The importance of two weeks' notice in your resignation letter (with examples)
Leaving a job is about more than just packing up and moving on. In Malaysia, the proper way to quit your job requires following professional rules while also taking into account cultural differences. Learn how to say goodbye politely and professionally, whether you're leaving for personal reasons or looking for new chances.
Giving two weeks' notice is like giving a heads-up to your team. It helps them plan and make adjustments so that work can continue smoothly even after you're gone. Writing a letter to let your employer know you're leaving is part of this process. In this guide, we'll talk about how to write a polite and professional letter when you're leaving your job. Let's learn how to say goodbye nicely to your coworkers and boss.
- What is a two-week notice letter?
- When to give two weeks' notice
- Tips for writing a professional resignation letter with two weeks' notice
- Professional resignation letter example
- How do I write a short letter of resignation notice?
- Two weeks notice best practices
- Conclusion
- FAQs
What is a two-week notice letter?
A two-week notice letter is a formal document you give to your employer when you decide to leave your job. It's a way of letting them know about your decision in advance, typically two weeks before your last workday. You don't need to include any personal details or reasons for leaving in a formal resignation letter. One of the main reasons for giving a two-week notice is to keep things on a positive note with your boss and coworkers. This letter is an important part of the resignation process and is a standard practice across industries.
Here are common mistakes to avoid when drafting your formal resignation letter:
- Grammatical errors: Proofread your resignation letter to ensure it's free from grammatical errors. Mistakes in spelling, punctuation, or grammar can affect your professionalism.
- Being too vague or too specific: Avoid being too vague, or your current employer might need clarification.
When to give two weeks' notice
It's polite to tell your employer ahead of time that you're leaving your job. It gives them enough time to find someone new or make changes. Even though millions quit their jobs every month, we understand that telling your boss that you're leaving the company is always a challenging conversation. It's also nice for your employer to receive a thank you for the time and resources they've used to support your career growth.
However, a respectful resignation letter can mean the difference between an awkward goodbye and a chance for a long-term professional connection. Giving proper notice lets you leave on good terms. This can help you get good references and make connections in the future.
Timing your resignation letters
When you choose to quit your job, it's common practice to tell your employer the date you plan to leave. You should tell them about your decision at least two weeks ahead of your intended departure date.
Why give a two-week notice?
There are several reasons why giving a two-week notice is a standard and respectful practice:
- Creates a smooth transition: Offering this amount of time allows your employer to cover your absence. This ensures a seamless handover for everyone involved.
- Gives time to hire: It gives your employer time to find a replacement or reassign your tasks to other employees. This minimises disruptions to the workflow.
- Shows professionalism and respect: Giving formal notification is a professional and respectful thing to do. It leaves a good positive impression.
What if you can't give two weeks' notice?
While it's the standard, sometimes circumstances may only allow a short notice period. In such cases, consider the following options:
- Negotiate a shorter notice period: Discuss with your employer if it's possible to negotiate a shorter notice period based on the circumstances. Share your reasons honestly and work together to find a reasonable solution.
- Offer additional support: Even if you can't provide the full notice period, express your willingness to assist during the transition. Offer to train your replacement, document your tasks, or provide any necessary information to facilitate the handover.
- Stay flexible: Be flexible with your departure date if possible. Consider staying a bit longer than you initially planned if it helps your employer manage the transition more effectively.
- Provide remote support: If feasible, offer to provide remote support after your separation. This can be particularly helpful in roles where ongoing assistance may be necessary.
- Refer to a temporary replacement: If time is tight, you can propose that you find a temporary replacement or help locate interim support. This can fill the gap until the company finds a permanent solution.
Considering alternative solutions during challenging times can contribute to a more positive and professional departure from your current job.
Tips for writing a formal resignation letter
When crafting your resignation letter with a two-week notice, consider the following tips to ensure professional and positive communication:
- Include the essentials: Address the resignation letter to the person you're giving it to (mentioning their name and position), clearly say you're quitting, and mention the date you're leaving.
- Maintain positivity: Keep your resignation letter positive and thankful by talking about the good parts of your experience at the company. Avoid saying anything negative or critical.
- Express gratitude: Thank the company for the chances and experiences you had, and mention that you're ready to help with the transition as you leave.
- Keep it brief: Your resignation letter will be more effective if it's concise and to the point. Keep it brief and focused without lengthy explanations so it's readable and understandable.
- Proofread: Before finalising your resignation letter, proofread it thoroughly to ensure there are no grammatical errors or typos. A well-written and error-free resignation letter reflects professionalism.
- Use a formal closing: Conclude your resignation letter by using a closing such as "Sincerely" or "Best regards." Sign the letter by hand if you're submitting a hard copy, or use a digital signature if you're sending it electronically.
By following these tips, you can create a resignation letter that conveys your decision with clarity, gratitude, and professionalism. This can help you make a positive and respectful move from your current position.
Professional resignation letter example
Writing a formal letter sounds like a daunting task, but it doesn't have to be. Here's a resignation letter sample usually used in Malaysia for a two-week notice letter that can help you write your letter, but you can change it according to your company policy:
[Date of tender]
[Company Address]
Dear [name of boss],
I am writing to inform you of a formal notice of resignation from my position as [your current job title] from the [department you are part of]. My last day of employment will be [estimated last day].
