What Is an Employee Notice?

An employee notice is a written formal notice that is either handed to or submitted by an employee of a company or organization. Employee notices can have different objectives and purposes including disciplinary action and job separation.   

According to an online article by the Society for Human Resource Management, around 47.8 million workers left their jobs in 2021. That figure means about an average of 4 million employees had quit their jobs each month. 

Types of Employee Notice

As stated earlier, there can be different types of employee notices with each type serving a specific purpose or goal. The following are some primary examples of common and widely-used employee notices. 

Employee Termination Notice. An employee termination notice is perhaps the most recognized type of notice. It is a notice informing the employee of his or her termination of employment or job contract. There can be a number of reasons why an employee is terminated from their place of work. The reasons also range in severity from minor to major offenses. But in many organizational cultures, termination is usually the last resort or the final straw. Some examples of major offenses can include sexual harassment, plagiarism, bodily harm or injury, and damage to company property. And whether it is in a corporate environment or the public sector, any employee found guilty of a major offense could face the cancellation or termination of his job contract. Of course, it is important to note that everything must be approached on a case-to-case basis. In other words, each case (and the circumstances surrounding it) is different from the other so there is no one-size-fits-all type of solution. Employee Disciplinary Notice. Ranking slightly lower on the severity scale is an employee disciplinary notice. Unlike an employee termination notice, a disciplinary notice is typically viewed as a warning or a penalty. Thus, an employee disciplinary notice is also referred to as an employee warning notice. The notice is given to an employee who has erred or breached a company policy. In a lot of workplaces and companies, an employee is given a series of warnings before an outright dismissal is considered- depending, of course, on the gravity of the offense. These warnings can either be verbal, written, or both. And because a lot of organizations believe in due process, employees are also often given the opportunity to explain their side and defend themselves. Moreover, a disciplinary notice may simply be a way to penalize an employee since the offense would go on the employee’s official record. Employee Counseling Notice. In today’s modern and fast-paced world, there are a lot of workplaces that have a hyper competitive and high-stress environment. Stressful jobs not only take a toll on a person but can negatively impact the overall health and well-being of an individual. If you add it to an employee’s pressures at home, family life, relationships, finances, and personal problems, it can be overwhelming for a lot of people. Fortunately, more companies and organizations are starting to see the value of counseling and therapy in order to help their employees deal with daily demands and pressures. For example, Human Resources may recommend that an employee see a psychologist or psychiatrist and get a professional evaluation. If they see that the employee is struggling in the workplace and it affects their productivity and overall well being, HR professionals may feel the need to step in and give the individual an employee counseling notice. Employee Transfer Notice. Another type of employee notice is an employee transfer notice. A notice of transfer is simply a formal memo that informs an employee that they are to be assigned a different designation, task, or department. There can be several reasons why an employee is transferred or reassigned within an organization. It can also be voluntary transfer; but for involuntary or mandated transfers, oftentimes executives or management may deem an individual more suited or useful in another department or in another job. Or in some cases, it can be just a matter of a skills mismatch that an employee may find themselves more productive in another area of work but still within the same organization. Especially in highly structured organizations, employee transfers are usually subject to a process and there’s standard protocol that is followed when an employee is moved to another designation.

What To Do If You Receive an Employee Notice

Receiving an employee notice can be a cause for concern for many. But you do not have to overreact or jump to conclusions the moment you do. It is possible to keep a level-headed attitude and assess the situation in an objective manner. 

