Acceptance Letter for Resignation (With Samples)

When an employee submits a letter of resignation, responding with a formal written resignation acceptance letter allows you to acknowledge receipt of their letter and confirm their last date of employment. Understanding the key components to include in a resignation acceptance letter can make it easier to write one yourself.

In this article, we discuss what a resignation acceptance letter is and how to compose one. We also provide bonus tips, a template, and examples to help you write one easily.

What is a Resignation Acceptance Letter?

A resignation acceptance letter formally acknowledges an employee's request to resign. This letter allows the employer to recognize the employee's contributions to the company and extend best wishes for their future endeavors. It also communicates critical information, such as whether the employee is expected to work through the notice period or if the resignation is effective immediately.

Tips for Writing a Resignation Acceptance Letter

Accepting a resignation gracefully helps your employee feel supported as they move on to a new role. Leaving them with a positive impression of your company can enhance your reputation and ensure their continued productivity during the notice period. The resignation acceptance letter should:

1. Follow a professional business letter format.
2. Acknowledge your acceptance of the resignation.
3. Confirm their final date of employment.
4. Express understanding of their decision to move on.

Consider the resignation acceptance letter as a formal record of the termination that can be kept on the employee’s HR file for future reference. Keep a copy of their resignation notice and your acceptance letter as proof of the interaction, which provides a clear record of when and why the employee left the company.

Do's for Drafting Your Acceptance Letter:

• Send a copy via email.
• Retain a copy for your records.
• Use formal language and formatting.
• Use an appropriate and specific subject line.
• Proofread your letter.
• Invite them to use you as a reference (if you're willing).
• Invite them to connect on LinkedIn or provide your personal email for future contact (if comfortable).

Don'ts for Drafting Your Acceptance Letter:

• Use casual or conversational language.
• Send it as a reply to another email from the employee.
• Use emojis.
• Be too long-winded (keep the letter concise).

Resignation Acceptance Letter Template

Sample 1: Standard Acceptance of Resignation Letter

Dear [Employee’s Name],

I am writing to formally acknowledge and accept your resignation from your position as [Employee’s Position], effective [Last Working Day], as stated in your letter dated [Resignation Letter Date].

We understand and respect your decision to move forward with new opportunities. Over the years, you have been an invaluable member of our team, and your contributions have greatly impacted [Company Name]. Your dedication to [specific projects or roles] has been commendable, and your absence will undoubtedly be felt.

During your notice period, which ends on [Last Working Day], we would appreciate your assistance in ensuring a seamless transition. Please focus on completing your current projects and work closely with [Successor’s Name] to hand over your duties. It is crucial that all documentation, including project files and client information, is thoroughly updated and transferred.

Our Human Resources department will coordinate with you to facilitate the exit process. They will provide you with details regarding your final paycheck, including any remaining leave entitlements and benefits. You will also be required to return any company property, such as your ID card, laptop, and any other equipment issued to you, by your last working day.

We would like to take this opportunity to thank you for your hard work and dedication to [Company Name]. Your presence in the office has always been a positive influence, and your colleagues have greatly appreciated your teamwork and support. We wish you all the best in your future endeavors and hope that you achieve great success in your next role.

Should you need any references or assistance in the future, please do not hesitate to reach out. You will always be a valued member of the [Company Name] family.

Sincerely,
[Your Name]
[Your Title]

Sample 2: Acceptance of Resignation with Immediate Effect

Dear [Employee’s Name],

This letter is to confirm receipt and acceptance of your resignation from the position of [Employee’s Position], effective immediately, as stated in your resignation letter dated [Resignation Letter Date].

While your immediate departure is unexpected, we respect your decision. We request that you return all company property, including your ID card, laptop, and any other equipment, to the HR department before leaving. Additionally, please ensure that all ongoing projects and tasks are handed over to [Colleague’s Name] or [Manager’s Name] to ensure a smooth transition.

HR will contact you shortly to discuss the details of your final paycheck, including any accrued leave and other entitlements. They will also guide you through the necessary exit procedures and address any questions you might have.

We appreciate your contributions to [Company Name] and regret that we could not continue our professional relationship longer. We wish you all the best in your future endeavors and hope you find success and fulfillment in your next role.

Best regards,
[Your Name]
[Your Title]

Sample 3: Acceptance of Resignation for Career Advancement

Dear [Employee’s Name],

I am writing to formally acknowledge and accept your resignation from your position as [Employee’s Position], effective [Last Working Day], as mentioned in your resignation letter dated [Resignation Letter Date].

We understand that you have decided to move on for career advancement opportunities, and we fully support your decision. We are proud to have had you as part of our team and appreciate the hard work and dedication you have demonstrated over the past [Duration of Employment]. Your contributions, particularly in [specific projects or roles], have been instrumental in our success.

During your notice period, please prioritize the handover of your current responsibilities and projects to [Colleague’s Name]. It would be beneficial to schedule a series of meetings with your team and any stakeholders to ensure a smooth transition. Additionally, documenting your processes and key contacts will be invaluable for your successor.

HR will reach out to you to complete the exit process, including details on your final paycheck, remaining leave entitlements, and the return of company property. They will also provide guidance on any benefits that may continue after your departure.

We are grateful for your commitment to [Company Name] and your willingness to help during this transition period. Your professionalism and expertise have been greatly valued, and we have no doubt that you will excel in your new role. Please do not hesitate to contact us if you need any references or further assistance.

Thank you once again for your significant contributions. We wish you continued success and fulfillment in your future career endeavors.

Best regards,
[Your Name]
[Your Title]

Sample 4: Acceptance of Resignation During Probation Period

Dear [Employee’s Name],

I am writing to confirm acceptance of your resignation from the position of [Employee’s Position], effective [Last Working Day], as per your letter dated [Resignation Letter Date].

We acknowledge that your resignation comes during the probationary period and respect your decision to pursue other opportunities. While your time with us has been brief, we appreciate your contributions and efforts in [specific tasks or projects] during this period.

Please ensure that all company property, including your ID card, laptop, and any other equipment issued to you, is returned to the Human Resources department by your last working day. Additionally, please document any ongoing tasks and projects to facilitate a smooth transition.

Our HR team will contact you to discuss the exit process and the settlement of your final dues. This will include any outstanding salary, reimbursement of expenses, and the procedure for terminating your employment benefits.

Thank you for your efforts during your probationary period at [Company Name]. We wish you success and fulfillment in your future career endeavors. Should you need any references or further assistance, please do not hesitate to reach out.

Sincerely,
[Your Name]
[Your Title]

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