How to Give Your Notice at Work (With Helpful Examples)
Updated 20 February 2023
A notice letter is a formal document that notifies the manager of an employee's resignation. Providing the company with a notice period can allow them to advertise your position and prepare any obligations for you to complete. Understanding why a notice letter is important and how to submit this document can benefit your professional relationship with the employer. In this article, we discuss how you can give notice at work, explain why this is important for your career and provide examples of how you can structure your formal letter.
How to give your notice at work
Knowing how to give your notice at work can help you maintain a positive relationship with your employer. It's important to give the employer a formal letter when resigning from work, as this can include the date you're leaving, the reason and a statement of your gratitude. Here are some steps to guide you through the resignation process:
1. Meet with the employer first
It might be best to meet with your employer first before submitting a letter, as this may allow you to have a personal conversation. They might ask more detailed questions or advise you on next steps about completing your last tasks. Announcing your news in person can help them prepare for a job advertisement and understand your main reason for resignation. Leaving your job on good terms with the employer can maintain your professional relationship if you ever want to connect in the future.
Coordinate with your employer's schedule to ensure you have enough time to discuss your notice. It might be best to talk about your decision once you've made it to prevent miscommunication between the colleagues and employer. Hearing the notice from you can reassure them of your final thoughts.
Related: How to Quit a Job the Right Way
2. Craft your letter
Writing your letter can be important for the employer to keep specific details about your resignation. These usually include your name and address, expected finish date, a brief explanation, a short thank you note and possible next steps after you leave. How you write this can depend on the organisation and what your employer prefers to receive. For example, you can structure this notice on an email and send this to your employer after the meeting or write on a standard letter ready to be sent to the office.
3. Send the notice
Once you've had the meeting and structured your letter, you can send it to the employer. It's usually recommended to send this letter two weeks before your finishing date. Some companies prefer a longer notice, such as three or four weeks. Try to send this letter straight after your meeting so the details are still fresh in the employer's mind.
Why is giving a notice important?
If you want to contact your employer in the future, you may provide a detailed notice about your resignation and how much you enjoyed working there. Leaving this notice on a friendly note can reassure the employer that you appreciated the position and can accept future job opportunities. This might be one way to build a networking community, especially if you want to collaborate with the employer on future projects. Writing your first notice may prepare you for other resignations and allow you to communicate professionally.
Tips for writing a notice for work
It might help to follow the guidelines below when crafting your notice:
Start with important details
Include relevant details such as your name, date, company address and the subject line if you're crafting an email. This can formalise your notice and make the employer aware of the date you submitted it. These details are usually at the top of the page.
Mention your notice period
In your first paragraph, you can start by stating your resignation and how many weeks in advance you're providing your notice. For example, you can mention a two-week notice period before your finish date. The employer can see this information straight away and form a plan about how to approach next steps in your resignation.
State your last day
This can be the most important part, so remember to state your last day of employment at the company. The employer can retain this information once they have read your letter. In those two weeks, the employer can form a job advertisement and advise the team members about your departure from the company.
Provide a reason
It is unnecessary to go into detail about your reason for resignation. Employers usually prefer to know this information, as it can offer feedback on the position and how they performed. If you feel comfortable sharing your reason, write a brief paragraph explaining your departure. This might be another job offer, travelling opportunities or the chance to reflect on your future goals.
Express your gratitude
The third paragraph can give you a chance to say thank you and how much the company has helped you. Maybe reference a project you enjoyed and why this was important. Employers might appreciate you talking about previous highlights, as this can reassure them of your positive experience working there. Expressing your gratitude can maintain the professional relationship with your employer.
Talk about the next stage
Maybe use this chance to remind the employer that you can still work to the best standard. This can settle any concerns and allow you to work your usual responsibilities until the end of employment. Accepting more tasks in your final weeks may leave the employer with a good impression about how you work professionally.
Leave a positive statement
Ending your letter on a positive note can ensure the employer of your capabilities. Saying thank you again can reiterate your gratitude and remind them of your memorable experience. Use this time to wish success upon the employer and their company.
Sign it off
Finally, you can end the letter with your name and signature. Closing the formal notice properly can maintain the professionalism of your writing. It might help to proofread your letter a few times before you send it to the employer.
Notice letter example
Here is an example of a notice letter you may use:
12th March 2021
Gold Estate Lines
54 Street, Brisbane, Queensland
I am writing this letter to give you two weeks' notice of my resignation as Marketing Assistant. My last day at Gold Estate Lines is 26th March 2021.
I received an exciting offer from Core Estate to become a Marketing Manager. This is something I would love to experience in my career and so I accepted the role.
Thank you so much for giving me this opportunity to work with you for the past two years. It has been a pleasure working with everyone and understanding the values of the company. One of the best highlights was creating an extensive website to market your newest properties, which allowed us to grow stronger as a team. I appreciate the continuous support that you have offered me.
I want to reassure you I can still provide high-quality work in the next two weeks. If there is anything you need from me that can make this transition smoother, I'll be happy to give that to you. I can take on more responsibilities if necessary.
Thank you again for the amazing experience at Gold Estate Lines. I wish you and everyone else the best.
Notice email example
In many offices, it' acceptable to send an email discussing your notice. It's best to save a copy for your records. Consider your workplace environment and culture when deciding what's appropriate. You may also type a formal letter and attach it to an email. If you're thinking about writing a notice in an email, you can follow this example:
Subject line: Formal Notice - Samuel Hill
Please accept this message as a formal notice of my resignation from Gold Estate Lines. My last day of employment is 26th March 2021.
I appreciate the opportunities you have provided me over the past two years. Working as a Marketing Assistant has developed my skills and allowed me to connect with professionals. Thank you for offering me so much support during my time at Gold Estate Lines.
Please let me know if I can help with this two-week transition. I wish you and the company nothing but the best for the future. If you need anything else, don't hesitate to contact me. Thanks again for everything.
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