How to Give Two Weeks Notice the Right Way

It is immensely important to leave on good terms when you are resigning from a company, and you need to control your emotions upon any impulse to act from resentment. You could run into the same people again at some point in your career and at that time it might pay off to have maintained professionalism with them. Leaving on good terms would also enable you to get a letter of recommendation without any difficulty.

Now, a big part of extending professional courtesy to your company while leaving is to provide a two-week notice. From the organization’s point of view, it is the most valuable document, even more so than your resignation letter, as it allows them to arrange your replacement in time so that the work is not interrupted and the company doesn’t incur any avoidable losses.

In this post, we will explain how to go about serving your notice period and cover everything from writing your two-week notice letter to helping train your replacement.

The Professional Courtesy: Why 2 Weeks

There are two main reasons why you should give a two-week notice even if there is no contract binding you to do so. The first is that it is the courteous thing to do and the second reason is that it makes for a smooth transition. This smooth transition helps in maintaining productivity and avoids sudden disruptions in ongoing projects, deadlines, or client relationships. You don’t want to be that guy who just ghosts the company. That kind of behavior should be reserved for situations where things have gone bad between you and the company or you really hate your job.

The two-week standard is accepted in most industries and work cultures. This is because two weeks seems to strike a balance between allowing the employee enough time to wrap up their responsibilities and providing the employer sufficient time to find a replacement or distribute tasks among the team.

In some cases, the two-week notice period may be specified in employment contracts, company policies, or labor laws. Employers often outline this duration in employment agreements to set clear expectations and obligations for resignations. So, there you go if you’ve been wondering why is 2 weeks notice required.

Charting Your Course: From Decision to Announcement

Before you go ahead and disclose your intention to leave to anybody, make sure it is really what you want to do. Go over all the implications of your resignation on your career path in your head and visualize your future after the resignation.

Make sure you are not acting out of anger or frustration as we all sometimes do. You might also want to check out the job market in your industry before you go ahead as getting a new job might actually be harder than you expect.

As a general rule, you should try to keep it discreet, even if you are leaving because of obvious issues with the company. It may be hard but you must resist the temptation to go on social media and rant about how horrible your company is, especially on platforms like LinkedIn. It could hurt your chances of getting a new job as employers wouldn’t like to hire someone who could bad mouth the company in the future.

Once your decision to leave is final, consider these points to plan your departure timeline:

• Evaluate your contractual obligations: Go through the employment contract that you were provided at the time of joining to see if there is anything particular about a notice period mentioned there.
• Consider project commitments: Assess your ongoing projects and commitments within the organization. Plan how you’re going to fulfill these responsibilities during your notice period in such a way that facilitates a smooth transition of work to your colleagues.
• Choose the right time to resign: Remember that the time you have the resignation conversation with your supervisor is very important and it really affects how your resignation will be taken. So, avoid busy periods or periods that are stressful for your team, if possible.
• Plan for knowledge transfer: Outline a strategy to transfer your knowledge and responsibilities to colleagues. You might want to create documentation, organize training sessions, or schedule handover meetings.

Informing Your Supervisor

Letting your supervisor about your decision to leave is one of the most crucial parts of serving the notice period. The dialogue you have with your supervisor while breaking the news is really important as it sets the tone for your departure. Here are some points that can be helpful to make the conversation smooth:

Schedule a meeting: If possible, request a private meeting with your manager to discuss a personal matter. Choose a time when you know him/her to be least busy so that they can give you their undivided attention.

Prepare your points: List all the things that you would like to say to your supervisor so that you don’t miss anything during the meeting. Also, remember to express your gratitude for the opportunities and experiences you gained working with them. Be clear about your decision to resign and highlight your reasons succinctly without speaking negatively about the company, colleagues, or the job itself.

Discuss the transition plan: As a token of goodwill, you should offer assistance in making the transition as smooth as possible. You could propose a plan for handing over your work, training team members or assisting in finding a suitable replacement.

Formalize your resignation: At some point, you are going to need to provide a resignation letter. Take the meeting as an opportunity to do it and hand your manager your resignation letter at the end of the meeting. Keep the letter concise, mentioning your gratitude, your last working day as per the notice period, and your willingness to assist in the transition.

How to Write a 2 Weeks Notice Letter – Steps and Tips

Even if you are at liberty to simply inform your supervisor verbally about your decision to leave two weeks in advance, it is still preferred to give your notice in writing. There are many reasons for this the most important being that you’ll have evidence that you gave notice on time in case any issue arises.

Follow these steps as a template while drafting your 2-week notice letter/email:

1. Write a clear subject line: Make sure the subject line of the email is crisp and clearly expresses the purpose of the mail, for example, ‘’Resignation – (Your Full Name).’’
2. Write a direct and concise opening: Your mail should start with a clear direct statement about your intention to resign. Include your position and the last day you intend to work, which typically, is 2 weeks from the date of the email.
3. Express Gratitude: Write in brief about how grateful you are for the opportunities and experience you got at the company.
4. Offer Assistance During Transition: Don’t forget to express your willingness to assist during the transition. You should offer to help with the handover of responsibilities, training a replacement, or any other tasks that can be helpful for a smooth transition.
5. Provide Contact Information: It is also a great gesture to provide your contact information in your notice letter using which your colleagues can reach out to you for any follow-ups during the transition.
6. Close Professionally: Use a professional closing such as ‘’Sincerely’’ or ‘’Best regards’’, followed by your signature and name.

