13+ FREE Notification Letter Samples

A notification letter is a formal document that is written with the purpose of informing the addressee of the letter about some event, incident or any other important information. Both individuals and companies use notification letters in their daily routines. In businesses, a notification letter can be used to provide important information like changes in policy or policies, job approval, change in name of business, change in business address, a new business strategy or any other thing like that. However, on a personal level, a notification letter can be used to inform about someone’s death, about marriage, celebration, or a personal gathering, etc.

As a notification letter is written with a viewpoint of informing others about something important, it should be composed and drafted in a formal tone. The writer of such a letter should keep the content of the letter clear, concise and straightforward so that the addressee can easily understand the message of the letter. Some example notification letters are given below for different scenarios or situations that are completely free to use and you can download and edit them as well.

Notification Letter from Bank to Client

There can be many instances that a bank has to notify or inform its clients or customers of something important, such as changes in bank details or changes in bank policies, etc. So the formal way of informing the client or customer is to write a notification letter to him/her. For example, a sample notification letter is given below that is written by a bank to its client.

To,

[Name of Recipient] [Designation of Recipient] [Recipient Company Name]

Date:

Subject: Notification Letter from Bank to Client

Dear Mr./Mrs.[name of Recipient],

I hope you will find this letter in great health. I am [sender name] and I am [sender designation] of [name of bank]. I am writing this letter to notify you that we are no longer using the account details which were shared earlier with you, of account number [mention account number and bank branch code].

Kindly make sure to note that the above account details for the account shall not be valid from [mention the date]. So, we request you to process and forward the given below new account details for future payments or transfers:

[mention Account Title, Account number, bank branch code, etc.]

Thanking You,

[Sender Name] [Sender Designation] [Sender Contact Details] [Sender Signature]

Notification Letter for Vacating the Property

In order to vacate a property as per laws and regulations, the landlord or property owner or his/her manager must notify the tenants about vacating the property, by writing a proper notification letter to them. In such cases, it is very important that such a letter must be written and sent to the tenant or tenants at a reasonable time. Keep one thing in mind that while writing such a letter, your tone must be courteous, polite and professional, and the recipient should not be felt threatened at all. Check this simple notification letter written for the purpose of vacating the property.

To,

[Name of Recipient] [Complete Address of Recipient]

Date:

Subject: Notification Letter for Vacating the Property

Dear Mr./Mrs.[landlord/property manager/owner’s name],

It is to inform you that as per my lease/tenancy agreement, I am writing this letter as a [mention number of days] days notice that I will be moving out of [mention property/rental unit name or number] as a result of ending my lease/tenancy agreement. This letter shall serve as my written notice of intent to vacate the mentioned property.

It would be very kind of you if you could refund my security deposit in full, as I am leaving the property in a good condition. For your satisfaction, you can inspect it whenever you like to, but make sure to contact me before, at the given below details.

Thanking you in anticipation.

Sincerely,

[Sender Name] [Sender Contact Details] [Sender Signature]

Notification Letter for Resignation

In order to resign from a job post and move on to a new one in some other organization, you must make sure that you bid farewell to your existing employer in a great manner. For that purpose, you can write a notification letter informing your employer about your resignation. You must clearly indicate the date you want to resign, be thankful to the employer for providing employment opportunities and offer your assistance during the transition period. Please note that such a notification letter must also be served at a reasonable time before your resignation so that the company can arrange some other personnel at your place.

                                                                                                    [Sender Name]

                                                                                          [Sender Designation]

Date:

[Name of Recipient] [Recipient Designation]

Subject: Notification Letter for Resignation

Dear Mr./Mrs.[name of Recipient],

I am writing this letter to notify you that I will resign from the position of [mention Job Title] on [mention date]. I have recently been offered the position of [mention job position/title] at [mention Company name] and I don’t want to miss this opportunity.

I am grateful to the company for providing me the opportunities to work, learn and polish my skills for the past [number of years] years. I will never ever forget that and I will always wish that the company would keep on growing. Please let me know if I could be of any help during this transition.

Thanks again to all of you for such a great time and for always guiding me the right way. I wish you all the best and will look forward to staying in touch with you.

Feel free to contact me for further queries.

