acceptance letter resignation sample

• Search Search Please fill out this field.
• Career Planning
• Succeeding at Work

Sample Letters Accepting an Employee's Resignation

Company Resignation Policies

Tips for writing a letter accepting a resignation, tips for sending an email resignation acceptance, examples of letters accepting a resignation.

Theresa Chiechi / The Balance

From hiring to firing, there are many aspects to managing employees. One that is often overlooked is having to deal with an employee leaving the company.

Employees leave for various reasons: to make more money, go back to school, to move on to different employment opportunities, to travel, to raise a family, because of health issues, or for any one of a number of other reasons.

Having an established policy in place to communicate with employees who are leaving the company will help you to handle an employee’s departure in a positive and respectful manner. It will also provide documentation of the employee's resignation.

Here's information on company resignation policies, tips for accepting an employee's resignation, and examples of a resignation acceptance letter and email.

Depending on the size of your company, you may want to consider creating a system or process for handling  resignation letters . Having a set policy for resignations will ensure resignations are handled professionally and will put both the company and employees who are moving on at ease.

For many companies, creating generic leaving information pamphlets or packets for employees is an easy way to explain the steps of the transition.

When an employee officially resigns, they will look to you to discuss the next steps required to make the transition a smooth one.

It is the company's responsibility to offer professional separation services and to explain things to the employee like  notice requirements ,  final paycheck distribution , the status of employee benefits upon termination, and to establish his or her last date of employment.

One of the first steps in a good resignation policy is to acknowledge that you accept an employee’s request to resign.

Typically, the employee will send you a  formal letter of resignation . You should then respond with a formal letter accepting the resignation.

Here are some tips on writing a formal letter accepting an employee’s resignation:

• Use business letter format.  Because this is a professional letter, you should use business letter format for your letter. In the top left corner of the letter, include your contact information, the date, and the employee’s contact information. Conclude the letter with your handwritten signature, and your name typed below.
• Accept the resignation.  Your letter should inform the employee that you have received and accepted his or her resignation letter, and it should clearly state their official last day of work with the company.
• Express understanding.  Your response should indicate that you regret losing the employee, but you respect, understand, and appreciate the hard decision he or she has had to make. You might also offer to provide some assistance to the employee. For example, you might offer to provide a reference letter for him or her. However, this offer is optional.
• Keep a record.  Send one letter to the employee and keep one for the employee’s file. You might keep the letter yourself or send it to your human resources office, if you have one. It will allow you to maintain a clear record of when the employee left the company.

These days, many employees  send their resignation letters via email . Depending on the circumstances and your  company culture , this may be a totally acceptable way to resign. In that case, you may reply via email as well. To keep the interaction professional and positive, observe the following tips:

• Write a professional email.  Although you may omit the address paragraphs and (obviously) the handwritten signature, the rest of your note should resemble business letter format. Don’t use casual language that’s more appropriate for personal correspondence. Skip text-speak, emoticons, and the like.
• Use the right subject line.  Unless you’re replying directly to the employee’s resignation email, you should select a subject line that clearly communicates the topic of the email, e.g., “Resignation Acceptance and Congratulations.”
• Consider providing your non-work email  or an invitation to connect later on LinkedIn. This is assuming, of course, that you’d be willing to provide a  reference  or  referral  in the future.
• Proofread and test your message before sending it.  Accepting a resignation is an opportunity for you to grow your network, as well. Ensuring that your message is error-free and professional will enable you to  strengthen your networking connection  with your former employee.

The following are examples of letters from a manager accepting an employee's resignation. Use these examples to help you write your own letter.

Resignation Acceptance Letter Sample #1

Julia Sanchez Senior Marketing Manager Acme Corp 12 Main Street, Ste. 3 Middleford, Ohio 44822

July 18, 2022

Miles Johnson 7 Oak Street Middleford, Ohio 44822

Dear Miles,

Your resignation from your position has been accepted, effective on July 29, 2022, as requested.

I have no doubt you will continue to perform to your usual high standards during your remaining time with the company.

It has been a pleasure working with you, and I wish you all the best in the future. If I can provide a reference, please do not hesitate to ask.

Signature   ( hard copy letter )

Julia Sanchez 

Resignation Acceptance Letter Sample #2

George Baptiste Director, JQB and Sons 7 Star Avenue, Second Floor Village Creek, Calif. 94019

July 20, 2022

Sara Smith 34 Bay Street Village Creek, Calif. 94019

It is with regret that I formally acknowledge receipt of your resignation notice on July 18th. Your resignation has been approved and, as requested, your final day of work here at JQB and Sons will be July 29, 2022.

It has been a pleasure working with you, and on behalf of the team, I would like to wish you the very best in all your future endeavors. Included with this letter, please find an information packet with detailed information on the resignation process.

If you have any additional questions, please do not hesitate to contact the office. Thank you again for your positive attitude and hard work all these years.

All the best,

Signature (hard copy letter)

George Baptiste 

Resignation Acceptance Email Sample #1

Subject Line:  Resignation Acceptance and Congrats

I was sorry to hear that you’ll be moving on from QRS Inc., but I’m pleased to hear that you have such an exciting new opportunity in the works. I know you’ll be a tremendous success there, as you are in all your roles.

This constitutes my formal receipt of your resignation. As requested, your last day will be August 5, 2022. Please keep in touch and let me know if you ever need a letter of recommendation.

Best regards,

Manager, QRS, Inc. Jburton@qrs-mail.com 555-123-4567

Key Takeaways

• It's important to formally acknowledge that the company accepts an employee’s request to resign.
• The acceptance letter should clearly state the employee's official last day of work with the company.
• Send one letter to the employee and keep one for the employee’s file, so you have a record of the employee's final day of work.

