Writing Lessons & Advice: Writing a Two-Weeks Notice
- Katie Johns
- 4 hours ago
- 3 min read
Around this time last year, my husband started planning a career change. Part of his process entailed submitting a resignation letter to his employer at the time. Naturally, I helped him with this project, and now I impart the wisdom to you.
Quick side note of life advice before the writing advice: Prior to moving forward with a resignation/termination/professional exit process, make sure you are as secure as you are able to be in your next steps. Mainly, if you are switching jobs, make sure the new opportunity is yours for sure. Along with that, plan as much as you can for delayed or terminated income, benefits, etc that come with outgoing or onboarding processes. I discuss in a minute that professionalism is important, and it would not look good professionally to leave one place but come crawling back due to something falling through.
A resignation letter is the more formal term for a two-week notice. It is a formal notification of one’s intention to leave a job, typically given no less than two weeks ahead of the last day. Such a notice is not a legal mandate, but may be a policy requirement with some places. Regardless, it is a common and professional courtesy that (ideally) helps facilitate a smooth transition in light of the departure.
The most ideal format for a resignation/notice is either a formal letter or email. (Review those posts for direction on their structure if needed.) The body structure can be between four to eight sentences, split between two or three paragraphs. The first sentence should be a direct statement of the message’s purpose, something to the effect of: This letter intends to serve as my notice of resignation from (business or position), effective (two weeks from date of letter/message). Or Please accept this letter as my two-weeks notice from (xyz position).
To maintain professionalism, the rest of the body should be brief with a positive, or at least neutral, tone. This letter is not the context for complaints or brags against the place/situation you are leaving. Sharing your reasons for leaving is up to you, but they can be stated generally, like simply as health matters, personal reasons, family needs, or for other opportunities. You might also make a statement of gratitude, which may be one or two sentences saying something like: I’m thankful for the time I’ve been able to spend with/in (company/department/position). If the opportunity positively influenced you, you might briefly reflect on it. Example: I’ve gained x years of invaluable administrative experience. Or Everyone has been supportive while I grew into the role. The reflection aspect is optional--especially if the opportunity you’re leaving did not have that kind of impact--but it can be nice to do if you feel it applies.
A few more courteous things to include would be an offer to assist with your transition. Example: Please let me know if I can help my co-workers or any new hires acclimate to the tasks I’m leaving behind. You might also include a method or two for how you’d like to be contacted post-departure, in the event something needs clarified or shared with you later on. Typical closings for the letter/message would be: sincerely, regards, or thanks. As a professional communication, be mindful to proofread before submitting.
While a resume often starts an employment process, the two-weeks/resignation notice helps bring it to an end. Done right and well helps one keep a good professional reputation, which in turn could help you if/when you’re back at square one!
Hopefully, this persuades and helps you to make your professional changes in proper ways!
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