1. What is a notice period for resignation?
  2. Ways to negotiate your notice period
  3. 6 tips for writing notice period for resignation
  4. Resignation email with notice period sample
  5. Resignation letter with notice period sample

You have finally landed your dream job or successfully managed to switch jobs, but they want you to join at the earliest. This has got you wondering how to start a negotiation about your notice period for resignation.

Don’t worry, it’s natural to feel anxious! In this piece, we will not only take you through the tips to drafting your notice period letter but also talk about what is a resignation letter with notice period, types of notice period negotiation, and even provide a sample of a resignation email with notice period.

Let’s start at the very beginning.

What is a notice period for resignation?

A notice period for resignation is a letter to inform the organization of your exit and to provide a grace period for them to find your replacement. Generally, the notice period ranges between 1-3 months depending on your job role and work level.

However, there are certain situations like relocation to a new city, family emergency, etc due to which employees have to ask for a reduction in their notice period. This is called a short notice resignation.

But even then, your notice period for resignation cannot be less than 2 weeks.

Ways to negotiate your notice period

Now, let’s go through the following ways to negotiate your notice period:

1.Choose the right time
Timing is crucial when negotiating your notice period. Avoid approaching your employer during busy periods or when they are facing important deadlines. Instead, choose a time when they are more receptive and have the bandwidth to consider your request.

  1. Provide valid reasons
    Be prepared to explain your reasons for wanting to shorten your notice period. Be honest and transparent, but also avoid making excuses or complaining about your current situation. Instead, focus on your plans and how shortening your notice period would benefit both you and the company.

  2. Offer solutions
    Make yourself a valuable asset to your employer during the negotiation process. Offer to help train your replacement, provide detailed handover notes, and complete any outstanding projects as efficiently as possible. This demonstrates your professionalism and willingness to ensure a smooth transition.

  3. Be professional
    Maintain a professional and courteous demeanor throughout the negotiation process. Avoid making ultimatums or threats, as this can damage your relationship with your employer. Instead, approach the conversation with a collaborative mindset, seeking a mutually beneficial outcome.

  4. Consider compromise
    Negotiation is a two-way street. Be willing to compromise and find a solution that works for both you and your employer. This may involve agreeing to a slightly shorter notice period than you initially requested or offering to continue working remotely for a limited time.

  5. Understand your legal obligations
    Familiarize yourself with the terms of your employment contract and the relevant labor laws in your jurisdiction. This will help you understand your legal obligations and ensure that your negotiation is within the bounds of the law.

  6. Seek external support
    If you feel uncomfortable negotiating on your own, consider seeking guidance from a trusted mentor, career counselor, or human resources professional. They can provide valuable insights and support throughout the process.

Remember, negotiation is a skill that can be learned and improved with practice. The more you negotiate, the more comfortable and confident you will become.

6 tips for writing notice period for resignation

Now that we have covered the two types of notice period negotiations, let’s go through the tips to draft a resignation letter with notice period.

Speak with your Manager

First steps first, you need to address the concern to your Manager and HR in case you need to reduce your notice period.

You can bring up this factor when you are informing him/her about your resignation to keep them updated about the situation so they can take the necessary measures to ensure work is not disrupted.

This is a basic courtesy to ensure that there is no misunderstanding when you submit your notice period for resignation and you can take your leave on a positive note.

Follow the proper format

Once you have come to an agreement regarding your notice period for resignation, the next step is to draft the notice period letter properly. Requesting for a shorter notice period for resignation falls under a formal letter category as it is taken as an official document.

So, make sure to follow the correct template and divide your points into paragraphs as it will be easier to read and highlight your professionalism till the end. A resignation letter with notice period needs to have the following elements:

  • Recipient's name + Job title
  • Address
  • Contact details
  • Date of letter submission

Relevant Read: How to write a resignation letter.

However, if you're drafting a resignation email with notice period then ensure you provide a clear Subject line, Mention the names of your HR & Manager, and state your last working day.

Mention the post you are resigning from

Another important factor to highlight in your notice period for resignation is the position from which you are stepping down.

Submitting a resignation email with notice period is extremely important as they would need to find your replacement at the earliest to get the work flowing smoothly.

Especially if you are serving a shorter notice period for resignation, you need to provide at least 2 weeks' notice before submitting your resignation.

Provide explanation for negotiating notice period

When submitting a resignation with notice period, you need to provide a reason for reducing the notice period so that the organization will be aware of your genuine concerns.

