Goodbyes are hard, but in the working world, they are a little complicated.
At some point, there is going to be a time when you say goodbye to an employer and chart a new path.
If you are that bright, ambitious professional, it is essential to understand the notice letter to make your goodbye less complicated.
What is a Notice Letter?
The notice letter is a written statement to inform your employer of your intention to leave the company. Depending on its culture, you may be required to provide this letter in two-weeks or a month’s notice. Other organisations will accept your resignation letter on the spot. Some are comfortable with a two-week notice. Whatever approach you take, crafting an appropriate two-week notice letter works in your best interest.
Why should I write a notice letter?
- Professionalism
When submitting a resume to your current employer, you hopefully would have gone to extreme lengths to portray the most qualified, competent and professional version of yourself. Close the same way you started – in a professional manner.
Last impressions are equally important as first impressions. The last impression is your legacy within that company. Your peers will remember you in this light. Therefore, providing a two-week notice letter, demonstrates you are the same professional that first entered their workspace. The letter is critical to provide so that the professional reputation you worked hard to cultivate is not jeopardised.
- To get a good recommendation
Future employers require recommendations, of which your manager at your previous job will be asked to provide. Glowing reviews about your work ethic, skills and achievements will help your marketability and almost guarantee you that new position. Failing to adequately inform your employer about your departure diminishes your chances of attaining a positive recommendation letter. Consequently, you may be passed over for that new position.
Employers are legally required to keep updated employee files. Providing a two-week notice letter will fulfil those requirements by law. If you conduct transactions on the company’s behalf, they will need to issue press releases to inform the public of your departure to minimise their risk of fraudulent activity. Your employer is also legally required to have a written resignation from you in the event of auditing.
- Sufficient time to assign your duties
Work must continue. Your responsibilities will have to be transferred or even delegated. Therefore, it is common courtesy to inform your employer that you are resigning from your job. This gives them enough time to assign your portfolio to other team members. Your two-week notice letter prevents chaos, maintains productivity, and eliminates any ambiguity about who will be performing your tasks upon your departure.
How Do I Write a Notice Letter?
Observe the principles of business writing. Keep it concise and to the point.
Any past disagreements or grievances must not be revisited in the letter. This is not an opportunity to vent ill feelings or verbally attack your manager or another colleague. If circumstances surrounding your departure are not ideal, remain as positive as possible in your writing.
Convey a sense of gratitude and keep your words on a positive note and appropriate length. Use a paragraph length of six to eight lines or two paragraphs of four to six lines each. Ensure that your language is flowing directly, grammatically correct and punctuated accordingly.
When receiving notice letters, some companies conduct exit interviews to determine your reasoning for leaving. If that is your company’s culture, you can leave the resignation reasons for that time. Keep in mind, that your manager should be the first person notified about you leaving the company. Never allow them to find out through other employees. This will subtract from your professionalism and make getting a positive recommendation more challenging.
The letter ought not to be printed on company letterheads or material but on a blank, white letter-sized sheet of paper. Whether it’s a two-week or a month’s notice letter, ensure that it is delivered to your manager within the relevant timeframe. For larger firms, you may be required to submit a letter to your manager as well as the Human Resources department for their records.
What Do I Include in My Notice Letter?
Your notice letter should include the following details:
- Date – Whether it’s a two-week or one months’ notice, the date will have to coincide with your last day on the job.
- Company Address – State the department you are addressing – your manager’s department or HR if necessary, as well as the address of the company.
- Salutations – Address it to (Mr.), (Mrs.) or (Ms.) and the manager’s last name. Your letter will be deemed more professional beginning this way as opposed to ‘Dear Sir/Madam’ or ‘To whom it may concern’. If you are addressing the letter to a female executive, and you are unsure of her martial status, you can either confirm from a reputable source or simply use (Ms.).
- Departure date – Ensure that you include how many weeks from and the exact date of your final day.
- Thank you – Thank your employer for your time at the company, being a part of their team and that you enjoyed working with them. Wishing them all the best for the future. If you are leaving under negative circumstances, thank them for the experience and wish them well, nevertheless.
- Your signature – To make the notice letter legally binding and authentic, it requires your hand signature. Include underneath, your contact number, employee number and job title.
Notice Letter Template
You can adopt and edit the following notice letter template accordingly for your own purposes.
Date dd/mm/yyyy
Company Department
Name of Company
Address (Building number, Street name, Town or city)
Dear Mr./Mrs./Ms. (Last name)
Effective today, pleased accept this letter as my formal resignation from the position of (job title) _______________ at (company’s name)________________. My last working day would be (date either two weeks or one month from date of letter)____________.
It has been an immense pleasure working with you. I would like to thank the company for affording me the opportunity to learn so much during my time here. I also take this opportunity to thank you for your guidance and support during my employment at (company’s name) _____________.
During my remaining time, I would be happy to assist towards the transfer of my responsibilities. I will continue to function with utmost dedication and professionalism in my capacity as (job title)_____________towards the overall function of the (name of department)________.
Thank you and all the best.
Sincerely
(Your signature)
Name
Contact
Job title
