How to Verbally Give Your Two Weeks’ Notice (with Examples)
Giving your two weeks’ notice is a crucial step when leaving a job. While a written resignation letter is essential for documentation, the initial verbal conversation with your manager is equally important. It sets the tone for your departure, allows for a more personal and direct communication, and offers an opportunity to maintain a positive relationship with your employer. This comprehensive guide will walk you through the process of verbally giving your two weeks’ notice, ensuring a professional and respectful exit.
## Why Give Verbal Notice?
Before diving into the how-to, let’s understand why giving verbal notice is so important:
* **Professional Courtesy:** Informing your manager directly shows respect for them and the company. It demonstrates that you value the working relationship you’ve built.
* **Personal Connection:** A face-to-face or phone conversation allows for a more personal interaction than simply sending an email or letter. This can help soften the blow and show sincerity.
* **Immediate Questions and Answers:** Your manager may have immediate questions about your decision, workload transition, or training your replacement. A verbal conversation allows you to address these questions promptly.
* **Relationship Preservation:** Leaving on good terms is crucial for future references and networking opportunities. A thoughtful verbal conversation can help maintain a positive relationship.
* **Sets the Stage for the Written Notice:** The verbal notice prepares your manager for the official written resignation letter. It avoids surprises and allows them to mentally prepare for your departure.
## Preparing to Give Verbal Notice
Before you schedule that meeting with your manager, careful preparation is key. This involves:
1. **Confirm Your Decision:** Ensure you are absolutely certain about leaving your job. Reversing your decision after giving notice can be detrimental to your reputation.
2. **Review Your Contract/Employee Handbook:** Understand your company’s policies regarding resignation, notice periods, and benefits. This will help you answer any questions your manager might have.
3. **Prepare a Brief Script (But Don’t Over-Rehearse):** Jot down the key points you want to convey. This includes expressing your gratitude, stating your resignation, and specifying your last day of employment. Having a script helps you stay focused and avoid rambling, especially if you’re nervous. Here are some examples of key phrases to include:
* “I wanted to schedule this meeting to let you know that I’ve made the decision to resign from my position as [Your Job Title] at [Company Name].”
* “My last day of employment will be [Date].”
* “I want to thank you for the opportunity to work here for the past [Number] years/months. I’ve learned a great deal and appreciate the experiences I’ve gained.”
* “I’m committed to ensuring a smooth transition during my remaining time here.”
* “I’m happy to assist in any way I can to train my replacement or complete any outstanding tasks.”
4. **Choose the Right Time and Place:** Schedule a private meeting with your manager. Avoid doing it during a busy period, stressful deadlines, or in a public area. Respect their time and ensure you have their undivided attention. A physical meeting in their office is preferable, but if that’s not possible, a phone call or video conference is the next best option.
5. **Consider Your Manager’s Personality:** Tailor your approach based on your manager’s personality. If they are direct and to-the-point, keep your explanation concise. If they are more emotionally driven, be prepared to offer more personal context (without oversharing). If your manager is known to react negatively, you might need to prepare for a more difficult conversation and practice maintaining composure.
6. **Prepare for Potential Questions:** Anticipate questions your manager might ask, such as:
* “Why are you leaving?”
* “Where are you going?”
* “What can we do to make you stay?”
* “How can we ensure a smooth transition?”
Prepare concise and honest answers. You are not obligated to reveal all details of your new job, but be respectful and avoid being overly negative about your current employer. If you are asked what the company can do to make you stay, be honest about whether or not that is a possibility. If you have already made up your mind, it’s best to decline politely but firmly.
7. **Prepare Your Written Notice:** Have your written resignation letter ready to submit immediately after the verbal conversation. This ensures that everything is documented properly. Make sure the date on the letter matches the date of your verbal conversation.