Regards,

Yours Sincerely,

[Sender Name] [Sender Contact Details] [Sender Signature]

Notification Letter for Meeting

To inform a department or any other stakeholders or group of stakeholders, about a meeting, a notification letter is written and circulated for that purpose, to concerned people. This letter must provide necessary details about the meeting like its date, day, time and the agenda items that are to be discussed at the meeting. Check out the given below notification letter sample for the meeting so as to get a better idea of how to draft one.

To,

[Name of Recipient] [Recipient Address]

Date:

Subject: Notification Letter for Meeting

Respected Sir/Madam,

I am writing this letter to inform you about the meeting of [mention the name of Meeting like BOD meeting] that is going to be held on [mention day and date] at [mention time]. The main purpose of this meeting is to discuss [briefly explain what is required to be discussed in the meeting]. Additionally, we plan to discuss the following agendas as well in this meeting:

1- Agenda 1

2- Agenda 2

3- Agenda 3

4- Agenda 4

As this meeting is very important so we request you to make sure to take part in it and be there at a specified time and date.

Regards,

Yours Sincerely,

[Sender Name] [Sender Designation] [Sender Signature]

Notification Letter for Meeting Postponed

As the name suggests, such a letter is written to notify the postpone or delay of a meeting. The sender must make sure to direct the letter to the right person or persons. If a meeting is to be postponed or delayed, the notification letter must be written and delivered at a reasonable time, stating the reasons for any such delay or postpone.

To,

[Name of Recipient] [Recipient Address]

Date:

Subject: Notification Letter for Meeting Postponed

Respected Sir/Madam,

I am writing this letter to inform you that the meeting of [mention the name of Meeting like BOD meeting] that is going to be held on [mention day and date] at [mention time] has been postponed due to [state the reason briefly]. As this meeting is very important, so it will be conducted any time next month.

You will be informed about the exact date and time of the meeting. Sorry for your inconvenience.

Regards,

Yours Sincerely,

[Sender Name] [Sender Designation] [Sender Signature]

Notification Letter for Leave

When you are on a leave, it is your duty to inform your colleagues and subordinates about your absence. So, you should do so by writing a notification letter for this purpose and clearly state that what should they do during your absence from the office.

To,

[Name of Recipient(s)] [Department Name] [Company Name]

Date:

Subject: Notification Letter for Leave

Dear All,

I am writing this letter to inform you that I will be on leave for [mention the event] from [this date] to [this date]. I will reply to your emails or answer your queries once I return to the office. In case of emergency, you can contact me at [mention contact number].

Sorry for the inconvenience.

Yours Sincerely,

[Sender Name] [Sender Designation] [Sender Signature]

Notification Letter for Late Payment

In businesses, you have to face the issue of late or delayed payments every now and then. So in order to remind your clients or customers whose payment is due and is unpaid, you need to write a notification letter to them requesting them to clear their dues. Make sure to keep your tone professional and courteous and you should be reminding them and not threatening them with your letter. Check this sample notification letter for more clear understanding.

To,

[Name of Recipient] [Recipient Address]

Date:

Subject: Notification Letter for Late Payment

Dear Mr./Mrs.[name of Recipient],

I would like to bring to your attention that the payment against invoice/bill no [mention invoice number] is overdue. Let me remind you that our company policy is to provide our clients with [mention days/weeks] of credit after their last bill so that they can pay the bill with ease.

However, our records show that now your payment is [mention number of days/weeks] overdue. Therefore, I would request you to make this payment as soon as possible.

Feel free to contact our customer service department for any further details or queries. Looking forward to a positive gesture from you.

Best Regards,

Sincerely,

[Sender Name] [Sender Designation] [Sender Signature]

Basic Elements of a Formal Notification Letter

You can check out the sample notification letters which are provided on this page and can easily modify each and every one of them. Moreover, you can understand the basic format or draft of a proper formal notification letter, from these sample letters. Still, if you want to know how to write a notification letter yourself, keep in mind these given below basic elements of a notification letter.

Addressee/Recipient:

Especially in the case of a formal notification letter, it is very important that the letter should reach the right person. The sender should clearly direct to whom the letter is written. So that’s why, you should clearly mention complete details of the recipient like name, address, job title and contact details, etc.

Date:

Mentioning the date in a notification letter is much important than in any other letter. Some notification letters must be written and sent at an earlier time, due to the nature of the event that is notified or to be notified in the letter, or simply due to any other reason. So as a sender, you must not forget to mention the date you are writing the letter.

