How to Verbally Give Two Weeks’ Notice: A Comprehensive Guide

Giving notice is a crucial step in transitioning from one job to another. While written notice is generally preferred, there are situations where a verbal resignation is necessary or desired. This comprehensive guide provides detailed steps and instructions on how to verbally give two weeks’ notice professionally and effectively, ensuring a smooth departure.

Why Verbally Give Notice?

Before diving into the ‘how,’ let’s consider the ‘why.’ While a formal written resignation letter is standard practice, verbal notice can be appropriate in the following scenarios:

* **Urgency:** You need to inform your employer immediately due to unforeseen circumstances.
* **Informal Workplace:** Your company culture is relaxed, and verbal communication is common.
* **Direct Request:** Your manager specifically requests a verbal conversation before receiving a written letter.
* **Precursor to Written Notice:** A verbal notice can serve as an initial heads-up before formally submitting your resignation letter.

**Important Note:** Even if you give verbal notice, *always* follow up with a written resignation letter for your records and the company’s formal documentation. This provides clarity and protects you from potential misunderstandings.

Step-by-Step Guide to Verbally Giving Two Weeks’ Notice

Here’s a detailed breakdown of how to verbally resign, ensuring professionalism and a positive outcome:

1. Prepare and Plan

* **Consider Your Reasoning:** Before you speak, solidify your reasons for leaving. Be prepared to briefly explain your decision without being overly negative or critical. Focus on opportunities you’re pursuing or personal growth. Avoid dwelling on complaints about the job or colleagues.
* **Know Your Last Day:** Calculate your last day of employment based on the two-week notice period. Having this date ready shows you’re prepared and organized.
* **Gather Necessary Information:** Have readily available any relevant documents or information you might need, such as your employee handbook (for company policies on resignation), project status updates, and contact information for key stakeholders. Although unlikely during the initial verbal notice, your manager may ask you immediately about the status of projects you are on.
* **Practice What You’ll Say:** Rehearsing your resignation speech can help you feel more confident and less nervous. Practice in front of a mirror or with a trusted friend or family member.
* **Plan for Potential Questions:** Anticipate questions your manager might ask, such as:
* “Where are you going?”
* “What made you decide to leave?”
* “Is there anything we can do to make you stay?”
* “When is your last day?”
* “What projects are you currently working on?”
* “Are you willing to help with the transition?”
Prepare thoughtful and professional responses.
* **Prepare a Transition Plan (Optional but Highly Recommended):** If possible, think about how your responsibilities can be transitioned to other team members. This demonstrates professionalism and consideration. You don’t need to have a fully detailed plan, but showing you’ve thought about it will be appreciated.

2. Schedule a Meeting

* **Request a Private Meeting:** Ask your manager for a private meeting in person. Avoid delivering the news in a public setting or via email or instant message. A face-to-face conversation shows respect.
* **Choose an Appropriate Time:** Select a time when your manager is likely to be relatively free from distractions and not under significant stress. Early morning or late afternoon meetings can often be less disruptive.
* **Be Direct and Clear in Your Request:** When requesting the meeting, be straightforward without revealing the reason for the meeting. For example, you could say, “I’d like to schedule a brief meeting with you to discuss my employment. When would be a good time?”

3. Deliver the News Professionally

* **Start with Gratitude:** Begin by expressing gratitude for the opportunities and experiences you’ve gained during your time at the company. This sets a positive tone and shows appreciation.
* **Be Direct and Concise:** Clearly state your intention to resign. Avoid ambiguity or beating around the bush. For example, “I’m writing/speaking to you today to let you know that I am resigning from my position as [Your Job Title], effective [Your Last Day of Employment].”
* **Provide a Brief Explanation:** Offer a brief, positive explanation for your departure. Focus on your future goals and opportunities. Avoid negativity or criticizing the company.
* **Express Your Willingness to Help with the Transition:** Offer to assist with the transition process to ensure a smooth handover of your responsibilities. This demonstrates professionalism and a commitment to the company’s success, even as you leave. For example, “I’m happy to help in any way I can to ensure a smooth transition during my remaining two weeks.”
* **Maintain a Positive and Respectful Attitude:** Throughout the conversation, maintain a positive and respectful tone. Avoid getting emotional or defensive.
* **Listen Actively:** Pay attention to your manager’s response and address any questions or concerns they may have.

4. Addressing Common Scenarios and Questions

* **”Where are you going?”**
* **Positive Response:** “I’ve accepted a position at [New Company Name] as a [Your New Job Title]. It’s an exciting opportunity for me to [Briefly Explain Opportunity].”
* **If You Don’t Want to Disclose:** “I’m pursuing another opportunity that I believe is a better fit for my long-term career goals. I’m not comfortable disclosing the details at this time.”
* **”What made you decide to leave?”**
* **Positive Response:** “I’ve been presented with an opportunity that aligns with my career aspirations and allows me to further develop my skills in [Specific Area].”
* **Avoid Negativity:** Do not mention negative aspects of your current role or workplace. Focus on the positive aspects of your new opportunity.
* **”Is there anything we can do to make you stay?”**
* **If You’re Firm in Your Decision:** “I appreciate the offer, but I’ve made my decision. I’m confident that this is the right move for me at this time.”
* **If You’re Open to Discussion (Proceed with Caution):** “I’m willing to discuss it, but my decision is based on [Briefly Explain Reason – e.g., career growth, work-life balance]. What did you have in mind?” Be cautious about this approach, as it can lead to unrealistic expectations or promises that the company may not be able to fulfill.
* **Counteroffers:** Be prepared for a counteroffer. Carefully consider the offer and weigh it against your reasons for leaving. Don’t accept a counteroffer simply out of guilt or pressure. Ensure it addresses your underlying concerns and offers a genuine improvement in your situation. Remember that accepting a counteroffer can sometimes damage your relationship with your current employer if you later decide to leave.
* **Immediate Departure:** In rare cases, your employer may ask you to leave immediately. While this is not ideal, be prepared for the possibility. Ask about your final pay, benefits, and any other outstanding compensation.