PayScale. " Why They Quit You ."

hr360. " Termination Policies ."

Clinical psychology

• Anxiety disorders
• Feeding and eating disorders
• Mood disorders
• Neuro-developmental disorders
• Personality disorders
• Affirmations
• Cover Letters
• Relationships
• Resignation & Leave letters

Psychotherapy

Personality.

Table of Contents

Sample resignation letter acceptance (10 examples)

As a BetterHelp affiliate, we may receive compensation from BetterHelp if you purchase products or services through the links provided.

The Optimistminds editorial team is made up of psychologists, psychiatrists and mental health professionals. Each article is written by a team member with exposure to and experience in the subject matter.  The article then gets reviewed by a more senior editorial member. This is someone with extensive knowledge of the subject matter and highly cited published material.

In this guide, we will discuss what a resignation letter acceptance is and look at the sample resignation letter acceptance.

Sample resignation letter acceptance

A sample resignation letter acceptance is written by an employer when an employee submits a letter of resignation. It is the way a company lets an employee know (formally) that they acknowledge the receipt of their resignation letter, their reason for leaving, and confirm their last day of employment in writing.

According to ‘Indeed’, “It also gives you the opportunity to express well wishes and communicate other information, such as expectations during their notice period or information about the company resignation policy.”

Let’s imagine then the following scenario, you have given your manager/supervisor your resignation letter, a standard resignation with a 30-day notice or 2-week notice, or an immediate resignation in short notice, because you want to study and pursue a higher education degree or because you had personal problems and need to quit your current position.

After they have accepted your resignation, they will give you a resignation letter acceptance acknowledging your decision to leave the company. In addition, it gives an employer the opportunity to recognize the value and contributions an employee has made to the company. It could also contain additional information such as “whether the employee will be allowed to continue working throughout the duration of the notice period or whether they will make the resignation effective on that day.”

Resignation acceptance basic format (steps)

These are the basic steps to write a resignation acceptance letter:

• Use the right formatting and structure.
• Include the date when the resignation letter has been received and the contact information.
• Include a salutation.
• Include an acceptance statement of the resignation.
• Include the final date the employer has indicated as the final day of employment.
• Add other specific details.
• Express appreciation for the employer.
• Add a closing.
• Sign the letter.

“Dear [Employee Name]

We are really sorry that you have decided to leave [company name], but we can only respect your will and wish you the best in your next endeavor. We would also like to thank you for your efforts while you were at [company name].

We appreciate the early notice and your commitment to hand over your duties as complete as possible. It is always difficult to replace hardworking and dedicated employees like yourself.

We wish you the best of luck.

Best Regards”

It is with great regret we accept your resignation from your position as [Job Title] which you submitted earlier on [Date]. We appreciate the early notice and your commitment to smoothly hand over your duties. As per the company’s policies and our agreement, your last working day will be [Date]. We wish you the best of luck.

This is to confirm the acceptance of your resignation which we received on [some date]. In accordance with your contract, your last working day will be [some date]. We are sure that you will continue to perform to your best abilities for the remaining period as you have always done.

It has been a pleasure working with you. [Company name] would like to thank you for your service and efforts and wishes you the best of luck in your future endeavors.

We have received your resignation [letter / email] dated [some date]. Your resignation has been accepted. As per your employment contract, your notice period ends on [some date] which will be your last working day.

We trust that you will maintain your high level of performance up to the last moment and will hand over your duties in a seamless way. We can only thank you for your time here and wish you the best of luck in your next job.

We acknowledge the receipt of your resignation letter on [date]. We do understand the reasons leading to your decision and we can only support you in what you want. We wish to inform you that your resignation has been accepted and your last working day will be [date].

We are confident about your commitment to high-quality work until the end. Please make sure to hand over your duties as smoothly as possible.

We appreciate the work you have done here and wish you the best in your next challenges. We will happily provide a recommendation letter if you require so.

We are sorry that you have decided to resign from your job as [job title] from [company name]. While we understand the reasons leading to your decision, we could only have hoped to keep a dedicated and hardworking employee like yourself for many more years. Now we can only thank you for your time here and wish you success in your next challenge. We will happily provide a recommendation letter if you require so.

This letter signifies our acceptance of your resignation. Your last working day will be [some date].

Best Regards

George Baptiste”

Sample 7 (Manager resignation)

“George Baptiste

Director, JQB and Sons

7 Star Avenue, Second Floor

Village Creek, Calif. 94019

June 10, 2020

34 Bay Street

It is with great regret that I formally acknowledge receipt of your resignation notice on June 10th. Your resignation has been approved and, as requested, your final day of work here at JQB and Sons will be June 30th.

It has been a pleasure working with you, and on behalf of the team, I would like to wish you the very best in all your future endeavors. Included with this letter, please find an information packet with detailed information on the resignation process.

If you have any additional questions, please do not hesitate to contact the office. Thank you again for your positive attitude and hard work all these years.

All the best,

George Baptiste (signature – hard copy letter)

George Baptiste (typed)”

Sample 8 (Manager resignation)

“Julia Sanchez

Senior Marketing Manager

12 Main Street, Ste. 3

Middleford, Ohio 44822

May 1, 2020

Miles Johnson

7 Oak Street

Dear Miles,

Your resignation from your position has been accepted, effective on May 15, 2020, as requested.

I have no doubt you will continue to perform to your usual high standards during your remaining time with the company.

It has been a pleasure working with you, and I wish you all the best in the future. If I can provide a reference, please do not hesitate to ask.

