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Notice Period Waiver Approval

A notice period waiver approval letter is the employer's written decision to waive some or all of an employee's notice period. It records how many days are waived, the revised last working day and whether the waiver is with or without recovery from the final settlement.

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[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].

Waiver Type (tick one)	Effect on Full and Final Settlement
[ ] Waiver without recovery	No deduction for the waived days
[ ] Waiver with recovery	Recovery of [Number] days at [basic / gross] salary per day, amount [Amount]
[ ] Adjusted against earned leave	[Number] days of earned leave adjusted; no encashment for these days

This approval is subject to your completing the following before the revised last working day:

Handover of [key responsibilities] to [Successor Name] with a written note
Return of all company assets and closure of exit clearance
Attendance at the exit interview scheduled by HR

Your relieving letter, experience letter and full and final settlement will be issued with the revised last working day after clearance.

We wish you the very best for your next assignment.

Yours sincerely,

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

Acknowledged by
[Employee Name]
Date: [Date]

Cc: Payroll / Finance, [Reporting Manager]

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What this template includes

Reference to the waiver request and the original last working day
Number of days waived and revised last working day
Waiver type: without recovery, with recovery, or adjusted against leave
Conditions such as handover completion by a date
Instruction for F&F calculation
Statement that relieving documents will reflect the revised date

When to use it

You have approved an employee's request to leave before the notice period ends
Management chooses to release an employee early for business reasons
You need to record clearly whether notice pay will be recovered
Payroll and the F&F team need written instructions on the waiver

How to customise this template

1Select one waiver type and delete the others
2If recovery applies, state the basis (for example basic salary or gross per day) as per policy
3List the handover items that must be done before the revised date
4Copy payroll so the settlement is calculated correctly

HR tips

Always specify recovery or no recovery; silence leads to disputes
Use the revised date consistently in the relieving and experience letters
Approve waivers through a consistent authority matrix
Inform IT and Admin of the earlier exit date

For HR & hiring managers

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Frequently asked questions

Will the relieving letter show the original or revised last working day?+

It should show the revised last working day, which is the actual date of relieving approved by the company.

Can the company waive notice and still recover notice pay?+

Yes, if the appointment terms or policy provide for it. The approval letter should say clearly whether the shortfall will be recovered.

Who can approve a notice period waiver?+

Usually the reporting manager recommends and the department head or HR head approves, as per the company's delegation of authority.

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

[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
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[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
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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
Download .docx
[Company Logo][Company Name]
APPROVAL OF RESIGNATION WITHDRAWAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Your Request to Withdraw Resignation
Dear [Employee Name],
This refers to your resignation dated [Date of Resignation] and your subsequent request dated [Date of Withdrawal Request] to withdraw it. We are pleased to inform you that the management has approved your request. Your resignation is hereby treated as withdrawn and of no effect.
Your employment with [Company Name] will continue without any break in service from your original date of joining, [Date of Joining]. Your designation, reporting line, compensation and all other terms and conditions of your appointment remain unchanged, except as stated below.
Letter · Word
Resignation Withdrawal Approval
Download .docx

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]

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

[Company Logo][Company Name]

EARLY RELEASE APPROVAL

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

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Early Release from Service

Dear [Employee Name],

With reference to your request dated [Date of Request] and the endorsement of your reporting manager, [Reporting Manager], we are pleased to approve your early release from the services of [Company Name].

Particulars	Date
Last working day as per acceptance letter	[Original Last Working Day]
Approved last working day	[Last Working Day]
Exit clearance to be completed by	[Date]
System access to be withdrawn at	[Time] on [Last Working Day]

Letter · Word

Early Release Approval Letter

Download .docx

[Company Logo][Company Name]
FINAL SETTLEMENT APPROVAL FORM
Approval No.:
[Reference Number]
Date:
[Date]
1. Employee Summary
Employee Name
Employee ID
Designation / Department
Date of Joining
Last Working Day
Separation Type
F&F Statement Reference
2. Pre-payment Checks
- Exit clearance form fully signed
- Finance clearance received with recoveries
- Final month attendance and leave balance verified
- Investment proofs considered for TDS
- Gratuity eligibility checked (five years' continuous service or applicable rule)
- Bank details verified
3. Settlement Summary
Form · Word
Final Settlement Approval Form
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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
Download .docx