Now that you have a rough 2 week notice template, here are some tips to remember while composing your notice letter:

1. Maintain a Professional Tone: It’s important to maintain a formal and respectful tone throughout the letter. Avoid being overly emotional or negative or deviating into irrelevant topics.
2. Proofread thoroughly: Scrupulously check for spelling, grammar, and formatting errors.
3. Check Company Policies: Review your employment contract or company policies to ensure you follow the correct procedures and adhere to any specific guidelines for resignations.
4. Deliver in Person: Whenever possible, hand-deliver the letter to your supervisor or HR representative. If not, send it through email.
5. Follow Company Protocol: Adhere strictly to any specific guidelines or protocols for resignations that your company might have.
6. Follow Up with a Conversation: After submitting the written notice, request a meeting with your supervisor to discuss the details of your departure and any potential questions or concerns.
7. Offer Solutions, Not Just Problems: If you're leaving due to challenges in your current role, offer potential solutions or suggestions to address those challenges constructively.
8. Cc Relevant People: If you are going to email it, keep all the appropriate individuals, such as the HR department, in Cc, to ensure all parties are duly informed.
9. Save a Copy: Remember to keep a copy of the email for your records as it serves as documentation of your resignation and the notice you provided.

2 Weeks Notice Example/ Sample

Crafting a 2 week notice letter requires a delicate balance of professionalism, gratitude, and clarity. It's an opportunity to express appreciation for the experiences gained while ensuring a smooth transition for both you and your employer. Here is a sample:

What if Your Employer Provides a Counteroffer?

A counteroffer is when your current employer makes an offer to convince you to stay after you've submitted your resignation. This offer could include a salary raise, improved benefits, or a better position within the company.

The offer may be lucrative but, you need to consider the counteroffer in light of your reasons for resigning in the first place. Try to overlook the positives of the offer and ask yourself if the counteroffer addresses the issues that led to your decision to leave. Also, remember to evaluate the long-term benefits and whether they align with your career goals and aspirations.

If you decide to decline the counteroffer, do so respectfully and professionally. Express gratitude for the offer and reiterate your decision to leave. Make it clear that your decision is final and has been well-considered.

And if you're considering accepting the counteroffer, seek clarity on the terms and conditions. Discuss any concerns you have and ensure that the changes align with your career objectives. And don’t forget to get the offer in writing.

Providing Constructive Feedback

If you have decided to leave the company, it is a good opportunity to provide feedback. Constructive feedback can be immensely valuable for the company, allowing them to understand the reasons for your departure and potentially improve the workplace for future employees. Here’s some tips to do it right:

1. Pick the right time and place: Request a meeting with an appropriate representative from HR or management to discuss your feedback. Choose a time when they are generally available and can give sufficient time to this conversation.
2. Be specific and objective: Provide specific examples or instances that illustrate your concerns or reasons for leaving. Avoid generalized criticism at all costs. Keep the feedback objective, factual, and free from emotions or personal biases.
3. Focus on Improvements: Suggest potential improvements or solutions for the issues you highlight. Provide actionable suggestions that can help the company address the areas of concern.
4. Maintain a positive tone: Put your feedback in a positive and constructive manner. Emphasize your desire to see the company succeed and your intention to assist in the improvement process.
5. Follow-up: After providing your feedback, offer to follow up or participate in any follow-up discussions if needed. This would show your sincerity about the improvement process.

Saying Goodbye in Style

You could organize a small farewell gathering with your colleagues to bid a proper farewell. This could be a casual gathering or a simple lunch, providing an opportunity for everyone to say their goodbyes and share well-wishes. Curate a playlist of songs that remind you of the good times and shared experiences and play it during your farewell gathering.

Prepare a heartfelt speech that expresses your gratitude and fond memories. Share your journey, the lessons you've learned, and your hopes for the future. Try to make it personal and genuine.

You could also write personalized thank-you notes to people who have had a significant impact on your career at the company. Handwritten notes are a great way to show thoughtfulness and leave a lasting impression.

How to Give 2 weeks notice: Summary

Here’s a quick recapitulation of the most important points elucidated in this article:

1. Plan your departure thoughtfully: Strategize your departure timeline, considering contractual obligations, ongoing projects, and personal preparedness to ensure a smooth transition.
2. Communicate professionally with your supervisor: Have a respectful and constructive conversation with your supervisor in which you clearly state your intention to resign and offer assistance for a seamless transition.
3. Maintain professionalism during the transition: Maintain professionalism in your actions and interactions during the final 2 weeks, focusing on fulfilling job responsibilities and assisting with the transition.
4. Ensure a Smooth Handover and Closure: Prioritize the completion of ongoing projects and effectively hand over responsibilities to colleagues, leaving no loose ends.
5. Say Goodbye Graciously: Bid farewell to your colleagues in a respectful manner, expressing gratitude and reflecting on the experiences gained.

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