Julia Sanchez (signature – hard copy letter)

Julia Sanchez (typed)”

Sample 9 (Template)

[Company address]

[Employee name]

Dear [name],

It is with regret that I acknowledge the receipt of your letter dated [date] resigning your position as [title]. Your resignation has been approved, and, per your request, your final day of work will be [date].

It has been a pleasure to work with you, and on behalf of our entire team, I would like to wish you the best in your future endeavors. [You may want to include other information here about the resignation process for your company.]

If you have any questions, please do not hesitate to contact me or human resources. Thank you again for your hard work.

“Dated ________

Name______________

Designation_________

Address ____________

Subject: Resignation Acceptance Letter

Dear _________.

I on behalf of management write with reference to your resignation letter dated _______________. We hereby accept your resignation and the company will relieve you by (mention the last day of work.)

Your resignation has been intimated to the Accounts Department who will process your dues and clear them on your last working day.

We wish you all the best for your future endeavors.

With best wishes,

Name of the Authorized Person_________

Designation_________________________

Organization Name___________________”

“Date_______

Name:______________

Address:____________

___________________

Dear Albert,

With reference to your resignation letter dated___________submitted to the management from the position of manager, I wish to inform you that your resignation is accepted. As per the company’s policy and employment agreement, you have to serve a one month notice period. You will be relieved from the services of the organization on dated_______

We wish you all the best for your future assignments and it was a great pleasure having you onboard.

Name of the Department Head”

References 

Doyle, A. (2019, Nov.) Sample Letters Accepting an Employee’s Resignation. Retrieved from Thebalancecareers.com.

Lettersandtemplates.com: “Resignation Acceptance Letter Format”

Indeed.com: “How to write a resignation acceptance letter”

Hrhelpboard.com: “Resignation Acceptance Letter with its format and Sample Templates Free to download”

Was this helpful?

Related posts, tutor resignation letters(5 samples), leave of absence letter for traveling abroad (+5 samples), leave of absence letter for a family wedding (+5 samples).

High Performer Superworks Ranked #5 as a High Performer in Category Asia Winter 2024 !

Streamline business processes with Superworks

Get started with a free trial!

Easy to set up

Seamless configuration

Quick customer support

Super Payroll

Super Project

Super Recruit

Super Asset

Super Survey

Super Track

I think Superworks is an exciting platform with a company that has forward-thinking and built around objectives.

Krunal Vaghasiya

CEO of Tatvam Cloud Solutions

Increasing productivity & helping us to manage employees. Keeping an eye on what team works on has never been easier.

Jatin Lathiya

CEO of 16 Pixel

Book a free demo

Talk to our expert and know how it will work in your system

Table of contents

What is a resignation acceptance letter, – for companies, – for employees, who is eligible to receive a resignation acceptance letter, when should the resignation acceptance letter be sent, 1. employee’s personnel file:, 2. hr department’s records:, 3. digital storage:, 4. hrms software:, 1. begin with a proper salutation:, 2. express appreciation:, 3. accept the resignation:, 4. mention the last working day:, 5. address logistics:, 6. offer assistance:, 7. end with well wishes:, 8. use a professional closing:, 9. include contact information:, 10. proofread & sign:, resignation acceptance letter template, thoughts you may have after accepting your resignation letter, parting thoughts.

• BLOG DETAILS

5 Ws 1 H of Resignation Acceptance Letter You Must Know!

• Resignation Acceptance sample
• June 2, 2023

A resignation acceptance letter holds significant importance for companies and their Human Resources (HR) departments, as they signify the formal acknowledgment and acceptance of an employee’s decision to leave the organization.

As an HR professional, understanding the key elements of a well-crafted resignation acceptance letter is essential to maintain professionalism and ensure a smooth transition for all parties involved.

In this blog, we will explore the five W’s (Who, What, When, Where, and Why) along with the H (How) of this crucial letter we are talking about from the HR perspective

Note:You can download directly from here and edit as per your need.

By examining each aspect, we aim to provide HR professionals with valuable insights and guidelines to effectively draft resignation acceptance letters, fostering positive employee relations and organizational success.

So, shall we dig in?

A resignation acceptance letter is a formal document written by an employer or HR manager of the company to acknowledge and accept an employee’s resignation.

It serves as a response to the employee’s resignation letter, confirming that the organization has received and accepted their decision to leave the company.

This letter [your resignation letter] typically includes the employee’s name, position, last working day, and any relevant details related to the resignation process, such as final paycheck and return of company property.

This letter acts as an official record and demonstrates professionalism in the management of employee departures, ensuring a smooth transition and maintaining positive relationships between the employee and the company.

Why is a Resignation Acceptance Letter Important?

The sample of resignation acceptance letter is important for companies as it formalizes the employee’s departure and provides clarity on the company’s acceptance of the resignation. It serves as an official record, ensuring transparency and compliance with organizational procedures.

Accepting an employee’s resignation promptly demonstrates professionalism and fosters a positive company culture, maintaining good relations with departing employees.

Additionally, your resignation letter allows the company to initiate necessary procedures like finding a replacement, redistributing responsibilities, and planning for a smooth transition, minimizing disruptions to workflow and productivity.

A resignation acceptance letter is important for employees as it validates their decision to leave the company and provides a sense of closure.

Receiving a formal acceptance from the company reassures employees that their resignation has been acknowledged and accepted. It also helps in avoiding misunderstandings or any potential legal issues.

Furthermore, the acceptance letter may outline important details such as the final paycheck, return of company property, and any remaining benefits or obligations, ensuring a smooth exit process for the employee.

In layman’s terms, this letter provides a professional and respectful conclusion to the employee’s tenure with the company.

Also Read – Avoiding Common Mistakes in Termination Letter: Tips and Examples

An employee becomes eligible to sample acceptance letter of resignation when they formally submit their resignation to their employer.

