08 Oct What should I include in my letter of notice?

A letter of notice is a formal document sent to your employer which notifies them of your decision to leave the organisation. It is typically handed to your manager, who will subsequently forward it to the HR department for processing.

Writing a letter of notice isn’t always straightforward and can be a dreaded chore, especially if you have a strong emotional attachment to the company. This article will assist you in determining what information you should include in your letter before presenting it to your employer.

State that you are leaving 

It may seem blatant, but you need to state your intention to leave your position within the company. You don’t have to say why, just tell them you are going to be moving on. 

Leave some contact details

Include some form of contact information, such as an email address or phone number. This enables your employer to get in touch with you after you have left should they need to. More than anything, it’s just a respectful thing to do that highlights your intention to leave the business on good terms. 

When will your last day be? 

Make it clear as to when your last day of work will be. This gives your employer time to process your notice and makes the recruiting procedure for your vacant position easier for them. 

Handover of work

Depending on your position, you could well be required to do a handover to the person who will take over your responsibilities. It’s almost like a changing of the guard. Communicating this in your letter can be beneficial to the company. It makes a huge difference for them to have a smooth transition. Training your successor can save the business valuable time and money.

A final message 

Thanking your manager and employer for the opportunities provided to you throughout your time with the organisation is a nice way to end your letter of notice. You don’t have to go into great detail about these opportunities but doing so demonstrates genuine thankfulness.

Keep your letter brief and straightforward. Some people feel compelled to clarify why they are leaving, although this isn’t as vital as some might assume. In some circumstances, doing this may generate friction between you and the company, something you don’t want since you might need to use them as a reference in the future.

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