Resignation Acceptance Letters – Free Templates & Samples
Table of Contents
When an employee submits a resignation letter, employers can respond with a formal written resignation acceptance letter to acknowledge receipt of the resignation and confirm the employee’s last working day date in writing. Writing this letter can be easy for employers if they understand the key components to be included.
Here, we will discuss what a resignation acceptance letter entails and how to write it, along with key points to consider. Also, the resignation acceptance letter format and sample are included.
What is Resignation Acceptance Letter?
A resignation acceptance letter is an acknowledgement provided by the employer to the employee’s resignation from the firm. It acts as an official record for the HR and payroll departments. Plus, it confirms key data and expectations to prevent any misunderstandings during the employee’s exit process.
What is the Purpose of Resignation Acceptance Letters?
The primary purpose of a resignation acceptance letter is to establish a clear paper trail for notice periods, final settlements, and the offboarding process. Using the right resignation acceptance letter template, you can ensure that there are no misunderstandings and gaps in communication of exit terms. It will help provide better HR compliance and streamline the exit process.
Format of Resignation Acceptance Letter
Sample of Resignation Acceptance Letter
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation letter
Dear [Employee Name],
Your resignation [Resignation Submission Date] is received. Considering the same, your resignation is accepted, and your final day of employment will be as per company policy, which is [Last Working Day].
We also want to thank you and value what you have contributed throughout your time at our company, and we appreciate you working hard and committing to it. We hope that you succeed in the future. Do make sure that your duties are handed over smoothly to someone before you leave.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Free Download: Ready-to-Use Resignation Acceptance Letter Template
Pro Tips on the Format:
- Keep the letter as concise and professional as possible.
- A resignation acknowledgement should always accompany this, on the last working day, along with a note of gratitude.
- Always remain respectful, regardless of what happens.
10 Resignation Acceptance Letters/Email Templates for Every Reason
Resignations occur for various reasons, and being able to customize your acceptance letter demonstrates compassion and good business manners. Ten of the most common scenarios are provided with ready-to-use templates below.
Reason 1: Career Growth Opportunity
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
We accept your resignation, effective as of [Last Working Day]. It is the commitment you have demonstrated over the years of your service that we value, and it is this commitment that we understand motivates you to seek career advancement. We hope that you will be successful in your business life.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 2: Relocation
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation, dated [Date], has been received, and your last day of work is [Last Working Day]. We understand that you have to move, and we would like to thank you for your valuable contributions. Hope you have an easy time and a successful move.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 3: Higher Education Pursuit
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation has been received and accepted [Last Working Day]. We appreciate that you have chosen to further your education, and this will undoubtedly enhance your profession. We appreciate your efforts and hope you have an excellent academic and professional life.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 4: Career Change
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation is accepted, and takes effect [Last Working Day]. Your decision to take on another line of duty is commendable, and we appreciate the dedication you demonstrated throughout your tenure in the position. Best wishes for success in your new journey.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 5: Family Responsibilities
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation is accepted, and you will work until your last day [Last Working Day]. We understand that you must take family matters very seriously, and we are pleased that you have worked diligently at the company. May your life be full and happy.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 6: Personal Health Issues
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
We have received your resignation dated [Last Working Day]. Your health is important to us, and we know why you are making this decision. Take good care, and we hope you recover quickly and are healthy.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 7: Better Work-Life Balance
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation, which shall take effect [Last Working Day] has been received. We appreciate that you have chosen to achieve a better work-life balance and understand the value of your contribution. I wish you a peaceful and prosperous next stage in life.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 8: Company Restructuring/Downsizing
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
We accept your resignation, effective [Last Working Day]. We acknowledge that this new reorganization may have contributed to your decision, and we appreciate your efforts during this time. May you continue to be stable and prosperous in whatever you do.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 9: Conflict with Management/Colleagues
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
I have accepted your resignation, effective as of [Last Working Day]. Although we are sad that the issues you face with the management/colleagues are the reason behind your decision, we want to acknowledge your contributions during the time you were in the company. We hope that you will enjoy your future job.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
Reason 10: Retirement
[Company Letterhead or Email Header]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Department]
Subject: Acceptance of Resignation
Dear [Employee Name],
Your resignation is accepted, and we recognize it as your retirement, effective on [Last Working Day]. Having you in our organization has been an honor, and we greatly appreciate the years you have been with the organization. I hope that you are well, happy, and fulfilled in retirement.
Best regards,
[Manager/HR Name]
[Designation]
[Company Name]
How to Write a Resignation Acceptance Letter Step by Step
A resignation acceptance letter, which confirms the resignation and provides the employee with clear instructions on the next steps, is a vital aspect of professional offboarding. It acknowledges the employee’s decision and maintains a good working relationship. Using a systematic and polite format will prevent confusion and maintain positive future relations.