Once an employee decides to leave the company and communicates their intention to resign through a resignation letter or by following the company’s established resignation procedures, the employer acknowledges and accepts the resignation. As a result, the employer prepares and issues a resignation acceptance letter to the resigning employee.

The eligibility to receive a resignation acceptance letter is not based on any specific criteria other than the employee’s act of resigning from their position. Regardless of the employee’s position, tenure, or role within the company, if they submit a formal resignation and follow the company’s resignation protocols, they are eligible to receive a resignation acceptance letter as a confirmation of their decision to leave the organization.

The resignation acceptance letter should ideally be sent to the resigning employee promptly after the employer has reviewed and accepted the resignation. It is important to provide timely acknowledgment and confirmation of the employee’s decision to leave the company.

Generally, this letter should be sent within a few days of receiving the employee’s resignation letter or after any necessary discussions or consultations have taken place.

Sending the resignation acceptance letter promptly demonstrates professionalism and respect for the resigning employee.

It allows them to have a clear understanding of the company’s acceptance of their resignation and provides closure in terms of their departure. It also allows both parties to proceed with the necessary steps for a smooth transition, such as initiating the hiring process for a replacement or planning for the redistribution of responsibilities.

Also Read – Internship Completion Letter: Meaning, Purpose, Template, and More

Where should copies of the resignation acceptance letter be stored?

Here are some recommended options for storing copies of the letter:

Keep a copy of the resignation acceptance letter in the resigning employee’s personnel file. This file is typically maintained by the Human Resources department and contains important documentation related to the employee’s employment history and records.

Store a copy of the resignation acceptance letter in the HR department’s records or document management system. This ensures that the letter is easily accessible to HR personnel who may need to refer to it in the future for various purposes, such as employment verification or compliance requirements.

Consider maintaining an electronic copy of the resignation acceptance letter in secure digital storage applications like DigiLocker. This could be a designated folder on a shared drive or a cloud-based document management platform. Make sure the storage system has appropriate access controls to safeguard the confidentiality of the letter.

Storing copies of the resignation acceptance letter in an HRMS (Human Resource Management System) is an excellent option.

For the uninitiated, HRMS is a software solution specifically designed to streamline HR processes and manage employee data. Within the HRMS, you can create a digital record of the resignation acceptance letter and associate it with the resigning employee’s profile.

By storing the letter in an HRMS, you benefit from the system’s security features and centralized data storage. This ensures that the letter is safely stored, easily accessible, and can be retrieved whenever required.

Ensure that your HRMS is equipped with appropriate access controls to protect sensitive employee information and complies with data privacy regulations.

Read More – Crafting Re-Designation Letter: Let’s Navigate The Process!

Want professional & smart HR templates? We have it!!

If you are bored of using those same templates & samples, you should definitely try Superworks HR toolkit. We have compiled the HR toolkit with some super smart HR letters & emails to help you stay ahead of the curve.

Don’t wait any more and try Superworks HR toolkit without spending a single penny!

How to Write A Resignation Acceptance Letter?

Here’s a step-by-step guide on how to write a resignation acceptance letter:

Address the letter to the resigning employee using their name and job title.

Start the letter by expressing gratitude for the employee’s service to the company. Acknowledge their contributions and mention specific achievements or positive qualities they brought to the organization.

Clearly state that the company accepts the employee’s resignation. Use a positive and supportive tone to convey acceptance.

Specify the employee’s last working day in the resignation acceptance letter. This helps both parties to plan for a smooth transition.

Provide information or instructions related to any pending tasks, handover processes, return of company property, or other relevant details. Clarify any outstanding matters such as final paycheck, benefits, or documentation required from the employee.

Extend a willingness to support the employee during their transition period. Offer assistance in finding a replacement, providing references, or any other support they may require.

Conclude the letter on a positive note by expressing good wishes for the employee’s future endeavors. Reiterate appreciation for their contributions and wish them success in their future endeavors.

Concluding the letter/email with a professional closing such as “Sincerely,” “Best regards,” or “Yours faithfully” is also equally important.

Provide your contact information, including your name, title, email, and phone number, in case the employee needs to reach out for further clarification or assistance.

Before sending the letter, carefully proofread it to ensure accuracy and clarity. If necessary, obtain appropriate signatures from relevant authorities within the company.

Read More – 5 Common Mistakes to Avoid When Drafting a Relieving Letter – Get Free Template!

While we understand the 5 Ws and 1 H of resignation acceptance letters , it’s crucial to get into the intricacies of each component. One of the key elements is the time when you accept your resignation, which marks a significant moment in the professional journey. Upon receipt of your resignation letter , acknowledging its arrival becomes paramount. It serves as tangible evidence of an employee’s decision to part ways with the company.

This recognition is further emphasized through the acceptance of the resignation letter [accept your resignation], affirming the organization’s acknowledgment of the employee’s choice. Such acceptance is not merely procedural but carries a weight of appreciation for the individual’s contributions and dedication during their tenure.

Furthermore, after the time when you accept your resignation, marks the importance of effective communication. Crafted with care, the resignation acceptance email , or your your resignation letter becomes the life-changing process. It serves as a formal acknowledgment of the resignation, expressing understanding and support for the departing employee’s decision. Within this communication lies the assurance of collaboration to ensure a seamless handover of responsibilities.

While the departure may evoke mixed emotions, the email encapsulates gratitude for the departing individual’s contributions and well wishes for their future endeavors. Thus, through the interplay of your resignation letter and receipt, acceptance, and subsequent communication, the 5 Ws and 1 H of resignation acceptance letters come together to facilitate a respectful and dignified transition process.

