Two Weeks Notice Letter – How to Write One

At some time in your career, there will be a need to change employers. For a proper departure, a written two weeks notice will be required. What are the elements of writing a two weeks notice (also known as a resignation letter)?

First of all, your two weeks notice letter needs to be clear and concise. Do not use excessive verbiage.

A Two Weeks Notice letter has the basic format as a cover letter. Or, it has the same format as any properly formatted letter. This includes sections on:
· date,
· addressee,
· welcoming salutation,
· introduction,
· body,
· closing statement, and
· closing salutation.

The date on your two weeks notice letter will be the date you write it, of course. Be sure the date is current. If you write it one week prior to delivering it to your addressee, it may provide confusion.

In a standard formatted letter, the date will have two to three lines space before the addressee information.

The addressee on your resignation letter will be to whom you are addressing it to. It more than likely will be your direct supervisor. Included in the addressee information will be the following:
· Person’s name
· Person’s title
· Firm’s formal mailing address

Next, your two weeks notice letter will have the opening salutation. The opening salutation will include the proper form of address. For instance, if you are comfortable with first names, use the person’s first name. Otherwise, use Mr. or Ms., Dr., etc. Whatever is the proper protocol in your situation, use this particular form of address.

After the opening salutation comes the introductory paragraph. This paragraph will include the following:
· Date your resignation is effective
· Mention yourself
· Title of your position
· Hereby terminate my employment
· Reason for termination, if needed

Upon giving your resignation paragraph, the next paragraph will state the benefits you have received in your position. Let your employer know how your communication skills have increased, your skill set has expanded, and your overall professional career has prospered due to the association. Just a short note is all that is needed in expressing your appreciation. This helps you leave on a good note.

Use your closing paragraph to summarize how you are sorry to depart ways and how you will miss everyone.

Finally, your closing salutation will usually be ‘Sincerely’. For proper business communication, this is the generic and most popular form of salutation. Some may believe this is too impersonal, while some may appreciate it. It is simply standard protocol. Use what you feel most comfortable with. Remember, though, that your two weeks notice letter will go in your personal employee file for years. Therefore, do not make your closing salutation too personal or flippant.
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SAMPLE:

September 20, 2006

Marie Buckner,
Controller
XYA Widgets
1234 Maynor Avenue
Anywhere, MA. 65498

Dear Ms. Buckner,

I have enjoyed working as your Assistant Controller since 2003. I believe we have developed both a rewarding professional and personal relationship. I will always be grateful for that. However, kindly let this letter serve as my two weeks notice effective Wednesday, October 4, 2006.

The past four years have provided me with a wealth of opportunities that have advanced both my career and personal knowledge. Your leadership, encouragement, and tutelage have helped me grow tremendously. Thank you very much.

It is with a combination of hesitation and excitement that I depart from XYA Widgets. The hesitation results due to my impending change upon leaving a familiar environment. The excitement results due to the tremendous opportunities ahead.

I wish you only the best in the future.

Sincerely,
Jane Doe
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There you have it. Writing a two weeks notice letter is easier than you think. Simply follow the above suggestions, and you will be fine.

Reference:

• personal experience, Business Communications classes