Most companies require you to give a one month's notice before leaving your job. This gives you sufficient time to complete pending work while your employer recruits a replacement for your team. Knowing how to write a notice and what to include can help you comply with your company's resignation policy and maintain good relations with your employer.
In this article, we discuss how to write a one month's notice and also provide a template and example for your guidance.
What is a one month's notice?
A one month's notice is the a formal business letter that you give to your employer when tendering your resignation from the job. Typically, you address this notice to your supervisor, but your company may also require you to address your resignation to other key stakeholders. Your resignation letter should include your last working day with the company, which must be at least one month after the date of notice.
Sometimes a one month's notice is often referred as a 30-day notice. Review your contract to find out whether you are expected to work for one month or 30 days after serving your notice.
For example, if you are required to give a one month's notice and hand in your resignation on February 25, 2021, your last working day would be March. 24. However, if your notice period was 30 days, your resignation date would be March. 27.
Why give a one month's notice
Giving a one month's notice helps you comply with your employer's resignation policy while keeping up the good working relationships. Here are some reasons why you should give a one month's notice before leaving a job:
Most employment contracts in Hong Kong include a clause stating that either you or the employer can terminate a contract after serving at least one month's notice in advance. This requirement protects both your livelihood and your employer's business interests.
Contracts that allow you to resign with a shorter period may require you to forego your salary for the duration that falls short of the stipulated notice period. Hence, make sure to take a look at your employment agreement and serve your resignation notice accordingly.
Even if your company does not legally require you to serve a notice period, they will need time to find your replacement. Professionalism requires that you give reasonable time to your manager to recruit and train someone to take over your position. Your active participation in this transition helps foster a peaceful transition. This nurtures a healthy and prosperous relationship with your employer even after you resign.
Time to complete your duties
When you leave a company, your manager will expect you to complete any pending projects. Reassigning tasks to a colleague often delays work getting done because they will need time to understand the scope of the assignment.
Being organised and mindful of the organisation's objectives ensures that work gets delivered on schedule. Following company policy with your one month notice period will bring ease and efficiency to the process.
How to write a one month's notice
A one month's notice is often referred to as a resignation letter. Here are the a few steps to help you write a one month's notice in a professional manner:
1. Review your employment contract
Check your appointment letter to find out the exact notice period you need to serve. Review your company's resignation policy to understand other formalities you need to comply with, such as the person to whom you need to address your resignation.
2. Begin with today's date
It's important that you mention the date of writing in your notice. Your notice period usually starts from this date unless otherwise stated in your resignation letter. Make sure you submit the notice soon after this date.
3. State your name and job title
Write your name and job title below the date. It will help your Human Resources department identify the person sending the notice and process your resignation in a timely manner.
4. Find out the recipient of your notice
Your company culture can determine the recipient of your resignation letter. In Hong Kong, smaller-sized firms may have a more flexible resignation policy, where it is appropriate to hand in your notice to your supervisor. Larger corporations, on the other hand, may require you to get approval from more than one individual.
Find out the most appropriate recipient of your notice and write their full name, job title and department at the top of your letter.
5. Add a subject line
A subject line indicates the purpose of your message. While it is essential to add a subject line in an email, a notice written on paper should also have an appropriate subject. You may write something like, "Notice of resignation" followed by your name.
6. Add a salutation
Greet the recipient just before you begin with your main content. The most common way to greet in a notice is to write "Dear Mr./Ms." followed by the last name of the recipient. Note that you should keep the salutation professional regardless of how close or informal your relationship is with your manager.
7. Make a statement of resignation
State that you are tendering your resignation from your position. Since this is a formal statement, it should include your job title, company name and department.
8. Explain the reason for resignation
Keep your reason for resignation as brief as possible. You may go into the finer details in a face-to-face meeting with your manager instead.
Some common reasons for resigning in Hong Kong, include accepting a better job offer, pursuing further studies, moving abroad or seeking a fresh career path. Be honest about your reason and remain positive in spite of the circumstances.
9. Specify your last working day with the company
It's essential to specify the date of your last working day after handing in your one month notice. Mentioning a specific date avoids confusion or miscommunication. It also helps your Human Resources department prepare your departure documents in time.
10. Express gratitude
Express your gratitude towards your employer for giving you the opportunity to associate with the company. Thank your manager for their cooperation and guiding you during your tenure. You may also mention any specific skills you developed during your time with them. Showing appreciation ensures that you leave the company on a positive note.
11. Discuss your transition
Discuss any pending projects and tasks and how you intend to complete them. If the company has issued you any equipment for work, such as a laptop or a bike, specify when and how you plan to return it. Assure your manager of your help and cooperation for a smooth transition.
12. Close and sign the notice
Close your resignation notice with a professional salutation such as, "Yours Sincerely", "Yours Faithfully", or "Warm Regards". Leave some space below for your signature and name. Take a printout and sign the notice unless you are sending it via email.
One month's notice template
Follow the brief template below to write an effective one month's notice:
[Your job title]
[Recipient's job title]
Dear Mr./Ms. [Recipient's last name],
[Statement of resignation, reason for leaving and the date of your last working day with the company]
[Gratitude and appreciation towards the company]
[Discussion regarding open projects and transition plan]
[Offer for help during transition]
One month's notice example
Here's an example of a one month's notice to make your own:
*18 January, 2021
Web Design Department
Jin Wan Hsuan
Cindy Ad Solutions
18, Waterloo Road, Yau Ma Tei
Dear Mr. Hsuan,
This is to inform you that I am resigning from my position as Graphic Designer from Cindy Ad Solutions. My last working day with the company will be Thursday, 18 February 2021. Please consider this as my one month's advance notice as required by the company's resignation policy.
I am grateful for the opportunity Cindy Ad Solutions gave me to work and develop new skills in a healthy work environment. I would like to thank you from the bottom of my heart for extending your help and support during my work here. I am sure, the communication and interpersonal skills I developed under your able guidance will help me excel at my new job.
I will complete all my pending tasks before leaving the company. I will continue to work with the same zeal as before during my remaining time here and assure you of my sincere cooperation in the transition process, including selection and training of my replacement.
Thank you again for your kind consideration.