In conclusion, the significance of writing the right resignation acceptance letter cannot be overstated. This document serves as a vital communication tool between employers and employees during the transition period.

By crafting a well-written and thoughtful letter, employers can convey their understanding and acceptance of the employee’s decision to resign, fostering a positive and respectful environment.

Similarly, employees can ensure they leave a lasting impression by expressing gratitude and professionalism in their acceptance letter .

A properly written resignation acceptance letter helps maintain professional relationships, upholds organizational reputation, and facilitates a smooth transition for all parties involved. Therefore, recognizing the importance of this document and dedicating time and effort to its composition is crucial for a successful and harmonious departure.

We hope this blog and our HR toolkit helped you understand everything about the resignation acceptance letter!

Written By :

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

Share this blog

• Sharing-Icon

Subscribe to our Newsletter

What Makes An Employee Management Software ‘The Best’?

How Bottom Performers Are Impacting Team Dynamics? Important Strategies

Overcoming Challenges In HR: Secrets To Success 2024

Join waitlist

Automate, streamline & succeed with Superworks HRMS!

Unlock your workforce efficiency & business profitability with the top-notch HRMS software - Superworks.

• Cutting-Edge
• User-friendly

Download Resignation Acceptance Letter

Acceptance of Resignation Letter (With Samples)

Home » Resignation Letters » Acceptance of Resignation Letter (With Samples)

Resignation letters are a common part of the professional world. When an employee decides to leave their position, it is crucial for the employer or manager to respond with an acceptance letter. In this article, we will discuss the key elements to include in an acceptance of resignation letter and provide sample letters for different scenarios. Whether you are accepting a resignation in person, by email, or through a printed letter, this guide will help you navigate this process with grace and professionalism.

What To Include in an Acceptance of Resignation Letter

What not to include in your acceptance of resignation letter, how to format an acceptance of resignation letter, printed resignation letter sample, email resignation letter example, key takeaways, q1. can i reject a resignation letter, q2. do i need to mention the reason for accepting the resignation, q3. should i include potential replacement information in the acceptance letter, q4. how can i maintain a positive relationship with the resigning employee, q5. is it important to keep the acceptance letter formal.

When writing an acceptance of resignation letter, it’s important to include the following key elements:

• Express appreciation: Start the letter by expressing gratitude for the employee’s service and contribution to the company. Acknowledge their decision to resign and show respect for their choice.
• Accept the resignation: Clearly state that you accept the employee’s resignation. This confirms that you have received and acknowledged their intention to leave the company.
• Confirm the last working day: Mention the accepted last working day as communicated by the employee in their resignation letter. This avoids any confusion or misunderstandings regarding the employee’s departure date.
• Offer assistance: Extend support and assistance during the transition period. Let the employee know that you are available to answer any questions or provide guidance if needed.
• Inform about exit process: Provide information regarding the exit process, such as returning company property, completing necessary paperwork, or scheduling an exit interview if applicable.
• Wish them well: End the letter on a positive note by wishing the employee success in their future endeavors. This shows goodwill and maintains a professional relationship.

While writing an acceptance of resignation letter, it is important to avoid the following:

• Negative comments or criticisms: Keep the letter focused on expressing gratitude and acceptance. Avoid negative comments about the employee’s performance or reasons for leaving.
• Personal opinions or emotions: Maintain a professional tone and refrain from expressing personal opinions or emotions in the acceptance letter.
• Promises you cannot keep: Be cautious when making promises or offering assistance. Only commit to what you can reasonably provide or fulfill.
• Mention of potential replacement: Avoid discussing potential replacements in the acceptance letter. This information can be communicated separately and may not be relevant to the employee leaving.
• Confidential or sensitive information: Do not disclose any confidential or sensitive information in the acceptance letter. Respect the employee’s privacy and keep the focus on the resignation process.

A professional and well-formatted acceptance of resignation letter should include the following:

• Date: Begin the letter with the date of writing, to form a relational reference for future correspondence.
• Employee details: Include the employee’s full name, job title, and department to ensure clarity and accuracy in the letter.
• Employer details: Provide the employer’s name, company name, and address. This information helps in identifying the sender and establishes the official nature of the letter.
• Salutation: Start the letter with a formal salutation, such as “Dear [Employee’s Name].”
• Body: Write a clear and concise body that covers the essential elements mentioned earlier. Use appropriate paragraphs to maintain organization and readability.
• Closing and signature: End the letter with a closing phrase, such as “Sincerely” or “Best regards.” Leave space for the sender’s signature and printed name.

Acceptance of Resignation Letter Sample

Here are two sample acceptance letters: one for a printed letter and another for an email response.

Dear [Employee’s Name], I am writing to acknowledge and accept your resignation, which was received on [date of receipt]. We appreciate the time and effort you have dedicated to [company name] during your tenure as [job title], and we understand and respect your decision to move on to new opportunities. Your last working day, as indicated in your resignation letter, will be [date of last working day]. Please ensure that all pending tasks are completed or handed over by that date. If you have any questions or require assistance during this transition period, please do not hesitate to reach out to me or [relevant contact person]. We will work together to ensure a smooth and successful handover of your responsibilities. Additionally, we kindly request you to return any company property in your possession before your departure date. We sincerely thank you for your contributions to our team and wish you the best of luck in your future endeavors. Should you need a reference or further assistance, please feel free to contact us. Sincerely, [Your Name] [Your Position] [Company Name]

