Whether you’re switching jobs, taking a break, or simply moving on from your current workplace, how you resign makes a lasting impression. Especially when you’re under a one-month notice period, the resignation process becomes more than just a formal step — it’s your final chapter with your employer. In such cases, choosing the right one month notice period letter format becomes essential to exit professionally and respectfully.
In this blog, we’ll guide you through:
- What a one month notice period letter format looks like
- How to ask for early release politely
- What an employer’s letter format looks like for relieving an employee
- Mistakes to avoid one month notice period letter format
Let’s begin.
What Is a One Month Notice Period Letter?
A one month notice period letter is a formal resignation notice given by the employee, indicating their intent to leave the job with a notice of 30 days. In many companies, this one-month timeframe is standard. It gives the employer enough time to manage handovers, start rehiring, and maintain business continuity.
At the same time, it offers the employee a graceful way to exit, wrap up work, and prepare for the transition. But just writing a quick email saying, “I’m leaving the company” doesn’t cut it. That’s where a proper one month notice period letter format comes in.
Why Following a Proper Format Matters
It may sound simple, but how your resignation letter is written can impact your full & final settlement, experience letter, and future references.
A professional one month notice period letter format should:
- Show gratitude
- State the exact last working day
- Be clear about notice period terms
- Be polite and to the point
Also, keep in mind, if you’re requesting early release from the notice period, it needs to be done more delicately — which we’ll cover below.
Structure of a One Month Notice Period Letter Format
Here’s what a basic one month notice period letter format includes:
- Date & Recipient – Addressed to HR or your reporting manager
- Subject Line – Clear and formal
- Resignation Declaration – Mention your intention to resign
- Notice Period Timeline – Clearly mention the last working date
- Gratitude – Acknowledge the learning or experience
- Offer to Assist in Handover – Helps maintain goodwill
- Polite Close – Keep the tone respectful
Each element adds to a smoother transition and keeps the door open for future references or returns.
One Month Notice Period Letter Format in Different Scenarios:
There can be many reasons for leaving the company on short notice. Below are some of the top mail templates, which will cover almost all types of one month notice period formats, and you can use them accordingly.
1. Simple One Month Notice Period Letter Format (Employee to Employer)
This notice period will cover is used in most of the cases. If you are leaving the company without any proper reason or the reason you have already explained in person, then this template will be most suitable for you:
Date: Date
To: HR Department / [Manager’s Name]
Subject: Resignation with One Month Notice
Dear [Manager’s Name],
Hope you’re doing well.
This email is to formally inform you about my decision to resign from my role as [Designation] at [Company Name], effective one month from today. My last working day would be (Date), as per the notice period terms.
The decision wasn’t easy, as this place has been a big part of my professional journey. I’ve learned a lot here, and I’m really thankful for the opportunities.
I’ll make sure to complete all handovers and support in any way possible during the transition.
Thanks again for the support and guidance throughout.
Warm regards,
[Your Full Name]
[Employee ID if applicable]
Note: You can also add your reason for leaving the company on short notice (if you have any) in the same template.
2. Requesting Early Release from Notice Period – Email Sample
Sometimes, employees want to exit before the 30 days — due to personal or professional reasons. In such cases, here’s how you can request it without sounding pushy:
Subject: Request for Early Release from Notice Period
Dear [Manager/HR],
I hope you’re doing well.
As discussed, I have submitted my resignation with the standard one-month notice period, dated [mention date]. However, due to [brief reason – e.g., early joining requirement, relocation, health], I would like to kindly request an early release, preferably by [preferred date].
I understand the importance of knowledge transfer and am committed to completing critical handovers before my exit. If required, I’m also willing to assist remotely after my departure for a short period.
Please let me know if this can be accommodated.
Sincerely,
[Your Name]
[Position]
3. One Month Notice Period Letter Format From Employer to Employee
Sometimes, it’s the employer who writes to the employee — acknowledging their resignation and stating the notice period clearly. Below is an example of a one month notice period letter format from employer to employee:
Company Letterhead / Official Email Format
Date: 9th April 2025
To: [Employee Name]
Subject: Acceptance of Resignation with One-Month Notice
Dear [Employee Name],
This is to acknowledge receipt of your resignation email dated [Insert Date]. We respect your decision and accept your resignation as per the company’s policy of a one-month notice period. Accordingly, your last working day will be (Date).
Please ensure a smooth handover of responsibilities before your departure. You are also requested to complete any exit formalities as advised by the HR team.
We appreciate your contributions during your time at [Company Name] and wish you all the best in your future endeavors.
Warm regards,
[HR Manager’s Name]
[Company Name]
How to Write a One Month Notice Period Letter Format in Word or Email
Whether you’re using Microsoft Word or writing over email, the tone and format remain the same. But here are some extra tips if you’re creating it in Word:
- Use a professional font (Calibri, Arial, Times New Roman)
- Left-align everything
- Use bold for headings (if any)
- Save the document as “YourName_ResignationLetter.docx”
This will make your one month notice period letter format word document look professional and ready to be sent via attachment.
Common Mistakes to Avoid
When writing your resignation letter with one month notice, don’t fall into these traps:
- Being too casual — This is still a formal document
- Forgetting to mention the exact last working day
- Blaming or criticizing — Keep emotions aside
- Skipping the gratitude part — It always helps to thank your team
Even if you’re leaving on a sour note, keep the letter polite. Burning bridges won’t help anyone.
Conclusion
Resigning may feel like the end of something, but it’s also the start of something new. Whether you’re following a standard one month notice period letter format, writing a word document, or using a requesting early release from notice period email sample, the tone should remain polite and professional.
A good resignation letter reflects your work ethic, leaves behind a positive impression, and ensures there’s no unnecessary friction at the end. Make sure to download or save a version of your one month notice period letter format word file for your own records.
Frequently Asked Questions
1. Can I leave before the notice period ends?
Ans: Yes, you can leave, but it depends on your company’s policies. Use a requesting early release from notice period email sample like we shared in this blog.
2. Can I send the resignation over email only?
Ans: Most modern companies accept resignations over email, as long as it follows a proper format. Check your company policy or talk to HR to know if it is okay to send this in an email or if they need the written resignation letter.
3. What if I don’t receive an acknowledgment?
Ans: Always follow up politely and ensure it’s documented for your records. If you don’t receive any acknowledgment for your resignation letter mail, then it may cause issues in your exit.
