A two weeks' notice letter is a formal document that an employee provides to their employer, signaling their intention to resign from their position in two weeks. In many professional settings, especially in the U.S., giving two weeks' notice is a standard practice. It's considered a professional courtesy, allowing the employer time to prepare for the employee's departure, transition tasks, or begin the process of finding a replacement.
Your Contact Information: This includes your name, address, and other contact details.
Date: The day you're submitting the letter.
Employer's Contact Information: The name of your supervisor or HR representative, their title, and the company's address.
Salutation: A formal greeting, such as "Dear [Supervisor's Name]."
Statement of Resignation: A clear declaration that you're resigning from your position, along with the specification that you're giving two weeks' notice. Have a look at our Formal Resignation Letter PDF Template for more information.
Last Working Day: Clearly indicate the date of your last day of employment.
Reason for Leaving (optional): A brief explanation for your resignation. However, it's essential to keep this section positive or neutral.
Offer of Assistance: A statement offering help with the transition process, which might include training a replacement or handing over tasks.
Thank You Section: A brief section expressing gratitude for the opportunities and experiences you've had while employed.
Closing and Signature: A closing statement (e.g., "Sincerely" or "Regards"), followed by space for your signature (if submitting a hard copy) and your typed name.
Download the Template: Before you can edit or fill it out, you'll need to download the PDF to your computer or device.
Open with a PDF Editor: While some PDFs allow you to fill them out without any specialized software, others might require a PDF editor like Adobe Acrobat, Foxit PhantomPDF, or an online editor like Smallpdf.
Fill in Your Information:
Replace placeholders with your contact details (name, address, etc.).
Enter the current date.
Fill in the appropriate name and address for your supervisor or HR department.
Specify your last working day (usually a date two weeks from when you're submitting the notice).
If the template provides space for a reason for leaving or additional comments, fill this in if you wish. Remember to be professional and avoid negative remarks.
Signature: If you're using a digital platform, some PDF editors allow you to add a digital signature. If you're printing it out, sign it manually.
Save Your Edited Letter: Once you've filled out all necessary fields, save a copy to your computer. It's a good idea to save an original blank copy of the template and another version with your information.
Print or Email: Depending on your company's culture or your preference, you can print the letter and hand it in person or send it via email. If sending by email, you might want to convert the PDF to another format, or you can attach the PDF directly.
Keep a Copy for Your Records: It's always a good idea to keep a copy, whether digital or printed, for your records.
Follow Up: After submitting your two weeks' notice, schedule a meeting or check in with your supervisor or HR representative to discuss any necessary transition steps or final tasks.
Always remember that the method of delivery (email vs. physical letter) and the content might vary depending on company culture, the nature of your job, and personal preferences. When in doubt, choose the method that's most in line with professional norms in your organization.