Free letter template · Word

Notice Period Confirmation Letter

A notice period confirmation letter is issued by the current employer to confirm that an employee has resigned and is serving notice, with the start date and expected last working day. Employees usually need it to show a new employer before the relieving letter is available.

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[Company Logo][Company Name]

NOTICE PERIOD CONFIRMATION

Ref. No.:: [Reference Number]
Date:: [Date]

TO WHOMSOEVER IT MAY CONCERN

This is to confirm that [Employee Name], Employee ID [Employee ID], has been employed with [Company Name] since [Date of Joining] and is currently working as [Designation] in the [Department] department at our [Work Location] office.

[Employee Name] submitted a resignation on [Date of Resignation], which has been accepted by the company. As per the terms of employment, the notice period applicable is [Notice Period], and the employee is presently serving this notice.

Particulars	Details
Date of resignation	[Date of Resignation]
Notice period	[Notice Period]
Expected last working day	[Last Working Day]
Relieving documents	To be issued after exit clearance

The employee will be relieved from the services of the company on the last working day stated above, subject to completion of handover and the standard exit clearance process. The relieving letter and experience letter will be issued thereafter.

This letter is issued at the request of the employee for the purpose of [submission to prospective employer / verification]. It does not constitute a relieving letter.

For verification, please contact [HR Name] at [HR Email] or [HR Phone].

For [Company Name]
[Authorised Signatory]
[Designation]
(Company Seal)

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What this template includes

Addressed to whomsoever it may concern so it can be shared externally
Employee identity, designation and date of joining
Date the resignation was received and accepted
Notice duration and expected last working day
Statement that relieving is subject to exit clearance
Authorised signatory and company seal

When to use it

A new employer asks for proof that the candidate is serving notice
A background verification agency needs the expected relieving date
The employee needs to apply for a visa, loan or rental while still employed
There is confusion about the exact last working day and you want it on record

How to customise this template

1Use letterhead and include the company's official contact for verification
2Mention only facts; do not include salary unless the employee asks in writing
3Add the new employer's name only if the employee requests it
4Sign and stamp it, then share a scanned copy with the employee

HR tips

Issue promptly; delays can cost the employee a job offer
Avoid commitments about early release unless already approved
Keep a copy in the personnel file
Use the same last working day as the acceptance letter

For HR & hiring managers

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Frequently asked questions

Is a notice period confirmation letter the same as a relieving letter?+

No. The confirmation letter is issued while the employee is still serving notice. The relieving letter is issued after the last working day once exit clearance is complete.

Can HR refuse to give a notice period confirmation letter?+

There is no single rule that requires it, but most companies provide it on request as good practice. It only states facts already on record.

Should salary be mentioned in this letter?+

Usually not. Salary is confidential, and new employers typically verify it separately through payslips or offer documents.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
NOTICE PERIOD – TERMS AND EXPECTATIONS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Notice Period and Related Guidelines
Dear [Employee Name],
Further to your resignation dated [Date of Resignation], this letter sets out the arrangements that will apply during your notice period.
Item Details
Notice start date [Date]
Notice period as per appointment letter [Notice Period]
Last working day [Last Working Day]
Handover to [Successor Name]
HR coordinator [HR Name]
Letter · Word
Notice Period Letter
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[Company Logo][Company Name]
EXTENSION OF NOTICE PERIOD
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Extension of Your Last Working Day
Dear [Employee Name],
Your resignation dated [Date of Resignation] was accepted with a last working day of [Original Last Working Day]. This letter records an extension of your notice period, as explained below.
Option A – Extension as per leave policy
Letter · Word
Notice Period Extension Letter
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[Company Logo][Company Name]
REQUEST FOR NOTICE PERIOD WAIVER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Company Name]

Cc: [HR Name], Human Resources
Subject: Request for Waiver of [Number] Days of Notice Period
Dear [Reporting Manager],
With reference to my resignation dated [Date of Resignation], my last working day as per the [Notice Period] notice is [Last Working Day]. I request you to kindly consider waiving [Number] days of my notice period and relieving me on [Requested Last Working Day].
Reason: [Briefly state the reason, for example a fixed joining date at the new employer, or a family or health matter requiring relocation].
Letter · Word
Notice Period Waiver Request
Download .docx
[Company Logo][Company Name]
APPROVAL OF NOTICE PERIOD WAIVER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Notice Period Waiver
Dear [Employee Name],
This refers to your request dated [Date of Request] for waiver of your notice period. Your original last working day, based on [Notice Period] notice from your resignation dated [Date of Resignation], was [Original Last Working Day].
The management has approved a waiver of [Number] days. Your revised last working day will be [Last Working Day].
Letter · Word
Notice Period Waiver Approval
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[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
Letter · Word
Resignation Letter Format
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[Company Logo][Company Name]
RESIGNATION ACCEPTANCE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acceptance of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].
Before your last working day, please complete the following:
Letter · Word
Resignation Acceptance Letter
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
Letter · Word
Resignation Acknowledgement Letter
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[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
Letter · Word
Resignation Rejection Letter
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