For example, if your new job requires you to move to a new city, you can cite it as a genuine reason to serve a short notice period as you would require to set up everything before joining the new job.

Do not forget to show gratitude

Similar to every other formal email, your resignation letter with notice period should also have a statement or two highlighting your gratitude to your Manager and team for the opportunities and skills you have learned during your stint in the organization.

Finish with a signature

The final element to drafting your notice period for resignation is your name and digital signature at the end irrespective of whether it's a letter/email.

Still confused? Don’t worry, you can now take some inspiration from the following notice period letter samples.

Resignation email with notice period sample

Sub: Notice of resignation of Radhika Mohanty

Hello Nibedita & Akash,
I am writing to notify you about my 2-week notice and will be resigning from my position of (job title) in the organization. My last day of work will be on the 5th of April.

As discussed, the reason I have to leave on a 2-week notice is that my new opportunity is in a different city and I will need to leave early to set things up before the joining date. Please do feel free to let me know if there's any assistance the team would need from me.

I would like to take the opportunity to thank you for all the great opportunities that I have been given and the chance to work with an amazing team has provided immense learning that will be cherished.

Please accept this email as my formal resignation as I am planning to move ahead for personal and professional growth.

Kindly ensure that I am relieved by the 5th of April as I will not be able to serve post the stated date.

Thanking You,
Regards,
Radhika Mohanty

  • Resignation letter with notice period sample

Radhika Mohanty
184, L-1, East of Kailash,
Delhi- 110065
Ph: +919051976781
Email: mohanty.radhika@hotmail.com

Date: 24/03/2022

Nibedita Sarkar,
(Job Title)
(Company Name)
(Company Address)
(State & Pincode)

Hello Nibedita,
I am writing to notify you about my 2-week notice and will be resigning from my position of (job title) in the organization. My last day of work will be on the 5th of April.

As discussed, the reason I have to leave on a 2-week notice is that my new opportunity is in a different city and I will need to leave early to set things up before the joining date. Please do feel free to let me know if there's any assistance the team would need from me.

I would like to take the opportunity to thank you for all the amazing opportunities that I have been given and the chance to work with an amazing team has provided a great amount of learning that will be cherished.

Please accept this email as my formal resignation as I am planning to move ahead for personal and professional growth.

Kindly ensure that I am relieved by the 5th of April as I will not be able to serve post the stated date.

Thanking You,
Regards,
Radhika Mohanty

To conclude, the only difference between a resignation letter with notice period and a resignation email with notice period is the following,

  • In an email, you can address both Manager and HR in a single letter. Whereas, for a notice period letter you need to write 2 separate letters for the Manager and HR stating the same content.

  • In a resignation letter with notice period, you need to state your name, address, and contact details along with the date and the name, job title, company name, company address of the addressee; the email version of the notice period letter needs you to mark a copy to both the HR and Manager and focus on the template.

Apart from getting the format and content of your notice period for the resignation letter correct, you must be aware and follow the Do’s & Don’ts of the serving notice period to make sure that you leave the organization on a positive note.

All the Best!

FAQs:

  1. How to politely negotiate a notice period?
    Approach the negotiation with a respectful and professional attitude. Clearly communicate your reasons for requesting a shorter notice period and be prepared to provide valid explanations. Offer solutions or compromises that may alleviate any concerns, such as helping with the transition process or training a replacement. Maintain open communication and be willing to listen to the employer's perspective.

  2. How to reduce my resignation notice period?
    Start by reviewing your employment contract or company policies to understand the notice period requirements. Then, schedule a meeting with your manager to discuss your request to reduce the notice period. Clearly articulate your reasons for the request and be prepared to provide any necessary documentation or explanations. Offer to assist with the transition process and ensure that your workload is managed effectively during the shortened notice period.

  3. Can you negotiate your notice period down?
    Yes, it is possible to negotiate a shorter notice period, but it depends on the employer's policies and willingness to accommodate your request. Approach the negotiation with a professional and respectful demeanor, presenting valid reasons for the request and offering potential solutions to address any concerns. Be prepared to compromise and maintain open communication throughout the negotiation process.

  4. Can I reduce my notice period after resignation?
    It is possible to request a reduction in your notice period after resignation, but it ultimately depends on the employer's policies and discretion. Start by discussing your request with your manager or HR department and provide valid reasons for the request. Be prepared to negotiate and offer solutions to ensure a smooth transition. Keep in mind that reducing the notice period may impact your final pay or eligibility for certain benefits, so consider the potential consequences before making the request.

Resignation Letter Career Advice