring manager to deny any knowledge in this situation.”

Karl Kahler

It’s customary to send a resignation notice after you’ve secured a new job and once you’re certain of your decision to leave your current role. If you plan to start a new job within several weeks, be sure to hand in your two weeks’ notice at least 14 days prior to beginning your new job, and ideally even sooner if you want to take time off between jobs.

Below are scenarios in which you’ll want to write a two weeks’ notice letter:

• You found a new job: In most cases, people leave one job to start another. If you’ve been offered and have accepted a new job, it’s customary to give your current employer two weeks’ notice so they have time to find a replacement or redistribute your responsibilities.
• You’re relocating: If you’ll be moving to a new city, state, or country and will no longer be able to perform your current job due to distance, you should give a two weeks’ notice.
• You plan to retire: Retirement is often a long-planned event. However, the two weeks’ notice rule still applies.
• You’ve been having personal issues affecting your ability to work: You might have had a child or been dealing with an illness or family issue that makes it too difficult to do your job.
• You have issues with your current employer: Reasons for potentially leaving can include wanting to advance, desiring different responsibilities, or receiving better pay. You might also feel your current workplace is a toxic environment due to harassment, illegal activities, or other poor working conditions. If this is the case, discuss your departure with HR or a trustworthy manager and ask whether it’s necessary to stay for two more weeks.
• You’re returning to school: Going back to school full-time means you won’t be able to keep your job, in which case you’ll need to inform your employer.

How to Write a Two Weeks’ Notice Letter

1. Header

The header of your letter should include your name, contact information, the date, and your employer’s contact information.

2. Salutation to Your Boss/Manager

Address the letter to your immediate supervisor or the person responsible for human resources processes, including hiring and firing decisions.

3. Body (Include Your Reason for Leaving and Your Last Working Day)

In the first paragraph, state your intention to resign and specify your last working day (this should be two weeks from the date you give the letter). 

In the second paragraph, state your reasons for leaving your position if you feel comfortable doing so. If you don’t want to include specific information about your next role, state a personal reason for deciding to leave, such as the desire for greater pay or a promotion.

In the third paragraph, express your gratitude for the opportunities and experiences you’ve had with the company. Highlight positive experiences, key learnings, or any personal and professional growth you experienced during your time there.

To end the main section of the letter, outline your willingness to assist in the transition, such as by training a replacement or turning in important documents. You might also include a brief summary of the projects or tasks you are currently handling and include your suggestions on how these tasks can be completed or who might take them over.

4. Closing and Thank You

Close the letter on a positive note. Make sure your contact information is available in case your teammates have questions in the future.

5. Signature

Sign the letter with your full name. Close the letter professionally with “sincerely” or “yours sincerely,” followed by your signed and typed name.

Resignation Letter Template and Example

To write a professional letter of resignation, follow this two weeks’ notice letter template and example:

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Position]

[Company’s Name]

[Company’s Address]

[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing this letter to formally announce my resignation from my position as [Your Position] at [Company’s Name], effective two weeks from this date, which will be [Last Working Day] (typically 14 days from the date on this letter).

This decision was not easy for me and involved much consideration. However, due to [Explain Your Reason for Leaving] (if you feel comfortable doing so), I’ve decided it’s best to move on to another position and new opportunities.

During the next two weeks, I am more than willing to aid the transition, whether it be training a replacement or delegating my tasks.

My experience at [Company’s Name] has been very rewarding. I appreciate the opportunities for growth and development that I have been given during my time here. I have enjoyed working with the team and will miss my colleagues. I look forward to staying in touch with you all.

Thank you for your understanding and support during this period of transition. I am dedicated to making this process as smooth as possible for the team.

Sincerely,

[Your Name]

Tips for Keeping Your Letter and Departure Positive

“If you have vacation or sick time that you haven’t taken, some companies will pay you for that time when you quit, but only if you give them a certain amount of advance notice, such as two weeks.”

Maria Christensen

How you leave your job can potentially affect the type of payout and benefits you receive. This means you want to maintain a professional reputation and good rapport with your current employer, so it’s wise to end things on an appreciative note. A poorly written letter can leave a bad taste in your employer’s mouth, ruining the chances that they’ll recommend you for other positions in the future. Therefore, not only should your two weeks’ notice letter be well-written and straightforward, but it should also express gratitude and maturity.

