How to Resign from a Job
When resigning from a job, employees should always give their employers two weeks’ notice as a professional courtesy. In California, an at-will employment state, there is nothing stopping employees from walking out on the spot. However, it will leave a bad taste in employers’ mouths, and employees may need references or might work with a former employer in the future. Therefore, we employees may learn the “who, what, when, where, and how” to resign from a job.
What is Two Weeks’ Notice?
A two weeks’ notice letter is an employee’s chance to leave in a positive and professional manner. In some jobs, it is a requirement of resignation.
It is customary to give an employer two weeks’ notice when leaving a job, no matter the reason for leaving. Two weeks allows employees time to finish projects they are working on, train a replacement, and say goodbye to colleagues. It also gives an employer sufficient time to plan for the employee’s departure.
Before resigning, an employee should check their contract to see if two weeks’ notice is sufficient. Some employment contracts may require additional notice or require a formal letter of resignation.
Why Write a Two Weeks’ Notice Letter
Firstly, a two weeks’ notice letter is a respectful way to resign from a job. It also allows employees time to ensure they leave a great impression behind them. There is the possibility they may work with their managers or colleagues in future jobs, so leaving on a positive note is vital. Quitting without notice would leave an employer in a difficult position and colleagues with unexpected extra work. If future employers were to learn about this, it might not work in the employee’s favor.
The two weeks’ notice also allows employees time to finish up projects or pass on projects to their colleagues with full notes. The employer has time to advertise the open position and settle financials for the employee’s final day.
Secondly, the two weeks’ notice letter is a written record of the resignation. If you need legal action or defense, it can be used as evidence.
How to Resign From a Job
There are several steps required when an employee resigns from a job. Here is the best way to resign from a job and leave a professional impression.
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Meet with the employer where possible
Where possible, it is best to discuss resignation in person with a direct supervisor or manager. If this is impossible, organize a video conference or phone call. The employee must discuss their resignation with the supervisor first, to avoid the news reaching them from other employees. It also shows respect to the supervisor and prevents them from receiving unexpected news.
If meeting with the employer or supervisor is impossible, see below in this article subheading “If meeting in person is impossible, send an email.”
The employee should prepare their letter of resignation and give it to the supervisor at this meeting. It should be scheduled at a time convenient to the supervisor to ensure they part on good terms. No matter the relationship with the supervisor, the employee should thank the supervisor for their help and opportunities. If the supervisor has any questions, the employee should answer them tactfully and professionally. Many companies have “exit interviews” with their employees to discover if there are ways to improve. Any suggestions should be constructive.
Some companies may have policies for resignation and require employees to meet with HR to resign. If so, the employee should follow this procedure. However, it is good manners to keep the supervisor in the loop. -
Prepare in advance to resign
The employee should prepare anything they wish to cover in advance. This can help calm nerves and ensure important points are made. Here are some tips for a resignation meeting:
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Be honest but brief
The employee should have an idea of what they want to divulge to their supervisor before going into the meeting. For example, if the employee is leaving because of the lack of opportunity, they can decide whether they want to divulge that or not. The employee has two options: they can say their reason for leaving is because they were offered an amazing opportunity elsewhere, or they could say they have decided to work for another opportunity with more room for growth. No matter the decision, the conversation should be handled with tact. The employer may ask about the new job, and it is the employee’s decision how much information they wish to share.
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Let them know the final day
An employee should be clear on the date of their final day to save confusion. This should be written as a date on their two weeks’ notice letter and be told to the supervisor in the meeting.
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Be Gracious
No matter the relationship or experience in the workplace, an employee should be grateful to the employer. The employee should write down some things they are actually grateful for, whether that is resources or training.
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Be prepared for push back.
If the employee is an exceptional worker, the employer may offer a pay rise to try and keep them. The employee should be prepared with what they would it would take to stay if anything. If the employer gives them a counteroffer but the employee doesn’t want to stay, they should handle the situation respectfully. “Thank you for the offer. While I really value the experience I gained, and my time at this company, this new job is the next step in my career goals.”
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If meeting in person is impossible, send an email
If for some reason, it is not possible for an employee to resign in person or video conference or phone their supervisor, the employee can resign by email. The subject line should be clear, and the body of the email should be brief. Attach the two weeks’ notice letter as a PDF.
The body of the email should read something like:
Subject: (Your name) – Resignation Letter
Dear (Supervisor’s name),
Please accept this email as my formal resignation from (company name). My final day will be (date), two weeks from today. I am grateful for the support and opportunities offered to me during my time here and have enjoyed working with you and the team.
Please let me know if there is any way I can help during the transition.
Yours Sincerely,
(Your name)
How to Write a Two Weeks’ Notice Letter
The main things an employee should remember when writing a two weeks’ notice letter are:
- Start with the employee’s name, the date, subject line and address
- State that the intention of this letter is to inform the employer of resignation
- Write the last day of employment
- Briefly explain resignation
- Show gratitude
- Sign off
Example of Two Weeks’ Notice Letter
(Date)
(Supervisor’s Name)
(Company Name)
(Company Address)
Dear (Supervisor’s Name),
This letter serves as my formal resignation and two weeks’ notice. My final day with (Company Name) will be (final date).
It has been a pleasure working with you and the team at (Company Name). I appreciate the time and commitment the company has given me to develop my skills and experience.
I intend to continue providing high-quality until my last day of employment. If there is anything I can do to help the transition, please let me know.
Sincerely,
(Your Name)