Step-by-step process:

Step 1: Verbal conversation with your manager

Schedule 30 minutes in person or video. Open with:

"I've decided to leave [Company]. My last day will be [Date]."

Be calm, brief, professional. Don't apologize excessively. Don't backtrack.

Step 2: Send the written letter (same day)

Right after the conversation:

Hi [Manager],

Following up on our conversation today — please accept this as my formal notice of resignation from [Company]. My last day will be [Date], two weeks from today.

I'm grateful for my time at [Company] and happy to support a smooth handoff.

Best, [Your Name]

Step 3: Notify your team

After your manager. A Slack message or in-person at the next team meeting.

Step 4: Document handoff

For each ongoing project:

  • Owner going forward
  • Where docs live
  • What's in progress
  • What's blocked

Step 5: Last two weeks

  • Maintain quality of work.
  • Tie up loose ends.
  • Be helpful but don't take new work.
  • Honest exit interview if invited.

What goes in the letter

  • Formal notice statement
  • Last day
  • Brief gratitude (optional)
  • Offer to help (optional)
  • Sign off

What doesn't go in

  • Reason for leaving (verbal only)
  • New job announcement
  • Complaints
  • Personal life details
  • Long emotional content

Common mistakes

  • Telling coworkers before manager
  • Giving less than two weeks (unless agreed)
  • Burning bridges in writing
  • Disparaging the company on LinkedIn during notice period
  • Taking confidential info

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For more: resignation letter example, letter of resignation template, two week notice letter.