Subject Line: Acceptance of Resignation Dear [Employee’s Name], I hope this email finds you well. I am writing to acknowledge and formally accept your resignation, which you submitted on [date of receipt]. We appreciate the dedication and hard work you have consistently demonstrated during your time at [company name]. I accept your resignation and understand that your last working day will be [date of last working day]. Please ensure that all outstanding tasks are properly documented and handed over to the appropriate team members before your departure. If you need any assistance or have any questions during this transition period, please do not hesitate to reach out to me. As per our company policy, please return all company property, including your identity card and any equipment or materials issued to you, prior to your last working day. [Provide instructions for returning company property, if applicable]. We would like to express our gratitude for your contributions to the team and wish you the best of luck in your future endeavors. Should you require a reference or any assistance, please do not hesitate to contact us. Thank you once again, and we look forward to a smooth handover process. Best regards, [Your Name] [Your Position] [Company Name]

Responding to a resignation letter with a well-written acceptance letter is essential for maintaining a professional relationship with the departing employee. Remember the following key points when crafting your response:

• Express gratitude for the employee’s service and contribution.
• Clearly accept the resignation and confirm the last working day.
• Offer support and assistance during the transition period.
• Provide information on the exit process.
• Wish the employee success in their future endeavors.

Frequently Asked Questions (FAQs)

A1. While technically employers have the right to reject a resignation, it is generally advisable to accept it gracefully and professionally. Rejecting a resignation may strain the relationship with the employee and can create a negative atmosphere in the workplace.

A2. No, it is not necessary to mention the reason for accepting the resignation in the acceptance letter. The focus of the acceptance letter should be on acknowledging the employee’s decision and providing necessary information for the transition. Mentioning the reason for acceptance might not be relevant and can potentially create confusion or unnecessary discussion.

A3. It is not necessary to mention potential replacements in the acceptance letter. This information can be discussed separately with the appropriate parties involved in the hiring process. The acceptance letter should primarily focus on acknowledging the employee’s resignation and providing support during the transition period.

A4. To maintain a positive relationship with the resigning employee, consider the following:

• Express gratitude: Thank the employee for their contributions and express appreciation for their service to the company.
• Offer support: Provide assistance during the transition period, such as answering questions or offering guidance if needed.
• Maintain open communication: Keep the lines of communication open, so the employee feels comfortable reaching out if they have any concerns or require further assistance.
• Offer a reference: If appropriate, offer to provide a reference for the employee in their future job search.
• Wish them well: End the acceptance letter on a positive note by wishing the employee success in their future endeavors.

A5. Yes, it is important to maintain a professional and formal tone in the acceptance letter to uphold the standards of the workplace. This helps to establish a clear and respectful communication between the employer and employee during the resignation process. Avoid using overly casual or colloquial language in the letter, as it may undermine the professionalism of the communication.

Writing a polite and professional acceptance of resignation letter is essential when an employee decides to leave a company. By including gratitude, accepting the resignation, providing assistance, and maintaining a professional tone, you can ensure a smooth and respectful transition for both the resigning employee and the organization. Use the sample acceptance letters provided above as templates to craft your own personalized response.

Published by Sarah Samson

Sarah Samson is a professional career advisor and resume expert. She specializes in helping recent college graduates and mid-career professionals improve their resumes and format them for the modern job market. In addition, she has also been a contributor to several online publications.

Build your resume in 5 minutes

Create a job winning resume in minutes with our AI-powered resume builder

Privacy Overview

Resignation Acceptance Letter Sample

When you receive a resignation letter from one of your team members, it becomes customary to respond with a formal resignation acceptance letter. This article will go over many different aspects of writing a perfect resignation acceptance letter.

A formal resignation acceptance letter allows you to acknowledge receipt of the employee’s resignation letter, set separation terms, expectations during the notice period, the employee’s last day of employment, and other post-resignation formalities.

This resignation acceptance letter guide will help you in writing an appropriate resignation acceptance letter in accordance with your company’s HR policies and procedures. We’ve also included some resignation acceptance letter templates and formats for your convenience.

What exactly is a letter of resignation acceptance? And why is it so important to get it right?

“Your resignation has been approved.”

A letter of resignation acceptance allows you, as an employer/manager, to acknowledge receipt of the employee’s resignation letter, express gratitude for his contributions to the organization, set employment separation terms, confirm the employee’s last day of employment, and wish him well in his future endeavors.

During the resignation process, the employee has hundreds of emotions racing through his mind. It is critical to get things right and straight unless you want the employee to feel dejected or to feed wrong impressions.

Here is how to write a letter of resignation acceptance.

A resignation acceptance letter is a formal communication from an employer to an employee. Hence, the letter of resignation acceptance must include all of the elements of a business letter.

• Use a business format : A letter of resignation acceptance, like any other business letter, must be written in a formal letter format. 
• Approval of resignation: The letter must state unequivocally that the company has received and accepted the resignation letter, as well as the date of the employee’s last day of employment.
• Mention seperation terms: The letter must include fundamental separation terms such as leave policy during the notice period, expectations, required documents for a smooth transition, handover procedure, and full and final settlement process.
• Express gratitude: You should use this opportunity to thank him or her for his or her service to the company and to wish him or her luck in future endeavours.

Tips for writing a great resignation acceptance letter. 

You most likely received the resignation letter via email. You may choose to respond via email or send a printed and signed resignation acceptance letter, depending on your company’s HR policy. Regardless of the mode, you choose to communicate the acceptance, the language, tone, and format of the letter must remain professional.

Here is what you need to write a letter of resignation acceptance. 

• Keep it simple & short: He or she may be your favourite employee, or you may wish to discuss several topics in depth; however, you must keep the letter simple, short, and to the point.
• Use formal Language: It is advoisable to use a formal tone and language to write a letter of resignatio acceptance. 
• Proofread: I’m sure you double-check your emails and letters before sending them. You must, however, do the same here. Check for every detail and piece of information, including spelling and grammar.
• Offer reference: Offering to write a letter of recommendation or reference letter, which is often overlooked by most employers, can help you cement the bond between you and the departing employee. Offer to write a letter of recommendation for him to help him succeed in future interviews and in his career.

