How to Write a Notice of Leave Two Weeks in advance

At some point in your career, you will have to write a resignation letter. Although you should prepare in advance to reply to your manager about your reasons for leaving, you will still need to submit a short letter about it afterwards. You may be nervous about writing your resignation letter, but there’s really no need to be afraid. If you know how to structure your letter and include the right information, you can be confident in your decision to quit.

Table of Contents

What to write and how to write?

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Give a brief and clear resignation notice. The first line of your resignation letter should clearly state that you will be leaving at the end of the next two weeks. Don’t use words that make people think you’d be willing to stay longer or change your mind if you get a more compelling offer. ^{[1] X Research Source}

A good example would be: “This letter is my formal notice of resignation as [job title] at [company name], effective as of [date of resignation]”.
Another good example would be: “I am writing this letter to resign as [job title] at [company name], starting from [date of leave], two weeks from [today]” .
You shouldn’t write something like this: “I would like to give up my position as [job title]. Please let me know a time that is most convenient for you.”
Also avoid writing something like this: “If all goes as planned, I plan to resign from the company two weeks from today.”

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Give your boss at least two weeks. Today, many companies do not require workers to give two weeks notice of leave in the employment contract, but you should still do so to show that you are polite and professional.

If you quit your job in less than two weeks, future employers may be concerned you’ll do the same to them.
If your company is entering a particularly busy period, you should consider giving “four weeks’ notice” rather than just two weeks in advance.
A senior director or senior employee should also consider sending notices of leave two weeks earlier. As a general rule, you should give notice of leave before a period of time equal to the allowable leave for your position. For example, if your position allows you to take three weeks off, you should send “three weeks notice of leave”.

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Be polite when deciding to state your reasons for leaving. This is especially true when the reasons you give are changeable, in which case it’s best to avoid giving reasons. ^{[2] X Research Source} No matter how upset you are with the company, your resignation letter is not the place to vent your anger. Keep it short, general, and professional.

Unless you’re asked to provide a reason for leaving in your formal letter, you don’t have to. ^{[3] X Research Sources}
Perhaps you should state your reason for leaving when you are interested in applying for another position in the same company, as this can help HR assess your qualifications for the new position.
You should also prepare a reason to share because it is inevitable that your boss and co-workers will ask why you left your job. The reason doesn’t need to be stated in your official resignation notice, but the fact remains when you are asked privately.

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Use a tone that is both formal and informal. Resignation notices generally need to be written in a professional tone, but not so professional as to be cold or rigid. Usually, you should use the most informal tone of voice as you have dealt with your boss before.

If your communication with your boss has traditionally been professional and strict, continue that style in your resignation notice. On the other hand, if you’re communicating with your boss in a more informal way, don’t be afraid to use a personal voice. Personal voice is considered appropriate, as long as it is not arbitrary and sloppy.
You can write: “I am extremely grateful for the experience and growth I have gained during my time working for the company.”
You shouldn’t write: “Please note that I will continue to love ABC Company and hold no ill will towards any of its bosses or employees.”
You should also not write: “Thanks for all”.

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Show a positive attitude. Your resignation letter will be the last document on your corporate profile, so it needs to leave people with a good impression of you. Even if you hate the job you’re about to quit and don’t want to do anything with anyone at the company again, you still need to leave your image intact instead of ruining it.

If your future boss calls your former boss and learns that you had a positive attitude when leaving, this will make a good impression on them. This also works in your favor if the employee at your former employer responsible for record keeping knows nothing else about you.
Never belittle someone at the company or criticize the way the company is run in your resignation notice.

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Thank your boss. You should add a line or two thanking your boss for giving you many opportunities and experiences during your time at the company. Every job brings something to everyone’s life, even if the loss outweighs the gain.

If you really learned a lot from the experience, express your gratitude. Write a few lines to express gratitude like, “I don’t even know how to begin to thank the Director for the past three years. I have learned more than I expected and I really appreciate the generosity. The Director’s generosity and patience”.
If you’ve only learned a little bit of experience, it’s still a good idea to send a generic thank you note. You could try saying something like, “I would also like to thank the Director for teaching me over the past three years.”

