A notice period letter confirms in writing when employment will end and what happens between now and the final day. UK employers need one for terminations, redundancies and garden leave, and a clear record when an employee resigns. This guide covers the statutory rules, how to write a notice letter, and four templates you can adapt today.
What is a notice period letter?
A notice period letter is a formal document that confirms the end of employment and the exact dates involved. Employers issue one when terminating a contract, making a role redundant or placing someone on garden leave. The same term covers the letter an employee sends when resigning. The letter creates a legal record of when notice started, when employment ends, and what both parties owe each other during the notice period.
UK notice period rules employers must follow
UK employers must give at least the statutory minimum notice under the Employment Rights Act 1996, or the contractual notice period if it is longer. Statutory minimums depend on length of service:
| Length of service | Minimum notice from employer |
| 1 month to 2 years | 1 week |
| 2 to 12 years | 1 week per complete year of service |
| 12 years or more | 12 weeks |
Three more rules to check before sending anything:
- Employees who resign must give at least 1 week of statutory notice after 1 month of service, though most contracts require more
- You can only use payment in lieu of notice (PILON) if the contract contains a PILON clause or the employee agrees
- Garden leave requires a contractual clause or the employee’s written agreement
How to write a notice letter
Every employer-issued notice letter needs the same core elements: the decision, the correct notice period, exact dates, pay arrangements and next steps. Work through these six steps:
- Confirm the correct notice period. Check the contract and the statutory table above, and use the longer of the two.
- State the decision in the first sentence. Name the role, the reason and the notice you are giving.
- Give exact dates. Include the date notice starts and the final day of employment. Dates prevent disputes.
- Confirm pay and benefits. Cover salary, accrued holiday, pension contributions and any PILON arrangement during the notice period.
- Explain next steps. Cover handover, return of company property and any support you are offering, such as outplacement.
- Deliver it properly. Hand it over in a face-to-face meeting where possible, then follow up with the written copy. Keep a signed version on file.
For larger workforce reductions, pair the letter with a structured process. Our guides on how to write a layoff letter and UK termination laws cover the legal sequence.
Notice letter example: terminating employment
Use this notice letter example when ending employment with notice for a fair reason, such as conduct or capability, after a fair process has concluded.
[Date]
Dear [Name],
Following our meeting on [date], I am writing to confirm the termination of your employment as [job title] at [company], for the reasons discussed: [brief reason].
In line with your contract, your notice period is [X weeks]. Your notice starts on [date] and your final day of employment will be [date]. You will receive your normal pay and benefits during this period, plus payment for [X days] of accrued, untaken holiday.
Please return all company property by your final day. You have the right to appeal this decision by writing to [name] within [X days].
Yours sincerely, [Name, job title]
Redundancy notice letter template
Send this notice template only after consultation has ended and the decision is final. Issuing it earlier can make the dismissal unfair.
[Date]
Dear [Name],
Our redundancy consultation concluded on [date]. I am writing to confirm that your role of [job title] is redundant and your employment will end by reason of redundancy.
Your notice period is [X weeks], starting on [date]. Your final day of employment will be [date]. You will receive statutory redundancy pay of [£X], plus your normal salary and benefits through your notice period and payment for accrued holiday.
We are providing outplacement support to help you secure your next role. [Provider] will contact you within [X days] to arrange your first session.
You have the right to appeal by writing to [name] within [X days]. Thank you for your contribution to [company].
Yours sincerely, [Name, job title]
Redundancy letters work best alongside wider offboarding best practice and a clear severance package.
Garden leave letter template
A garden leave letter confirms that the employee stays employed and paid during notice but must not attend work. Check the contract for a garden leave clause before sending it.
[Date]
Dear [Name],
Further to your resignation date [date], I confirm that [company] accepts your resignation. Your notice period is [X weeks] and your employment will end on [date].
In accordance with clause [X] of your contract, you will spend your notice period on garden leave from [date]. You will receive full pay and contractual benefits, but you must not attend the workplace, contact clients or colleagues on work matters, or start work elsewhere.
All other terms of your contract, including confidentiality obligations, remain in force until [end date]. Please return your laptop, pass and any other company property by [date].
Yours sincerely, [Name, job title]
Acknowledging an employee’s resignation
A resignation acknowledgement confirms receipt, the notice period and the final working day. Send it within a few days of receiving the resignation to lock in the dates. Knowing what a strong resignation letter contains helps you spot any missing details before you reply.
[Date]
Dear [Name],
Thank you for your letter dated [date]. I confirm that we accept your resignation from the position of [job title].
As set out in your contract, your notice period is [X weeks] and your final day of employment will be [date]. We will confirm arrangements for handover, accrued holiday and the return of company property before then.
We wish you well in your next role.
Yours sincerely, [Name, job title]
Is two weeks notice standard in the UK?
No. Two weeks notice is a US convention with no basis in UK law or common practice. UK notice periods come from the contract, typically 1 month for most roles and 3 months for senior positions, with statutory minimums underneath. If an employee hands you a two weeks notice template they found online, check their contract: the contractual period still applies unless you agree to waive it.
FAQ
What is the statutory notice period in the UK?
Employers must give 1 week of notice after 1 month of service, 1 week per complete year between 2 and 12 years, and 12 weeks after 12 years or more. Employees must give at least 1 week after 1 month of service. Contracts can require longer periods, and the longer period always applies.
Does a notice letter need to be in writing?
UK law does not always require written notice, but most contracts do, and a written letter protects both sides. It fixes the start date of notice, the final day of employment and the terms agreed. Without it, disputes over dates and pay become much harder to resolve. Always issue notice in writing and keep a copy.
What is the difference between garden leave and PILON?
Garden leave keeps the employee employed and paid through the notice period, but away from work, so contractual duties like confidentiality still apply. Payment in lieu of notice (PILON) ends employment immediately and pays out the notice period as a lump sum. PILON ends the contract sooner; garden leave keeps restrictions in force longer.
Can an employer withdraw a notice letter once given?
Not unilaterally. Once either party gives valid notice, it can only be withdrawn if both sides agree. If an employee resigns in the heat of the moment, give them a short period to reconsider before relying on it. If you issue notice in error, contact the employee immediately and seek their written agreement to retract it.
Do you require outplacement support?
People are our priority. That is why we have customised talent management solutions at competitive prices that work across every level.