## Steps to Verbally Give Your Two Weeks’ Notice
Now that you’re prepared, here’s a step-by-step guide to giving your verbal notice:
1. **Schedule the Meeting:** Send your manager a calendar invite or email requesting a brief private meeting. Be vague about the topic, simply stating that you’d like to discuss your role within the company. For example:
* “Hi [Manager’s Name], I’d like to schedule a brief meeting with you sometime this week to discuss my role. Please let me know what time works best for you.”
2. **Start with Gratitude:** Begin the conversation by expressing your appreciation for the opportunities and experiences you’ve gained at the company. This sets a positive tone and shows respect for your manager and the organization. For example:
* “Thank you for meeting with me. I wanted to start by saying how much I’ve appreciated the opportunity to work here at [Company Name]. I’ve learned a lot and I’m grateful for the experiences I’ve had.”
3. **State Your Resignation Clearly:** Clearly and directly state that you are resigning from your position. Avoid being ambiguous or beating around the bush. Use a professional and straightforward tone. For example:
* “With that said, I wanted to let you know that I’ve made the decision to resign from my position as [Your Job Title].”
4. **Specify Your Last Day of Employment:** Clearly state your last day of employment. This is crucial for planning the transition process. Ensure this date aligns with your written notice and company policy. For example:
* “My last day of employment will be [Date].”
5. **Offer a Brief Explanation (Optional):** You can offer a brief explanation for your departure, but avoid going into excessive detail or being overly negative. Focus on positive reasons, such as pursuing new opportunities or personal growth. You are not obligated to disclose the specifics of your new job, especially if you’re not comfortable. Examples:
* “I’ve decided to pursue a new opportunity that aligns with my long-term career goals.”
* “I’m looking for a role that offers [Specific Skill or Opportunity, e.g., more opportunities for professional development, a different work-life balance].”
* “I’m pursuing a personal goal that requires me to leave my current position.”
*If your reason for leaving is because of a negative work environment (toxic culture, poor management), you are *not* obligated to disclose this during the verbal conversation. You can simply say that you are pursuing other opportunities. You can choose to address these issues in your exit interview with HR, if you are comfortable doing so.*
6. **Express Your Willingness to Assist with the Transition:** Reassure your manager that you are committed to ensuring a smooth transition during your remaining time. Offer to help train your replacement, document your processes, and complete any outstanding tasks. This demonstrates professionalism and responsibility. For example:
* “I’m committed to making this transition as smooth as possible. I’m happy to assist in training my replacement and documenting my current projects.”
* “I’m available to answer any questions and help with the handover of my responsibilities.”
7. **Answer Questions Professionally and Honestly:** Be prepared to answer your manager’s questions honestly and professionally. Avoid getting defensive or engaging in gossip. If you are asked about your new job, you can provide a general overview without revealing confidential information. If you are asked what would make you stay, be direct and honest about whether that is a possibility.
8. **Submit Your Written Notice:** Immediately after the verbal conversation, submit your written resignation letter to your manager. This formalizes your resignation and provides a written record of your departure. Make sure that the last day of employment noted in your letter is the same as the date you discussed verbally.
9. **End on a Positive Note:** Thank your manager for their time and express your best wishes for the company’s future success. This reinforces your professionalism and leaves a positive lasting impression. For example:
* “Thank you again for the opportunity to work here. I wish you and the company all the best in the future.”
## What *Not* to Do When Giving Verbal Notice
To ensure a professional and respectful departure, avoid these common pitfalls:
* **Don’t Surprise Your Manager:** Schedule a private meeting and avoid springing the news on them unexpectedly. This is disrespectful and unprofessional.
* **Don’t Give Notice in a Public Place:** Always give notice in a private setting. Avoid discussing your resignation in front of other colleagues or in a public area.
* **Don’t Be Vague or Ambiguous:** Clearly state that you are resigning and specify your last day of employment.
* **Don’t Burn Bridges:** Avoid making negative comments about your manager, colleagues, or the company. Focus on positive reasons for leaving and maintain a professional demeanor.