Seek Clarification. If you feel that the notice handed to you was unjust or unfair, there is no need to cause a scene. It is perfectly acceptable to feel strongly about it but it’s also important not to let your emotions drive your decisions. Of course, all these would depend on the type of employee notice you get as well. If it is a disciplinary notice and you have strong opposition to it, you can take a step back and simply seek clarification from Human Resources or whoever imposed the disciplinary action. If it is a notice of immediate termination, don’t be afraid to ask for an explanation. Many established companies put a high premium on due process and also give employees a chance to defend their side and express their opinions. However at the same time, there is also a need to acknowledge any lapses or mistakes that you may have committed. No reasonable company or organization terminates an employee without just cause. Set a Private Meeting. Another avenue you can take is to schedule a meeting with the right person or people. Again, the subject of the meeting would depend on the kind of employee notice that was handed to you. If it is a counseling notice or a notice of transfer, you can set a meeting with HR or your direct supervisor about the specifics regarding the matter. Holding a meeting can help set the record straight and it can help to clarify issues and concerns as well. Or if you simply feel a strong opposition to the notice, a private and closed door meeting is the right avenue to air out your grievances. It is vital to make your voice heard but it is likewise important to balance your views with the other party’s as well. It is only through effective communication and mutual respect and understanding that everyone can move forward in the right direction. Resolve the Matter as Soon as Possible. If you are at the receiving end of an employee notice, the wisest thing to do is simply to act on it as soon as possible. It is your responsibility to do so. If it is causing you worry or concern, there is not a lot you can do other than to try to resolve it or deal with it. Whether it is an employee warning notice or a transfer notice, the longer you put it off then the more it will just be a constant source of anxiety. Sometimes the best thing to do is be an adult about it and take ownership and accountability- even if it causes you inconvenience and discomfort. Don’t waste precious time delaying or putting it off unnecessarily. The sooner you can resolve the matter with your employer or your team, then the faster you can get back to attending to other important things. In matters like these, it is important to have a sense of urgency and duty.

How to Create an Employee Notice

An employee notice, like any other formal notice, does not necessarily need to be long. It is best to keep it short and direct to the point. And with a predesigned template, you can save more time and energy and won’t have to worry about using the right format. Simply choose a suitable template from the selection above and follow the step-by-step tutorial guide below. 

Step 1: Identify the Objective

The first step is to establish the objective of the employee notice. As discussed in detail in the previous sections, there are different types of employee notices. You need to find the one that suits your objective or purpose. If you need to call the attention of an employee for violating company policy, an employee warning notice for disciplinary notice would be most suitable. If you see an employee struggling in his or her work performance, functions, and interpersonal relationships, it might be best to issue an employee counseling notice to get the help they may need. Whatever the objective of the employee notice, it is important to identify it right from the start because it will determine the content of the notice. 

Step 2: Address the Employee

After establishing the objective of the employee notice, the next step is to identify the recipient of the notice. Similar to a formal letter or business letter, you need to cite the recipient at the beginning. In other words, who is the notice addressed to? Make sure to indicate the employee’s full name and their designation or department. It is standard procedure to address any employee professionally and respectfully. So using a title such as ‘Ms.’ or ‘Mr.’ is a common practice. In addition to the recipient line, you can also include a subject line as part of the introduction. Much like the format of a memo, the date, the recipient’s complete name, and the subject of the notice are all stated.    

Step 3: State the Reasons

The main content of your employee notice should focus on the reasons for giving the notice. It is important to let the employee understand what the implications are. Depending on the type of employee notice, it can contain anything from terms and conditions to tasks that the employee must attend to. For example, if it is an employee disciplinary notice, you can also describe the consequences and implications of the employee’s actions. It is important to keep it direct and straightforward but also objective and clear enough that the employee can comprehend the matter. 

Step 4: End With a Firm Reassurance 

To close your employee notice, it is best to use a professional and authoritative tone. But it is also equally important to reassure the employee that you are there to assist them if they need help. As a closing paragraph or sentence, you can state that you are open to entertaining any questions they may have or concerns they may want to raise. Assure the employee that any clarifications or questions are welcome. Although You can likewise leave your contact number or email address just to keep the lines of communication open. If the employee does reach out, it is your duty to act professionally and to keep an open yet objective mind.   


What is an employment notice?

An employment notice is a formal notice that explains an employee’s work terms and other conditions related to his or her status of employment.

How do I write an employee notice?

To write an employee notice, you first need to determine the objective of the notice, identify the recipient then provide the reasons or terms of the notice.

Do you have to give two weeks notice in Minnesota?

In the State of Minnesota, it is not required by law to hand in a two weeks notice upon separation of an employee.

An employee notice is a basic human resource management form. It helps drive a point and clarify matters when it comes to employee relations. Browse the dozens of printable employee notice templates above and customize your own notice today!