A separation notice is a letter which defines the termination of employment or services between two parties which could be in the form of an employer and an employee. The reasons for the separation will be listed in the letter to justify the decision to separate. It is a formal letter of notifying that the employer no longer needs the services of the employee.
Separation notices can also be used as a method of notification of a separation from a partnership or work. A simple letter is used by one party to the agreement to intimate the other that he or she intends to separate from the position they held in the organization.
Why do individuals need to provide a separation notice? It is to inform the other party that the issuer of the notice intends to separate from the company by providing all the information which is needed. These notices have the potential to keep employees of the mid-management level to keep their higher-ups informed of the decision of an employee to separate from the company.
A separation notice is not the end of a relationship but is just an expression of intent on the part of one party to separate from the other. Many may not even consider it a requirement especially when they are looking forward to moving away with grievances.
However, expressing an intent to separate also has the potential to give the other party an opportunity to consider reaching an amicable settlement which can possibly change the mind of the individual considering the separation. Therefore a separation notice needs to be prepared carefully by providing all information which is necessary.
Table of Contents
Key Features Of a Separation Notice
- The key features of a separation notice can change according to individual requirements and therefore the party preparing the notice must ascertain beforehand the individual circumstances he or she is facing.
- The reasons for the separation must be clearly mentioned.
- As a separation notice is an expression of intent it must be handed over to the other party well ahead of time.
- Financial information if any must also be mentioned in the letter.
- The letter needs to be prepared in a simple manner which can be understood by all parties reading the notice.
Example of A Separation Notice 1
[From Name of Employer, Company],
[Subject: Employee Termination — Separation Notice]
[To Whomsoever It May Concern]
This is to notify everyone that as of [date] the employee mentioned below is no longer associated with this employer or company.
[Name Name of Employee & Social Security Number]
The Type and Reasons for The Separation Are Mentioned below.
• Personal Reasons.
• Voluntary Termination.
• Relocated, Moved.
• Lack of Work, Layoff.
We have decided to separate from the employee mentioned above because he/she has decided to relocate to another state and decided to move by providing us with adequate notice.
Date: [date the separation notice was issued],
[signature of the authorized signatory & designation with the company].
Example of A Separation Notice 2
[From Name of Organization & Name of The Designated Authority And Title]
[To Be Used by An Employee Before Of Providing A Resignation]
An employee of this organization must use this separation notice to notify his or her supervisor of their intent to cease being an employee of this company before submitting a resignation or a retirement letter. This information will ensure appropriate payroll information and the final paycheck of the employee on the requisite form. In order for this notice to prove effective the employee would need to be present at work for a minimum of 10 working days after providing a written resignation or a retirement letter.
The employee should complete all information requested at the bottom of this form without overlooking any information before handing it over to his or her supervisor.
• The supervisor is advised to provide a signed copy of this form to the payroll department.
• The original signed copy should be forwarded by the supervisor to the Department of human resources for appropriate action.
Example of Separation Notice 3
Notice of Separation
[From The Head of Department]
[To the Human Resources Department]
This is to inform all concerned that Mr. [name of the employee] has expressed his intent to resign from his position on [date] in approximately two weeks from now. The reasons for the resignation have not been explained and Mr. [name] has preferred to mention [others] as the reason for resigning from the position. The last working day of Mr. [date] will be [date].
This letter is to request the Department of human resources to conduct an exit interview for the employee at least 48 hours before he is relieved from his position.
[signature of the head of the department]
[name of the signatory]
It is adequately clear from the samples mentioned above that a separation notice can either be provided by an employee and also the employer. The separation notice provides employers to begin the procedures of identifying the need to hire fresh employees as a replacement for the individual who expresses a desire to separate. Providing a separation notice is a matter of courtesy between two parties who may or may not consider this task as important. It is commonly noticed that people prefer simply to hand over a letter of resignation with the belief that things can be settled without going through the difficulties of creating or handing over a separation notice before resigning from their position. However, providing a separation notice will make it easier for all parties concerned to complete the formalities needed.