Resignation acceptance letter and email formats

Simple resignation letter sample format.

Dear (Name),

Your resignation from the position of Accounts Manager has been accepted, effective March 1st, 2022. As requested, your last date of employment will be 15th March 2022. 

I have no doubt that you will continue to perform to your usual high standards for the remainder of your time with the company.

It has been a pleasure to work with you, and I wish you the best of luck in the future. Also, feel free to let me know if you need a reference.

Team Manager – Accounts

Resignation acceptance letter with immediate effect

Dear David,

I formally acknowledge receipt of your resignation letter on April 10th. Your resignation has been accepted with immediate effect, and your last date of work will be April 11th, as requested.

You are hereby requested to speak to Martha from HR to understand the handover procedures. It has been a wonderful experience working with you, I would like to wish you the very best in all your future endeavors. 

Please do not hesitate to contact me or Martha if you have any further questions. Thank you once more for your upbeat attitude and hard work over the years.

All the best,

Designation

Resignation acceptance email template

Subject Line: Resignation Acceptance

Dear Mason,

I’m sorry to hear that you have decided to part ways____________.

This serves as a formal acknowledgment of your resignation. Your last day will be Feb 15th, 2022, as requested. Please keep in touch and let me know if you ever require a recommendation letter.

Share this:

Related posts.

How To Write A Formal Letter | Step By Step Guide | Download Samples & Formats

Leave Application Letter Sample | How To Write A Leave Application Letter | Leave Application For Office | Sick Leave | Maternity Leave | casual Leave, Etc.

Subscribe to our newsletter.

Whether you’re looking to land your dream job, improve your resume, or ace your next interview, our newsletter will provide you with the tools and knowledge you need. Join our community of career enthusiasts and receive regular updates delivered straight to your inbox.

• Join as HR Expert
• Submit Article
• Become a Contributor
• Sponsored Content

HR Knowledge

Free Letters

• HR Video & Event
• HR software
• Resume Writing Services
• Letter Writing Services
• Resume Writing
• Letter Writing
• Free Job Post
• Contract Letters

Resignation Acceptance Letter

• Acceptance Letter
• Acknowledgement Letter
• Address Proof Letter
• Agreement Termination Letter
• Announcement Letter
• Apology Letter
• Application Letter
• Appraisal Letter
• Appreciation Letter
• Approval Letter
• Cancellation Letter
• Charge Sheet
• Claim Letter
• Confirmation Letter
• Congratulation Letter
• Discharge Letter
• Dismissal Letter
• Dismissal Order
• Dispute Letter
• Draft a Notice
• Employment Bond
• Experience Certificate
• Follow Up Letter
• Request Letter
• Grievance Letter
• Increment Letter
• Inquiry Letter
• Termination Letter
• Warning Letter
• Withdrawal Letter
• Transfer Request Letter
• Annual Bonus Letter
• Internship Letter
• Interview Call Letter
• Introduction Mail
• Letter for Renewal of Licence
• Letter of Appointment
• Letter of intent
• Letter of Performance
• Regret Letter
• Transfer Letter
• Letter to Enquiry Officer
• Memorandum of Undertaking
• Nomination Letter
• Offer Letter
• Order Of Imposing Fine As a Punishment
• Order Of Reduction In Rank
• Order Of Withholding Annual Increment
• Party Invitation Letter
• Promotion Letter
• Purchase Order
• Re-Designation Letter
• Reference Check Letter
• Reference Letter
• Rejection Letter
• Relieving Order
• Renewal Letter
• Resignation Letter
• Retirement Letter
• Show Cause Notice
• Suspension Letter
• Recommendation Letter
• Telephonic Interview
• Authorization Letter
• Thank you Letter
• No Objection Certificate
• Job Application Letter
• Permission Letter
• Relieving Letter
• Internship Certificate

Resignation Acceptance Letter with its format and Sample Templates Free to download

The resignation acceptance letter is a letter to acknowledge that you accept an employee's request to resign.

An employee will send a letter of resignation to the employer and if the employer accept resignation given by employee, will write an Resignation Acceptance Letter and will later relieve the employee. When an employee working in an organization resigns due to some personal reasons then it depends on the employer also to accept the resignation. If an employee is a good performer and if salary is the issue management raises the salary and requests the employee to stay. But if the reason is different beyond management’s consideration the employee is asked to serve the notice period. The management issues resignation acceptance letter to the employee.

Importance of Resignation Acceptance Letter

Resignation acceptance letter acknowledges experience and contributions of the employee to the organization. The management wishes him good luck for future endeavors. This letter is a formal way of accepting the resignation from the employee and relieving him/her from the services of the organization. We have listed Below various Example, and ready to use Sample of Resignation Acceptance which can be used as per the requirement.

Find below sample template for Resignation Acceptance Letter in doc and pdf format for quick example:

DOWNLOAD FREE

                     Resignation Acceptance E mail Letter Sample format from Employer

From: _____________

Sent: ______________

To: ________________

Cc: ________________

Subject: Resignation Acceptance Confirmation

Dear (Employee First name)

This has reference to your resignation and email dated (mention the employee Resignation date) whereby management accepted the same.

As you are already aware, the clearance formalities would require being undertaken at least one week before the date of actual relieving. However, the new incumbent who has already been assigned your role can take up the responsibility without any delay.

This is for your information only.

Thanks & Regards,

Manager Name, Designation

• social share

Resignation Acceptance Letter Format

Sample template.

