Free letter template · Word

Notice Period Extension Letter

A notice period extension letter records a change that pushes an employee's last working day later than originally accepted. It is used when leave taken during notice must be made up, or when the employer requests and the employee agrees to stay longer to finish critical work.

Editable Word (.docx)
Made for India
17 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[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

During your notice period you were on leave for [Number] days ([DD/MM/YYYY] to [DD/MM/YYYY]). As per Clause [Clause Number] of the [Leave Policy / Exit Policy], leave availed during notice extends the last working day by an equal number of days. Your revised last working day is therefore [Last Working Day].

Option B – Extension by mutual consent

Following our discussion on [Date], you have kindly agreed to extend your service until [Last Working Day] to support [project / audit / handover to new hire]. For this extended period you will receive your regular salary and an extension allowance of [Amount] (write Nil if not applicable), payable with your full and final settlement.

All other terms and conditions of your employment continue unchanged until the revised last working day. Exit clearance and your relieving documents will be processed with the new date.

Please sign below to confirm your acceptance of the revised date.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

I agree to the revised last working day
[Employee Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Original and extended last working day
Clear reason for the extension
Basis: policy-driven (leave during notice) or mutual consent
Any extension allowance or terms agreed
Employee consent signature for mutual extensions
Statement that all other terms continue unchanged

When to use it

The employee took leave during notice and policy requires the days to be served
A critical project or audit needs the employee for a few more weeks, by mutual agreement
A successor's joining has been delayed and both sides agree to extend
The employee asks to stay longer because their new joining date has moved

How to customise this template

1Choose the policy-based or mutual-consent paragraph and delete the other
2If leave was taken, list the dates and count of days
3If you agreed any extension bonus, state the amount and payment date
4Get the employee's signature, especially for mutual extensions

HR tips

Extensions beyond the contractual notice should be by consent, not imposed
Inform the employee's new employer only if the employee wants you to
Update payroll, IT and asset return dates
Keep extensions short and specific

Extending notice beyond the contractual period without the employee's consent can raise disputes. Use this template as a starting point and check it against appointment terms, standing orders and applicable labour laws, with legal advice where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Can a company extend the notice period without consent?+

Generally the employer can only enforce the notice in the appointment terms or policy, such as extending for unauthorised leave if the policy says so. Any extension beyond that should be agreed with the employee.

Does leave during notice period extend the last working day?+

Only if the company's leave or exit policy says so. Many policies state that leave taken during notice extends the last day by the same number of days.

Should an extension allowance be paid?+

It is not mandatory, but some companies pay a one-time amount when they ask an employee to stay beyond the agreed notice for business needs.

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
Download .docx
[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.
Letter · Word
Notice Period Confirmation Letter
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx