When an employee gives a resignation letter, employers can respond in a formal written resignation acceptance letter to acknowledge the receipt of their resignation letter and get their last working day date in written. 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 means and how to write it with points to consider also, the resignation acceptance letter format and sample are included.
A resignation acceptance letter is a formal letter written by the employer to acknowledge that their request to resign is accepted. This letter also allows the employer to recognize employees’ contributions made to the company and wish them the best for future endeavors. Through the letter, formal communication like what will be the notice period duration or whether they will make the resignation effective on that day can be done.
Here we have mentioned the eight steps to follow while writing a resignation acceptance letter:
Writing professional business letters requires a suitable format and structure. The best way to write is using block format without intending. Make sure there is a one-inch margin on all sides of the letter. Use easy to read fonts like Calibri, Arial, or Times New Roman. The font size should also be easily readable that is typically between 10 to 12 points.
Mention your company’s name and address at the top in a left-aligned manner. Write the date under the contact information. Leaving some blank space after the contact information, put down the name and address of the employee who has submitted their resignation.
Always start with a formal salutation like using “Dear (employee name)” or you can also lead the employee name with Mr. or Ms.
In the first paragraph, write to the point, formally accept, and acknowledge the receipt of their resignation letter. Depending on the employee and their situations of departure, in the first paragraph, you can express regret about the decision.
Mention the final date of the individual’s employment with the company. As per their request, acknowledge that you are allowing to continue working with the organization until the final date or as per the situation, you can convey that their last working day date will be sooner than that.
It is always preferable to express gratitude to the employee for the efforts they have made while working with the organization and wishing them luck in future endeavors. You can also offer them to be a reference in their future as per the situation.
Resignation acceptance letter should be closed formally. Add a complimentary close at the bottom. Commonly used complimentary closes are “Regards”, “ Sincerely”, “ Best wishes”.
After the complimentary close, leave some space for adding your signature. Instead of a letter, if you are sending a resignation acceptance email then simply type your name at the bottom.
Here are some points and tips to consider while drafting a professional resignation acceptance letter format:
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 next steps for the offboarding process.
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 Acceptence” as the subject.
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.
Avoid the usage of casual language, even if it is an email. Always use professional language and keep the tone formal.
Announcing an employee’s resignation is considered a fine practice. However, it is not compulsory to announce the resignation through email or any means. It is considered a good practice because it allows other team members to send their best wishes before they leave and create a long-lasting connection between coworkers in your organization.
Many times employees can reject the counter offers, but employers need to accept their resignation in a graceful manner. Employers can ask the employee to serve the notice period and train their replacement to make the transition smooth. Regardless of the situation, the employer has to send the acceptance of resignation letter and wish them the best for their future.
An employee can be willing to leave the organization due to various reasons and knowing the actual reason behind will help the employer make the right decision if they are willing to retain them. Discussing the reasons can bring out a win-win situation for both and employees might take their resignation back.