By: Brad Nakase, Attorney
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Jonas has been working at an office in Huntington Beach for the past three years and has learned a lot about sales. That said, he is ready to move onto greener pastures. When he decides that it is time to quit his job, he drafts a letter giving his employer two-week’s notice. He sends this letter to both his manager and the head of HR. Jonas continues to work for his boss for another two weeks, giving them ample time to search for a replacement and prepare for Jonas’ absence. Jonas’ colleague, Maria, offers to take over his workload until a new employee is hired. When Jonas leaves his job, everyone is sad to see him go and is appreciative of his professionalism in providing a two-week notice letter. Shortly after he leaves, his boss hires someone new to replace him, and there is barely a disruption in workflow.
If an employee decides to resign from his or her job, it is normal and expected to provide their employer with two weeks’ notice. Regardless of why a person is leaving their job, it is considered professional to give their employer enough time to make plans to cover the absence. The employer may use that time to search for a replacement or to divide the departing employee’s tasks among coworkers.
As the name implies, it is normally appropriate to submit one’s two weeks’ notice letter two weeks before one’s planned last day at work. On occasion, it may not be possible to provide two weeks’ notice or any notice at all. And sometimes, an employer may not wish for an employee to stay for the notice period. Some companies may request that an employee leave immediately upon receiving resignation.
Still, most companies appreciate when an employee offers to stay on for a couple more weeks to help with the transitional period. In terms of an employee’s career, it can benefit them by offering an opportunity to show professionalism and to leave the job with a positive impression.
When it comes to writing a letter giving two weeks’ notice, there is a proper format and tone to use. Again, writing a two-week’s notice letter is a way of showing one’s professionalism, which can result in an employer giving a good reference down the road. This is a powerful tool to advance one’s career.
By using a business letter format, such as is used for cover letters, one may look professional. At the top of the letter should be the date, one’s contact information, and the employee’s contact information.
It is essential that an employee write the date that he or she will be resigning in the letter. An employee can either write the current date and say that he or she will be leaving two weeks from that date, or they may simply write the specific date they will be leaving.
It is not necessary to include any further information in a two weeks’ notice letter other than stating that one will be leaving and when the last day of work will be. There is no reason to go in depth about the reasons one is leaving or their future plans.
While it is not necessary, an employee may wish to thank his or her employer for the opportunities provided at the company, as well as the experience they attained in their time working for the company.
When writing a two-week notice letter, it is best to avoid saying anything negative about one’s manager of colleagues. Even if one is leaving the company because of a negative reason (toxic environment, bad boss, mean coworkers), it is still not a good idea to mention any of this in the letter. For the sake of one’s career, it is best not to burn any bridges. One never knows when next they will bump into a former boss or colleague, or need their reference.
A departing employee can consider offering to help with the transition process. Perhaps he or she can help train the new employee, help organize files, or give advice and instructions to teammates or coworkers.
A two-weeks’ notice letter should be sent to both one’s manager and the human resources (HR) department so that HR can keep a copy on file.
It is also permissible to send a resignation letter, or a two-weeks’ notice letter, via email rather than as a formal printed letter. The content of the email will resemble that of the letter. The subject line of the email should be: “Resignation.”
Looking at samples of resignation letters and emails before writing one’s own can be helpful. Before sending to your manager or HR, do you research to make sure you write a pitch-perfect, professional letter.
Below are some examples.
Marina Lowe
1489 Peachtree Street
Los Angeles, CA 90402
February 5, 2022
Gregory Davis
Manager
ABC Company
123 Washington Road
Los Angeles, CA 90302
Dear Mr. Davis,
I am writing to declare my resignation from ABC Company, effective two weeks from this date. My last day at work will be February 19, 2022.
This was a difficult decision to make, because the last four years have been a very rewarding period of my life, and for that I am grateful. I have enjoyed working for you and leading my team, and I am proud of the work we have accomplished over the years.
Thank you for all the opportunities you have provided me. I wish you and the company the absolute best. Please let me know if I can be of any help during the transition.
Sincerely,
Signature (hard copy letter)
Marina Lowe
Subject: Resignation – Marina Lowe
Dear Mr. Davis,
Please accept this as my formal notice of resignation from ABC Company. My last day at work will be two weeks from today, February 19, 2022.
I appreciate all your help and support during my time here, as well as all the opportunities you have generously provided me. Over the last four years, I have gained invaluable experience that will without doubt serve me well in the future. It has been a joy working with you and the team, and I am proud to have achieved what I have with such kind, hard-working individuals.
Please let me know if there is any way I can help during the transition process. I wish you and the company all the best in the future.
Best regards,
Marina Lowe
