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A guide to writing a notice letter.
Whether you’ve landed a new opportunity, looking to work freelance, or have even won the lottery, the next big step is to hand in your notice. Leaving a company you’ve been working in for a while can be daunting, but sometimes it’s for the best. The important thing is that you leave on good terms. After all, the company’s going to be called for references.
Writing the Notice Letter
A typical notice letter will contain the following elements:
- Gratitude: You don’t want or need to go into details about why you’re leaving the company, but you should show appreciation for the time you’ve worked there. Try to leave on a positive note. Wish them all the best for the future.
- Your Leaving Date: Your notice period will be in your contract, but many employers are open to negotiation around your start date. With this in mind, if you do want a shorter notice period, now is the time to ask! Stating just how hard you will work, if they can be a bit flexible with an end date, is always a good place to start!
- Your Job Title: Be sure to include the title of the position you’re resigning from. This is for the benefit of the company’s personnel and accounts departments.
- Handover Support: Offer training and support for your potential replacement. This could involve making a procedural manual or similar type of document for your regular tasks which they can refer to.
- Contact Information: Make sure to include contact information, like you would on any letter.
A Sample Notice Letter
Your notice letter should be something among the lines of this:
Dear (Your manager’s name),
Please accept this letter as notice of my resignation as a (Role Name) for (Company Name). My last day will be (Leaving Date).
I greatly appreciate the opportunities I’ve had during my time working with you and I’ve genuinely enjoyed the two years at (Company Name). I will take the skills I learned with me throughout my career.
During the last few weeks, I intend to do everything necessary to ensure a smooth transition and to provide a handover for my replacement. Please let me know if there is anything specific you need help with during this time. Thanks again.
Kind Regards,
(Signature)
Handing in Your Notice
Writing the notice letter is only half of the process. Handing it in is another matter entirely. It’s not a simple matter of leaving it on the line manager’s desk.
Ideally, you’ll want to arrange a one-to-one with your line manager to discuss the matter. This is where you’ll discuss the reasons for leaving. Be prepared for anything. Below are typical outcomes:
- Immediate Finish: You might be asked to leave right then and there. It is not personal and often company policy. Enjoy the garden leave!
- Restrictive Covenants: Your employment contract may ask you not to work for competitors or have any contact with customers for a certain period after leaving the company. Bear this in mind; you may need legal advice if you intend to break it.
- Counter Offers: You might be offered a pay rise or more benefits if you decide to stay on. You should consider it, but the decision to accept or reject the counter offer is ultimately yours. A counter-offer is often an instant reaction from the company.
- Accepting a Counter Offer: There are times where accepting a counter offer may be the right choice, but think seriously before you do this. A counter offer looks better because it is the “easy” and “comfortable” thing to do. Will the issues that made you want to leave be solved long term, or is this a short term solution?
- Rejecting a Counter Offer: When your mind is set and you want to leave, having to reject a counter offer is even more difficult. It’s really tough telling someone you want to leave when they are trying to keep you! Just remember, its not personal, its for your future. Stay polite.
Like in the letter, it’s essential that you remain graceful and ensure that you leave the company on good terms. You want your network to grow, you never know when you may bump into people again!
Good Luck!
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