Subject:

Just like mentioning the date, stating the subject of writing the letter is also very important here. As the subject is one-liner of your whole letter, make sure to write it correctly.

Introduction:

After opening the letter and mentioning the date and subject of the letter, you can greet the recipient and mention your introduction like your name, and the organization that you work for, and communicating with the recipient on their behalf.

Relationship:

The sender must clearly mention his/her relationship with the recipient of the letter i.e, whether he/she is the recipient’s employer, bank, customer or stakeholder, etc. Any other information that defines the basis of the sender’s and recipient’s relationship can also be mentioned.

The Event:

After that, the sender must write about the event for which he/she is writing the notification letter. Please note that this event could be something that has already happened and the purpose of writing the letter is to notify the recipient about that event. Or it could be anything like an occasion, that is yet to happen or be held or conducted. So, the sender must write all the necessary details of that event in the letter.

The Ending:

At the end of the notification letter, the sender must thank the recipient for their time, mention his/her name, his/her designation and sign the letter. Also, don’t forget to leave your contact details in the letter.

Notification Letter for Internal Audit

Many large-scale entities and companies prefer to conduct internal audits so as to improve the quality of their work or services and to detect any weaknesses of the systems and operations. So whenever any such internal audit is to be conducted, every department of the organization must be informed about it, through a notification letter for internal audit. Check the sample below to learn how to write this type of notification letter.

[Company Name]

Date:

Subject: Notification Letter for Internal Audit

Dear All,

This is to inform you that in order to improve the quality of work within the organization and to follow high-quality work standards, we are planning to conduct an internal audit as on [mention date].

This internal audit is to be conducted with the following specific goals in mind:

[State the goals you want to achieve through conducting such an internal audit].

The internal audit will be conducted as per the following routine:

[State the routine i.e., internal audit of what department will be conducted at what time].

We kindly request you to cooperate with the audit team. For further queries, feel free to contact me.

Regards,

[Sender Name] [Sender Designation] [Sender Contact Details] [Sender Signature]

Notification Letter for Increase in Rental Payment

Just like the notification letter for vacating the property, a landlord or property owner must have to write a notification letter for an increase in rental payment. He must clearly mention in the letter from which date the rent will increase and whether or not the tenant wants to continue his/her tenancy. This notification letter must be written and delivered at a reasonable time before the date of the increase in rent.

To,

[Name of Tenant] [Complete Address of Property]

Date:

Subject: Notification Letter for Increase in Rental Payment

Dear Mr./Mrs.[name of Tenant],

I am writing this letter to inform you that from [mention date], the rent per month for [mention property or unit number] will be increased from [mention previous rent amount] to [mention new rent amount]. Just like before, this rental payment will be due on or before [mention the due date of payment of rent] of every month.

If you wish to continue the tenancy, the new monthly rental payment of [mention new monthly amount] is required. All the other terms and conditions of the original rental agreement will remain the same.

Please make sure to reply to this letter if you wish to continue or discontinue the tenancy. Thanking you in anticipation.

Sincerely,

[Sender Name] [Sender Address] [Sender Contact Details] [Sender Signature]

Notification Letter for Employee Termination

As an employer or a senior, you often have to write letters to employees to notify them about the termination of their employment. In such a letter you should clearly state the reasons for such termination and wish the recipient the best of luck for his/her future. You can use the given below sample notification letter for employee termination if you have to write such a letter.

                                                                                                    [Sender Name]

                                                                                          [Sender Designation]

                                                                                                [Company Name]

Date:

[Name of Recipient] [Recipient Designation]

Subject: Notification Letter for Employee Termination

Dear Mr./Mrs.[name of Recipient],

I am writing this letter with regret to inform you that your employment with [mention Company Name] is being terminated, effective [add date]. This termination is due to [State reason or reasons].

Kindly make sure to return any company property you possess. Any delay in doing so will cause a delay in the issuance of your final paycheck. Any outstanding payments to you will be paid in accordance with the terms and policies of the company.

Feel free to contact me for any further details or queries. Wish you the best of luck in your future.

Regards,

Yours Sincerely,

[Sender Name] [Sender Contact Details] [Sender Signature]

Notification Letter for Data Security Breach

In the modern-day world, cyber-attacks are quite common that any company or organization can face at any time. So if a company or business faces any such attack and its customer’s or clients’ data is breached, it should make sure to inform its clients or customers by writing a notification letter or notification email for a data security breach. In this letter, the sender must state what actions they are taking to resolve the situation and should also direct the customers on what to do.