Here are tips to keep in mind when writing a two weeks‘ notice letter:

• Make it sound professional: Check your letter carefully for grammar, spelling, and other mistakes. Use office-appropriate language and avoid any slang or informal terms. 
• Be honest: You can state your reasons for leaving in a respectful way, just be careful not to be overly negative. Avoid airing grievances or complaints about your colleagues or the company. Remember, this letter may be kept on file and could be accessed if you ever need a reference from the company.
• Keep it brief: Avoid oversharing and instead stick to the point and keep things short. Your letter isn’t the place for a lengthy explanation or wordy critique of the company.
• Deliver the letter to ensure it’s received: You can either hand-deliver the letter to your immediate supervisor or send it via email. However, it’s best to tell your supervisor in person that you’re quitting and then follow up with a written letter for official records. Ensure you leave your current contact information in case your employer needs to get in touch with you for business-related questions, forwarding mail, or final paychecks.
• Keep your resignation confidential: Be cautious about whom you inform about your impending resignation before telling your supervisor. You don’t want your managers to hear that you’re quitting from a colleague or that you have a new job before you officially make them aware.
• Store a copy of the letter in your records: While your resignation letter isn’t a legal document, you should keep a copy in case it ever needs to be referenced in the future. If you are handing in your resignation via email, the same rules apply.

Possible Reactions From Your Employer to Expect

“Most managers have had team members leave before. They may be well aware that you are on your way out even if you think you’ve been subtle. We often blow these moments up larger in anticipation, but the main courtesy you can give your manager is clear and direct communication.”

Maggie Wooll

Employers’ reactions to receiving a two weeks’ notice can vary depending on the circumstances, the employee’s role, and the company’s culture. However, if you’re leaving a job, some common reactions that might be expressed by your employer can include:

• Gratitude for your professionalism: Your employer will likely appreciate and respect that you provided them with ample time to find a replacement or train someone else.
• Regret or shock: If you were a key player at your company, your boss or team may express regret or concern about you leaving. In some cases, your manager might even persuade you to try and stay by offering a higher salary, which is something you’ll have to consider.
• Support: Some employers will offer their support during transition periods and may even provide assistance with job searches or with networking, depending on why you’re leaving. The better your relationship with your managers and colleagues, the more likely they’ll understand and support your decision.
• Curiosity and concern: Your teammates or HR department might ask questions about your reasons for leaving to address any underlying issues. If they request an exit interview, it’s smart to comply and answer their questions.

Quitting Your Job the Right Way

As you can see, there’s a right way and a wrong way to leave your job and to inform your managers of your departure just as there’s a right way and a wrong way in knowing how to accept a job offer. Giving proper notice is one key element of quitting your job while maintaining your reputation. However, other factors are important too, such as your behavior and attitude once you resign.

While every situation is unique, and guidelines may need to be tailored based on your specific circumstances and the nature of your job, below are tips for quitting your job in an emotionally intelligent and respectful way:

• Plan ahead: Evaluate your decision thoroughly before you act; this way you don’t change your mind and backtrack. Ensure you have a plan and timeline in place for your next steps, whether it’s a new job, returning to school, or other ventures.
• Speak to your manager directly: Before submitting a formal resignation letter, it’s courteous to discuss your decision in person or over a call with your manager. They should not learn about your resignation from someone else in the company, so avoid gossiping about your decision.
• Keep things positive: Don’t speak negatively about your employer or colleagues during or after your departure. If your company conducts exit interviews, be honest but respectful. It’s not a time to vent or complain, but rather to provide constructive feedback for the benefit of the company prior to leaving gracefully.
• Do your job well until the end: Continue to show up to work on time and with a go-getter attitude. If possible, offer to help train your replacement, finish outstanding projects, or pass on necessary information. This will help maintain a good relationship with your former employer.
• Tie-up loose ends: Return any company property, such as keys, laptops, or equipment. Also, make sure to gather all personal belongings from your workspace. Share your contact information with your colleagues and keep the network alive. You never know when these professional connections may come in handy in the future.

Need more help with the quitting process? Check out this article:

How to Quit a Job in a Polite and Professional Way