How to Nail Your Two Week Notice Letter

So, you have either landed your dream job, or you just feel like it’s time to move on from your current employer. The next step is to let them know that you will unfortunately be moving on from your position. 

Don’t feel alone, this is a very daunting task for anyone who has to hand in a resignation letter, and frankly, no-one enjoys the experience. To get through the process, we thought we would give you a few hints, the do’s and don’ts as well as a sample to make sure you hit the nail on the head and have a smooth exit from your company. 

Do

Be polite, concise and get to the point quickly. Keep the letter as simple as possible. 

Don’t

Go into unnecessary detail, explaining your decision and slating the company. Even if you are leaving the company on bad terms, it is better to not burn bridges and rather just get out and move to new pastures. 

Do

Give enough notice for the company to be able to fill your position. If you are in a senior or top position, it is better to not leave your teams hanging with no one to replace you. 

Don’t 

Leave suddenly, halfway through a project where multiple people are counting on you. Not having a backup replacement will reflect badly on you and might damage your reputation for your future roles. However, if you are really trapped in a toxic work situation, you might need to exit for your own mental health. 

Do

Check your contract, as well as the company policy when handing in your resignation. In some cases, the notice period can be longer, even ranging up to two months, depending on  your role and seniority. You will also need to check the company policies around resignations; who should you hand it in to and what your responsibilities are during your notice period. 

Don’t 

Criticize your employer or use any strong or offensive language in your letter. Rather keep it professional and to the point. Do not single out any managers, employees or anyone who works in the company. 

Do

Schedule meetings with your direct manager as well as HR to discuss your resignation in person. Have your resignation letter written and ready to give to them.

It is important to liaise with HR about the process to find out your roles, rights and responsibilities. You can then sit down with your manager to discuss your exist from the company. 

Don’t 

Disclose your departure to other employees before speaking to your boss. Remember, news travels quickly and you would rather have your direct superior hear straight from you than from office gossip. Keep your name and reputation clear at all times. 

Do

Offer your support in the transition. It is important to offer to help train up someone new who will be stepping in to replace you. If your role is quite senior, it is vital to make sure that you offer your support, advice and time in your notice period. This is usually even more the case when your notice period is longer. 

Don’t 

Badmouth the company and employer to the next person. If someone is replacing you, rather focus on training them and showing them the ropes. 

How To Write the Perfect Letter 

Right, so now you know how to go about the process, now it's time to delve into how to actually put your letter together. We will look at how to change around some paragraphs, depending on your circumstances and reasons for leaving. 

We will break down the various parts of the letter into the needed sections with different examples from each. You can naturally mix and match, according to how you prefer it. 

{Intro}

Dear Mr. Shrute

It is with regret that I am writing to inform you of my resignation from Dunder Mifflin, effective of 30 August 2020. 

Or 

Please accept this as my letter of resignation as sales representative of Dunder Mifflin, effective from 30 August 2020. 

Or 

I am writing to tender my resignation from my position of sales representative at Dunder Mifflin, with my last day of employment being 30 August 2020.

{Provide reasoning}

I have made a decision to pursue full time studies at University and will be concentrating my time and efforts on this for the next two years. 

Or 

I am ready to take the next step in my career and have been offered a position as Head of Operations. I believe that this is a great career move for me that I cannot say no to. 

Or 

I will be relocating to New York with my family and will be taking up a similar position in order to further my career in the industry. 

{Offer your support during the notice period and directly thereafter}

I will ensure that my duties and work will be completed by my last day and will do everything to ensure a smooth transition for the company. 

Or 

Please note that I am willing to be an integral asset in the recruitment and training of my replacement and will ensure that there is a smooth transition in roles. 

Or 

I am prepared to assist with the training of my replacement prior to my leaving and will ensure that my role has been fulfilled in the current project I am working on. 

{Thank the company for the opportunity and if it is relevant, make a mention of your growth with them}

I would like to take the time to thank you Mr Halpert as well as the whole of Dunder Mifflin for the opportunity to work for the company. You have provided a lot of room for growth and I can only take away positive lessons from the company. I wish you all the best. 

Or 

I would like to take this time to thank you for the opportunity to work for Dunder Mifflin and wish you and the company all the best.

{Last paragraph}

Please do not hesitate to contact me for anything going forward. 

Yours Sincerely, 

Jim Halpert