To,

[Name of Recipient] [Complete Address of Recipient]

Date:

Subject: Notification Letter for Data Security Breach

Dear Mr./Mrs.[name of Recipient],

I am writing this letter with regret to inform you that there has been an incident involving unauthorized access to data and information associated with online purchases made on our company website [mention website name]. At present, we are unaware of what kind of breach is made and what type of customer information is targeted but we are trying our best to resolve this situation as soon as possible.

Meanwhile, we request you to please remove your credit or debit card details, or details of any other purchase method you normally use, from our website. We are trying our best to resolve this situation as soon as possible and we are informing all of our affected potential customers just like you, so that you may suffer no loss.

Sorry for this inconvenience. Hope to get your support on this matter. Feel free to contact us for any further details or queries. 

Best Regards,

[Sender Name] [Sender Designation] [Sender Contact Details] [Sender Signature]

Notification Letter for Closure of Business

A business can be closed for a number of reasons like shortage of funds, not having enough customers, regular increase in debts or mismanagement, etc. If the owners decide to close their operations, they should notify the people with whom they are currently doing business, about this decision of theirs. This can be done by writing a notification letter for the closure of the business. Check out this given sample notification letter if you want to inform the people about closing your business.

To,

[Name of Recipient] [Designation of Recipient] [Recipient Company Name]

Date:

Subject: Notification Letter for Closure of Business

Dear Mr./Mrs.[name of Recipient],

I am writing this letter to inform you that we, [mention company or business name] are closing our operations on [mention date of closure of business]. It would be kind of you if you could come and visit us on or before the mentioned date and collect your unsold stock. After that date, we will not be responsible for anything. The mentioned date will be the last day of our operation after which we will not be available for any assistance.

I would like to thank you for always supporting us and it was a pleasure doing business with you. For account settlement, please make sure to notify me at least [mention number of days] before the final settlement or resolution.

Feel free to contact me for any further queries or information.

With Best Regards,

Sincerely,

[Sender Name] [Sender Designation] [Sender Contact Details] [Sender Signature]

Notification Letter for Change of Business Name

During its lifetime, a company or a business can change its business name anytime and as many times as possible. This change does not and shall not affect any operational or other business activities of the business. Sometimes the companies change their names so as to get more visibility and public retention. So, when you change your business name, it is your obligation to inform all the stakeholders about the same, by writing them a notification letter. Check this sample letter below to get a better idea.

To,

[Name of Recipient] [Designation of Recipient] [Recipient Company Name]

Date:

Subject: Notification Letter for Change of Business Name

Dear Mr./Mrs.[name of Recipient],

This is to inform you that our organization has changed its name from [mention Old name] to this new name, [mention New name]. This change came into effect on [mention date].

Kindly note that there is no change in the management, the products/services or the range of products/services that we provide. The change in name has no impact on any operational or ongoing activities of our company.

Feel free to contact us for any further queries.

Thanking You,

[Sender Name] [Sender Designation] [Sender Contact Details] [Sender Signature]

Notification Letter for Breach of Agreement

A deal between two or more parties is done through a mutual agreement. So, whenever such an agreement is breached, it is the duty of each party to inform or notify the other party about it, whether the breach is done intentionally or unintentionally. This can be done by writing a notification letter for breach of agreement to the other party from whom the breach is suspected. Make sure you inform the other party about the breach and the purpose is not to blame them for the breach. In such a letter, the sender must clearly mention what clauses, terms or conditions of the agreement are breached.

To,

[Name of Recipient] [Designation of Recipient] [Recipient Company Name]

Date:

Subject: Notification Letter for Breach of Agreement

Dear Mr./Mrs.[name of Recipient],

I am writing this letter to notify you that the agreement for [mention the agreement name and details] which was signed between your company, [recipient company name] and our company, [sender company name] as on [mention date of signing of agreement] has been breached.

On our initial investigations, we found out that the [mention term or clause of the contract that has been breached] has been breached on your part. We are still investigating this matter and will let you know about the further proceedings.

I request you to take this matter into consideration on your own as well. For further queries, feel free to contact our legal support team.

Looking forward to your positive response.

Sincerely,

[Sender Name] [Sender Address] [Sender Contact Details] [Sender Signature]