A 30-day notice is a formal document an employee submits to an employer to announce their resignation, signaling they will work for one more month. Providing this extended notice is a professional courtesy that helps maintain a positive relationship with the employer. It allows the organization ample time to prepare for the departure, ensuring a smooth transition of responsibilities.
When a 30 Day Notice is Required
While a two-week notice is standard, certain situations require a 30-day notice. This is often a requirement within an employment contract or collective bargaining agreement. Failing to adhere to this obligation can lead to legal or financial repercussions, so you should review your employment agreement before resigning.
Senior-level, executive, or highly specialized roles frequently require a longer notice period. The complexity of these positions means finding and training a replacement is a more involved process. A 30-day notice gives the company time to find a new candidate and facilitate a handover of duties, minimizing disruption.
Some organizations have a company policy requiring a 30-day notice from all departing employees, regardless of their role. This information is outlined in the employee handbook or other internal policy documents.
Key Elements to Include in Your Notice
Your 30-day notice should be a clear document. Begin with a professional header that includes your full name, address, and contact information, followed by the date. Below this, include your manager’s name, their title, and the company’s address.
The first paragraph should state your intention to resign from your position and clearly mention your last day of employment. This date should be 30 days from when you submit the letter. For example: “Please accept this letter as formal notification that I am resigning from my position as [Your Job Title]. My last day of employment will be [Your Last Day].”
In a subsequent paragraph, offer your assistance during the transition period. You can state your willingness to help train your replacement or ensure your projects are properly documented and transferred. This offer does not need to be overly detailed but should convey a cooperative spirit.
Conclude the letter with a brief, positive statement expressing gratitude for the opportunity. End with a professional closing like “Sincerely” or “Regards,” followed by your handwritten signature and your typed full name.
What to Avoid in Your Notice
To maintain a professional tone, your resignation letter should remain focused and positive. Avoid the following:
- Complaints or negativity. Your resignation letter is not the place for grievances about management, colleagues, or company policies. The purpose is to end the relationship on a positive note, and raising such issues can burn bridges and impact future references.
- Unnecessary details. The letter should be concise and focused. There is no need to provide a lengthy explanation for your departure or disclose details about your new job; the letter’s function is to inform, not to justify.
- Emotional or casual language. Keep the language professional and neutral, as this formal piece of business correspondence will likely be kept in your employment file. It is also important to be firm with your departure date, using a specific date to prevent any confusion.
How to Professionally Deliver Your Notice
The ideal method for delivering your resignation is in person. Request a private meeting with your immediate supervisor to discuss your departure. This face-to-face conversation is a sign of respect. After you have spoken with them, you can provide the physical copy of your signed letter.
This personal conversation allows you to express your gratitude directly and provides a moment for your manager to ask questions about the transition plan. Approaching this conversation with professionalism helps ensure your final weeks at the company are productive and positive.
If you work remotely or an in-person meeting is not feasible, sending your notice via email is an acceptable alternative. Address the email to your manager and attach the formal notice as a PDF. It is good practice to also copy the Human Resources department. Consider timing your delivery toward the end of the workday to allow your manager time to process the information.
30 Day Notice Template and Example
Template:
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Manager’s Last Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My final day of employment will be 30 days from today, on [Your Last Day of Employment].
Thank you for the opportunities for professional and personal development that you have provided me during my time here. I have enjoyed my time at [Company Name] and am grateful for the support from my colleagues and management. I offer my full assistance during this transition period to ensure a smooth handover of my responsibilities.
I wish you and the company all the best for the future.
Sincerely,
(Signature)
[Your Typed Name]
Example:
John Smith
123 Main Street
Anytown, USA 12345
(555) 555-5555
john.smith@email.com
July 17, 2025
Jane Doe
Marketing Director
Innovate Corp.
456 Corporate Drive
Businesstown, USA 67890
Dear Ms. Doe,
Please accept this letter as formal notification that I am resigning from my position as Marketing Manager at Innovate Corp. My final day of employment will be 30 days from today, on August 16, 2025.
Thank you for the opportunities for professional and personal development that you have provided me during my time here. I have enjoyed my time at Innovate Corp. and am grateful for the support from my colleagues and management. I offer my full assistance during this transition period to ensure a smooth handover of my responsibilities.
I wish you and the company all the best for the future.
Sincerely,
(Signature)
John Smith