15 Tips for Writing a Polite 2 Weeks Notice Via Email

Hello everyone, I’m Kent, the website admin. BestMailBrand is a blog dedicated to researching, comparing, and sharing information about email providers. Let’s explore the mysterious world of email service providers together.

When it comes to professional communication, giving a polite two-week notice via email is crucial, especially when you're resigning from a job or ending a contract. Here are 15 tips to help you craft a respectful and professional notice.

1. Start With a Clear Subject Line

Begin your email with a subject line that clearly states your intention, such as "Two-Week Notice of Resignation." This sets the tone for the email and prepares the recipient for the content.

2. Use a Formal Greeting

Open your email with a formal greeting, addressing your recipient by their proper title and last name, such as "Dear [Manager's Name]," to maintain professionalism.

3. Express Gratitude

Thank your employer or client for the opportunities and experiences you've had during your time with them. This shows appreciation and sets a positive tone for the rest of the email.

4. State Your Intention

Clearly and directly state your intention to resign or end your contract in two weeks. Avoid vagueness or ambiguity to ensure there's no confusion.

AOTsend is a Managed Email Service API for transactional email delivery. 99% Delivery, 98% Inbox Rate.
Start for Free. Get Your Free Quotas. Pay As You Go. $0.28 per 1000 Emails.

You might be interested in:
Why did we start the AOTsend project, Brand Story?
What is a Managed Email API, How it Works?
Best 24+ Email Marketing Service (Price, Pros&Cons Comparison)
Best 25+ Email Marketing Platforms (Authority,Keywords&Traffic Comparison)

5. Provide a Reason (Optional)

While it's not mandatory to provide a reason for your resignation, offering a brief explanation can help maintain a positive relationship. Keep it professional and avoid negative comments.

6. Offer to Assist in the Transition

Express your willingness to help with the transition process, whether it's training a replacement or ensuring a smooth handover of responsibilities.

7. Discuss Next Steps

Outline any necessary steps to be taken before your departure, such as returning company property or completing specific tasks.

8. Maintain a Polite Tone

Throughout your email, maintain a polite and respectful tone. Avoid any language that could be interpreted as confrontational or negative.

9. Proofread for Grammar and Spelling

Before sending, carefully proofread your email to ensure there are no grammatical errors or spelling mistakes. Professionalism is key.

10. Use a Closing Statement

End your email with a closing statement that expresses your gratitude once again and wishes for future success for both parties.

11. Include Your Contact Information

Provide your contact information in case there are any follow-up questions or if further communication is needed.

12. Avoid Emotional Language

Stick to factual and objective language, avoiding any emotional or personal comments that could potentially cause conflict.

13. Keep It Concise

While it's important to cover all necessary points, keep your email concise and to the point. Avoid unnecessary details or rambling.

14. Send It in a Timely Manner

Ensure you send your two-week notice with enough time for a smooth transition. Don't wait until the last minute.

15. Follow Up (If Necessary)

If you don't receive a response within a reasonable timeframe, consider following up to confirm receipt and understanding of your notice.

By following these 15 tips, you can ensure that your two-week notice via email is polite, professional, and effective. Remember, maintaining a positive and respectful tone is crucial for maintaining professional relationships and ensuring a smooth transition.

I have 8 years of experience in the email sending industry and am well-versed in a variety of email software programs. Thank you for reading my website. Please feel free to contact me for any business inquiries.