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Let your boss know you plan on completing any important projects. As a final act of responsibility and loyalty, you should document unfinished or ongoing projects that would fall apart without you and promise to complete those projects instead. leave the company during difficult times.

You can get rid of projects that are going well or that are small that can be easily handled by others.
Doing so will help you leave a good impression on your boss, who will gladly give your future boss a good introduction if asked.

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Ask for post-employment support. After you leave, the company will have a job transfer with a different workflow, there will be some fluctuations. In your resignation notice, offer to support the company even after your contract with the company has ended.

Provide a phone number and/or email address the company can use to contact you if they have any questions.

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End the letter with a thank you note. Even if you thanked your boss above, it would be wise to end your message by expressing your gratitude again.

For example: “I will always be grateful to the Director and employees of the company for all that you have done for me”.

Format of resignation letter

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Send your resignation notice as a handwritten letter, not email. When submitting your resignation notice, you should type it like a letter and print it out instead of emailing it. You should give the letter directly to your boss.

Sending an email may seem easier and faster, but generally doing so is considered unprofessional and may upset the recipient.
Do not send letters by post or through corporate mail. By doing so, the letter will reach your boss late and it may take up to a week for your boss to receive the letter.

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Type the date in the upper left corner. As a standard rule when writing a formal letter, you should type the date in the day-month-year format in the upper left corner of the page. For letters written in English, the month should be written in words, but the day and year should be typed in number format.

Example: June 26, 2013
Note that you usually don’t need to add the sender’s address on the date line because your company address is also your boss’s address. If you wish, you can also use letterhead with the address above.

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Consider adding an address. If you’re using company letterhead to write your letter, you can choose to leave the recipient’s address blank, because this is a letter sent within a company. Even so, adding an address is a good idea because it allows you to send the exact message to your boss.

Add your boss’s title and full name in the first line.
Write the name of the street on the next line and the name of the county and city on the next line.
Leave a blank line between the date and the address. Leave another blank line between the address and the greeting after the address. The address should have single line spacing.

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Mention your boss directly in the greeting. Your letter should begin with “Dear (boss’s name)” and you shouldn’t use a generic or vague greeting like “Dear those interested”.

You should also address your boss the way you normally would, even if it’s not very formal. For example, if you often address your boss by name, write “Dear Director Hung”. If before, you only formally addressed your boss with your boss’s last name, you should write your full name, “Dear Director Nguyen Manh Hung”.

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Write the body of the message. Skip a line after the salutation before you write the body of the letter according to the instructions of this article.

Each paragraph in the body of the message should have a single line spacing, but should leave a blank line between paragraphs. No paragraphs need indentation.
Write a letter within one page limit.

Submit notice of resignation

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Submit your resignation notice directly to your boss. The most professional way is to submit your resignation notice to your boss first and in person. ^{[4] X Research Sources}

Usually you need to arrange a meeting, but if your company is small and you are quite close with your boss, you can drop by their office without notice.
Close the door when entering the room to have a private conversation.
Submit the resignation notice and go over the contents of the letter.
Your boss will probably want to discuss your resignation with you. Even if the letter has answered your questions, you still need to answer all of the boss’s questions.
Thank and shake your boss’s hand when you leave the office.

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Send a copy of your resignation notice to anyone who may need this information. This varies from company to company, but in general HR and your other superiors will need a copy.

Colleagues, mentors, team members, and clients need to be notified individually of your departure. They don’t need an official statement, but they do need to be informed.

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Work hard and speed up the unfinished business. If you offer to complete any important projects before you leave your job, you need to follow through from start to finish and complete these projects.

Even if you don’t promise anything, you shouldn’t be distracted during the last two weeks of work. The transition period can be difficult for everyone, and if you’re a professional, you need to make the transition as smooth as possible.
Do not let the company take advantage of you by asking you to do things that are not part of your normal function during the last 2 weeks. Be polite and professional, but be firm about what you’re asked to do before you leave.

Steps

What to write and how to write?

Format of resignation letter

Submit notice of resignation

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