* **Don’t Overshare:** Avoid divulging too much personal information or gossiping about other employees.
* **Don’t Negotiate After Giving Notice (Unless You’re Open to Staying):** If you’ve already accepted another job, don’t use your resignation as a bargaining chip to try to get a raise or promotion. This can damage your credibility.
* **Don’t Neglect Your Responsibilities:** Continue to perform your job duties to the best of your ability during your remaining time. This demonstrates professionalism and respect for your colleagues.
* **Don’t Forget the Written Notice:** Always follow up your verbal notice with a formal written resignation letter.
* **Don’t Brag About Your New Job:** While it’s okay to mention you’re pursuing another opportunity, avoid bragging about your new salary, benefits, or company. This can create resentment among your colleagues.
## Example Scenarios
Here are a couple of example scenarios to illustrate how to verbally give your two weeks’ notice:
**Scenario 1: Leaving for a Better Opportunity**
* **You:** “Hi [Manager’s Name], thank you for meeting with me. I wanted to start by saying how much I’ve appreciated the opportunity to work here at [Company Name] for the past [Number] years. I’ve learned a lot and I’m grateful for the experiences I’ve had.”
* **You:** “With that said, I wanted to let you know that I’ve made the decision to resign from my position as [Your Job Title]. My last day of employment will be [Date].”
* **You:** “I’ve decided to pursue a new opportunity that aligns with my long-term career goals. I’m committed to making this transition as smooth as possible. I’m happy to assist in training my replacement and documenting my current projects.”
* **Manager:** “I’m sorry to hear that you’re leaving. Can you tell me more about why you’re leaving?”
* **You:** “I’m looking for a role that offers more opportunities for professional development and allows me to utilize [Specific Skill].”
* **Manager:** “What can we do to make you stay?”
* **You:** “I appreciate the offer, but I’ve already accepted the other position. My decision is final.”
* **You:** “I’ll submit my formal resignation letter to you after this meeting. Thank you again for everything. I wish you and the company all the best in the future.”
**Scenario 2: Leaving Due to Personal Reasons**
* **You:** “Hi [Manager’s Name], thank you for meeting with me. I wanted to start by saying how much I’ve valued my time here at [Company Name].”
* **You:** “I wanted to let you know that I’ve made the decision to resign from my position as [Your Job Title]. My last day of employment will be [Date].”
* **You:** “I’m pursuing a personal goal that requires me to leave my current position. I’m committed to making this transition as smooth as possible and will happily assist in any way that I can.”
* **Manager:** “I understand. Is there anything I can do to help?”
* **You:** “I appreciate that, but this is a personal matter. Thank you for understanding.”
* **You:** “I’ll submit my formal resignation letter to you after this meeting. Thank you again for your support and I wish you and the company all the best.”
## Following Up After the Verbal Notice
After giving your verbal notice and submitting your written resignation letter, here are a few things to keep in mind:
* **Communicate with HR:** Schedule a meeting with HR to discuss your benefits, final paycheck, and exit interview.
* **Train Your Replacement:** Dedicate time to train your replacement and ensure they have the necessary knowledge and resources to succeed.
* **Document Your Processes:** Create clear and concise documentation of your key processes and responsibilities.
* **Complete Outstanding Tasks:** Prioritize and complete any outstanding tasks or projects before your last day.
* **Say Goodbye to Colleagues:** Take the time to say goodbye to your colleagues and express your appreciation for their support.
* **Maintain Professionalism:** Continue to maintain a professional demeanor throughout your remaining time at the company.
## Conclusion
Verbally giving your two weeks’ notice is an important step in the resignation process. By preparing in advance, communicating clearly and respectfully, and following up with a written resignation letter, you can ensure a smooth and professional exit. Leaving on good terms is crucial for maintaining positive relationships and opening doors for future opportunities. Remember to focus on gratitude, be honest and professional, and commit to a smooth transition. Good luck!