It has been a pleasure working with you and the entire team, who treated me like a family member for [employment contract]. I started my career journey as [ job title] here and have had a fantastic experience here, a highlight of which is [any notable accomplishment you are grateful for]. I will take a lot of what I have learned with me in my career and look back at my time here as a valuable period of my professional life. I'm confident that the experiences and skills I've gained here will continue to serve me well in my future endeavours.
During my notice period, I will do my best to make the transition smooth and will ensure that all details and information remain available to the person taking my position.
Thank you once again for all your guidance, for giving me this job opportunity, and for all the support. Please accept this letter and let me know if there are any current duties or ongoing projects you'd like me to focus on during my notice period. I wish the company continued success, and I hope to stay in touch in the future. You can email me at [email] or contact me directly at [handphone number].
Yours sincerely,
[Your name]
This official letter can be used by anyone to formally notify their employer of their intention to resign from their current position. Feel free to customise this resignation letter template to fit your specific situation. Ensure that you write the opening paragraph and closing paragraph carefully and also include the relevant details in your resignation letter, such as your name, the date of resignation, and the specific reasons for your departure. The letter needs to provide the date of your last day of employment, so it's best to check your contract to make sure you're giving enough notice.
Some workplaces organise an exit interview for employees when they leave. In this interview, they ask about your experiences, feedback, and suggestions. Approach the interview with professionalism and prepare to give constructive feedback.
How do I write a short letter of resignation notice?
Here is a sample you can use:
Please accept my letter of resignation for [job title] with [company name]. My last day should be [date on last day] based on my notice. I wish to thank you for working on that job since I was a teenager.
Two weeks' notice best practices
When preparing and delivering your formal notice, adhere to the following best practices for a smooth and professional transition:
Select an appropriate delivery method
If you can, tell your boss that you're quitting before you deliver your printed letter. You can do it face-to-face, on a video call, or over the phone. Talking directly with them shows respect.
Thoroughly review your resignation letters
Before you finish your resignation letter, go through it carefully to find and fix any grammar mistakes or typos. A resignation letter without mistakes shows that you pay attention to details.
Choose an optimal time
Select a good time to talk to your boss about quitting. Avoid busy or stressful times, and try to find a quiet and private place so they can listen better.
Express appreciation
Thank your company for the chances and experiences you had. Please talk about the good parts of your time there to show how much you appreciate it.
Extend a helping hand during the transition period
Show your commitment to making the switch easy by helping during the transition. This might include training the person replacing you, writing down how to do things, or giving important information. Your proactive help makes sure the responsibilities move smoothly to the next person.
Specify your last working day
Indicate the date of your last workday in your resignation letter to facilitate your employer's planning and minimise potential disruptions.
Adhere to company protocols
Follow the resignation procedures in your company's policies or employee handbook. Formally notify the HR department and comply with established protocols.
Anticipate responses and prepare
Prepare for potential reactions from your employer. Approach the conversation with professionalism, openness, and a willingness to discuss your decision.
Respect confidentiality guidelines
If your resignation is confidential, maintain discretion in your communication. Inform your manager first and follow your company's confidentiality guidelines.
By embracing these best practices, you can navigate the formal resignation process with professionalism and consideration for both your current employer and colleagues.
Conclusion
When you decide to leave your job, write a resignation letter with a two-week notice. Keep it professional, short, and positive. Think about how your workplace operates before deciding how to quit and tell your boss with respect and gratitude. To leave on good terms, consider speaking directly to your boss or offering assistance after you've resigned. Remember, a well-written professional resignation letter shows you're respectful and can help you get positive references later.
Transitioning from one job offer to another is a natural part of your career. By approaching it thoughtfully and incorporating the tips in this guide, you contribute to a smoother process for everyone involved. For a helpful starting point, refer to resignation letter templates, including the one above. We wish you the best of luck with your future opportunities!
FAQs
- Can I give less than two weeks' notice when resigning?
Yes, while the period is customary, situations may arise where you can't provide that length of time. It's advisable to communicate your circumstances to your employer and give as much notice as possible to facilitate a smooth transition process. - Does a two-week notice have to be in writing?
It depends on the company culture. Although it's best to provide a written resignation letter for documentation purposes, some situations may call for a verbal notice, especially in more informal work environments. However, putting it in writing is standard practice. - How do you write a two-week notice for a job you hate?
Despite the circumstances, focus on maintaining professionalism in your resignation letter. Highlight positive aspects of your experience, convey appreciation, and keep the resignation letter brief. Avoid mentioning negative feelings or criticisms to leave on a constructive note. - Should I include a reason for my departure in my resignation letter with two weeks' notice?
While it's not mandatory, providing a brief and positive reason for your departure, like if you are switching jobs or having serious health issues, can be beneficial. If the reason is sensitive or personal, you can choose to keep it private and demonstrate thankfulness for your time at the company. - How should I close my resignation letter with two weeks' notice?
Close your resignation letter professionally with a formal closing, such as "Sincerely" or "Best regards." If submitting a hard copy, sign it by hand. If sending it electronically, you can use a digital signature. Keep the closing respectful and maintain a positive tone.