5. The Written Resignation Letter: Formalizing Your Departure

As mentioned earlier, *always* follow up your verbal notice with a formal written resignation letter. This letter serves as official documentation of your resignation and helps prevent any misunderstandings. Here’s what your letter should include:

* **Your Name and Contact Information:** Include your full name, address, phone number, and email address.
* **Date:** The date you are writing the letter.
* **Employer’s Name and Address:** Include the name of your manager and the company address.
* **Subject Line:** A clear subject line, such as “Resignation – [Your Name]”
* **Statement of Resignation:** A clear and concise statement of your resignation. For example, “Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name].”
* **Effective Date:** State your last day of employment. For example, “My last day of employment will be [Your Last Day of Employment].”
* **Expression of Gratitude:** Express your gratitude for the opportunities you’ve had at the company. For example, “I appreciate the opportunities I’ve been given during my time at [Company Name].”
* **Offer to Assist with Transition:** Offer to help with the transition of your responsibilities. For example, “I am willing to assist in any way possible to ensure a smooth transition.”
* **Closing:** A professional closing, such as “Sincerely,” or “Best regards,”
* **Signature:** Your signature (if a physical letter) and your typed name.

**Example Written Resignation Letter:**

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Your Last Day of Employment].

I appreciate the opportunities I have been given during my time at [Company Name]. I have learned a great deal and value the experiences I have gained.

I am willing to assist in any way possible to ensure a smooth transition during my remaining two weeks. Please let me know how I can be of assistance.

Thank you again for the opportunity to work at [Company Name]. I wish you and the company all the best in the future.

Sincerely,
[Your Signature (if a physical letter)]
[Your Typed Name]

6. During Your Remaining Two Weeks

* **Maintain Professionalism:** Continue to perform your duties to the best of your ability during your remaining two weeks. Don’t slack off or become disengaged.
* **Complete Key Tasks:** Prioritize completing key tasks and projects to ensure a smooth handover.
* **Document Your Work:** Document your work processes and procedures to make it easier for your replacement to take over.
* **Train Your Replacement (If Applicable):** If you are asked to train your replacement, do so thoroughly and patiently.
* **Say Goodbye to Colleagues:** Take the time to say goodbye to your colleagues and express your appreciation for their support.
* **Exit Interview:** If your company conducts exit interviews, participate honestly and constructively. Provide feedback on your experience at the company.

7. Handling Difficult Situations

* **Negative Reaction from Your Manager:** If your manager reacts negatively to your resignation, remain calm and professional. Avoid getting into an argument or becoming defensive. Simply reiterate your decision and express your willingness to help with the transition.
* **Pressure to Stay:** If you are pressured to stay, politely decline if you are firm in your decision. Explain that you have given the matter careful consideration and that you believe this is the right move for you.
* **Immediate Termination:** As mentioned earlier, be prepared for the possibility of immediate termination. Ask about your final pay, benefits, and any other outstanding compensation.

Dos and Don’ts of Verbally Giving Notice

To ensure a smooth and professional resignation, keep these dos and don’ts in mind:

**Dos:**

* **Do** schedule a private meeting with your manager.
* **Do** be direct and concise in your resignation.
* **Do** express gratitude for the opportunities you’ve had.
* **Do** offer to help with the transition.
* **Do** follow up with a written resignation letter.
* **Do** maintain professionalism during your remaining two weeks.
* **Do** document your work and train your replacement (if applicable).
* **Do** say goodbye to your colleagues.

**Don’ts:**

* **Don’t** resign via email, text message, or instant message (unless specifically requested).
* **Don’t** badmouth the company or your colleagues.
* **Don’t** be vague or ambiguous about your resignation.
* **Don’t** burn bridges.
* **Don’t** slack off during your remaining two weeks.
* **Don’t** leave without a written resignation letter.

Legal Considerations

While verbal notice is generally acceptable, it’s important to be aware of any legal considerations related to resignation. Check your employment contract and employee handbook for any specific requirements regarding notice periods or resignation procedures. Also, be aware of any non-compete or non-solicitation agreements you may have signed.

Conclusion

Verbally giving two weeks’ notice can be a professional and effective way to resign from your job, especially when followed by a written letter. By following these steps and guidelines, you can ensure a smooth departure and maintain positive relationships with your former employer and colleagues. Remember to prepare thoroughly, communicate clearly, and maintain a positive attitude throughout the process. Good luck with your future endeavors!