How to Write a Resignation Acceptance Letter Step by Step?
| Step | What to Include | Details / Why It Matters |
|---|---|---|
| Header and Date | Company letterhead (when printed) and the current date | Projects professionalism; date the document matches records. |
| Employee Info | Name of the employee, position (and ID or department, where it may be wanted) | Assists in identifying the individual. |
| Salutation | “Dear [Employee Name],” | Establishes formal tone |
| Acknowledgment | A statement of receipt of resignation, date of submission | Clarifies timeline and demonstrates recognition. |
| Acceptance | Make it clear: Resignation accepted. | Removes ambiguity and confirms action |
| Last Working Day | Specify final date of employment | Prevents miscommunication around exit timeline |
| Transition/Next Steps | Describes the processes of handover or states that HR will take care of exit formalities | It helps existing employees understand the next steps and the entire process. |
| Conclusion and good wishes | Thanks and good luck in their further activities | Keeps the relationship with the existing employee well-maintained. |
| Signature & Designation | Typed name, title, and signature (when printed/email signature) | Implicates responsibility and formality. |
Extra Tips & Best Practices
- Response Time: 24-48 hours after receiving the resignation to show that he/she is professional.
- Format of the Letter: Block-style format, 1-inch margins; easy-to-read font, such as Arial or Calibri, 10-12 pt.
- Tone: Be neutral and respectful — avoid emotional or overly casual tonal styles.
- Personalize, where Necessary: In case the resignation is due to a definite cause (e.g., a higher education or a change of location), a small, sympathetic note may be included–but be to the point.
- Proofread: Check grammar, tone, and to be clear- clear is of the essence that this form of communication is without errors.
Tips to Consider while Writing a Resignation Acceptance Letter
Here are some points and tips to consider while drafting a professional resignation acceptance letter format:
- Write in Brief: Always keep the letter to the point and brief. Formally accept the employees’ resignation, and confirm their last working day date. You can also mention any expectations from them regarding what they have to anticipate before leaving or the mention of next steps for the offboarding process.
- Use Correct Subject Line: When sending a letter via email, you should use and mention a subject line that clearly indicates what the email is regarding. For example, “Resignation Acceptance” as the subject.
- Proofread the Letter: Always go through the letter and proofread the letter or email before sending it. Check for grammatical mistakes and errors and correct them all, if any.
- Follow Professional Language: Avoid using casual language, even in emails. Always use professional language and keep the tone formal.
What are the Dos and Don’ts of a Resignation Acceptance Letter?
A resignation acceptance letter is not merely a formality; it is a measure of the professionalism of your organization and how you treat your employees. Striking the proper tone by being clear, respectful, and grateful is essential.
Do’s and Don’ts of a Resignation Acceptance Letter
| Do’s | Don’ts |
|---|---|
| Recognize the resignation as it happens. | Do not hold on to what to answer, because this leaves one in doubt. |
| Clearly mention the last working day as per the notice period. | Forgetting details, such as dates or obligations, is not an option. |
| Have a professional and appreciative tone. | Do not employ negative, harsh, or emotional words. |
| Express gratitude for the employee’s contributions. | Do not disregard or underestimate their accomplishments. |
| Offer help during the transition process. | Avoid making unnecessary commitments or overcommitting. |
| Make the letter short and formal. | Do not include unnecessary information and subjectivity. |
| Adhere to company HR policies when writing. | Avoid going against official terms or policies. |
Download Essential HR Exit Documents & Templates
- Need the initial note from the employee? Share this ready-to-copy Resignation Letter Format
- After you accept, issue a clean Relieving Letter to officially confirm the exit
- Close dues without friction: use the Full & Final Settlement Letter template
- Standardize offboarding across teams with a clear Employee Exit Policy Template
Frequently Asked Questions
What is Resignation?
Resignation describes the actual process of a workforce quitting their job with a company at their own free will.
Who Writes a Resignation Acceptance Letter?
The reporting manager, HR, or senior leadership will write a letter of acceptance of the resignation. It is the official verification of the employee’s resignation.
What Should be Contained in a Resignation Acceptance Email?
It should acknowledge the resignation, the final day of work, the transition of the employee, and appreciate their contributions.
What is the Time of Sending a Resignation Acceptance Letter?
The letter of acceptance of resignation is preferable to send it shortly after receiving and reading the resignation to maintain professionalism and clarity.
What is the Best Way to Write an Email of Resignation Acceptance?
You may email it to the company’s official email address, but the sender should address it formally and send it via the account of an authorized individual.
What is the Difference between a Resignation Acceptance Letter, and a Relieving Letter?
Acceptance of the resignation letter is the document that addresses the resignation, whereas the relieving letter states that the employee has served their notice and has been released.
What Tone Should I Use when Writing the Approval Email for the Resignation?
One must be professional, respectful, and thankful, although departure may be inconvenient to the company.
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