Date_________

Employee name__________

Employee code__________

Location_________

Subject: Resignation Acceptance Letter

Dear Mr. /Ms. (Name of the employee)

Further to your resignation, this is to inform you that your resignation stands accepted and you will be relieved of your responsibility with effect from (mention date) subject to the completion of your clearance / settlement with all concerned departments.

Your Relieving and Experience letter will be released post completion of your full and final settlement.

We wish you all the best in your future endeavors.

HR Manager Name

Resignation Acceptance Letter Email

Date_____________

Employee Name_______                                                                               

Employee Code________

Location______________

Dear Mr. /Ms.  (Employee first Name)

We are in receipt of your resignation letter email dated (mention receipt date of resignation).

We would like to inform you that your resignation letter is accepted and you will be relieved from the services of the organization on date (________). You are supposed to clear all your dues and settle your accounts with all the concerned department.

We shall issue you a relieving letter and experience certificate post settlement of all dues.

We wish you a bright career ahead and good wishes for your future.

With best wishes

Manager Name & Designation

Date:_______

Employee Name :____________

Employee Code:_____________

Subject: Acceptance of Resignation letter

Dear_________

With deep regret we accept your resignation letter from the post of hr executive effective from date________

You were a dedicated employee of this company. Getting your replacement would be tough.

As per company policy your notice period ends on date_______ we have forwarded your letter of resignation to accounts department for clearance of all dues.

All the best for your future endeavors

Yours sincerely

Name & Signature

Date:________

Employee Name :______________

Employee Code________________

This is to inform you that your resignation letter from the post of manager is accepted. It is effective from dated (_______)

You were an asset to the company. Your resignation letter has been forwarded to the accounts department for the settlement of pending dues.

We wish you good luck for your future

Employee Code______________

  Subject: Resignation acceptance letter

Dear  ( Name ) ,

This is in reference to your resignation letter submitted on date______. I wish to inform you that your resignation has been accepted by the organization. You will be relieved from the services on date_________

Your resignation letter has been forwarded to the accounts department for clearance of your dues. 

It was a great pleasure to have you on board. We wish you all the best for your future assignments.

With warm regards,

Name of the concerned person and signature

Sample Letter

Date__________

Name:______________

Address:____________

_______________________

Subject: Resignation letter acceptance

Dear ___________,

We are in receipt of your resignation letter submitted on date __________ This is to inform you that your resignation letter has been accepted by your manager and you will be relieved from the services on date________

Your resignation letter has been forwarded to the accounts department so that all your dues are cleared.

We wish you all the best for your future assignments.

Signature and Name

From, _______________ __________________

Date:________ 

This is to acknowledge that we received your resignation letter submitted on date______ We are pleased to inform you that your resignation letter is accepted by the management and you will be relived from the services of the organization on dated_________ Your resignation letter is forwarded to the accounts department for completing all formalities and settlement of your accounts. 

With best wishes  

Accepting a Resignation Letter

Sample template.

Mr. ____________

Company Name ____________

__________________________

Address:___________________

Sub: Resignation letter acceptance

This morning we received your resignation letter to resign from the post of hr assistant. We accept your resignation letter and you will be relieved from the services of the company after 15 days notice period.

You had exceptional attendance record, excellent work ethics. We will miss you very much. We wish you all the best in your future endeavors.

Employee Name :___________

Employee Code____________

With deep regret we accept your resignation letter dated________.The management has accepted your resignation letter and as per the employment bond you will have to serve the notice period of 15days. You will be relieved on dated_________

Please collect your experience certificate and clear all your dues and payments from the accounts department.

We are thankful for your services and we wish you all the best for your future.

(Name, Designation & Signature)

Acceptance of Resignation

(Company Letterhead or Official Email should be used)

Date:________  

Name:____________

Address:__________

_________________ Hi Shirin,

We received your resignation letter on date_________.Your resignation is accepted by the management and last working day would be_________

In order to complete all the formalities of the organization please be there on date_______. Your resignation has been conveyed to the accounts department and all your final settlement would be done on date__________.

Please collect your experience certificate on date_______. We wish you all the best for your future.

Yours truly Company Name

  Signature Director

Resignation Acceptance

Sample - template.

Date_______  

Name:______________ Address:____________

___________________    

Dear Albert,

With reference to your resignation letter dated___________submitted to the management from the potion of manager I wish to inform you that your resignation is accepted. As per the company's policy and employment agreement, you have to serve a one month notice period. You will be relieved from the services of the organization on dated_______

We wish you all the best for your future assignments and it was a great pleasure having you on board.   Regards   Signature Name of the Department Head

Dated ________

Name______________

Designation_________

Address ____________

Dear _________.   I on behalf of management write with reference to your resignation letter dated _______________. We hereby accept your resignation and the company will relieve you by (mention the last day of working.)

Your resignation has been intimated to the Accounts Department who will process your dues and clear them on you last working day.

We wish you all the best for your future endeavors.   With best wishes,    Sincerely,   Name of the Authorized Person_________

Designation_________________________

Organization Name___________________

Login Into Your Account

General member.

joining for knowledge, applying jobs, participating in discussions

Do not have an Account

Already have an Account

Forgot Password

Your Signup request has been submitted successfully. A verification link has been sent to you email address, please check your email and click on the verification links to verify and activate your account on HRhelpboard.com

Please check your email now.

Subscribe for Newsletter

Latest jobs view all, related articles.

Human Resource Planning - Making Your Employees Secure after the Great Resignation Human resource planning process after the Great Resignation is something of a minefield to walk through.... Explore -->

Human Resource Planning: 5 Steps to Better Hybrid/Remote Working Remote work and hybrid work have become a part of business like never before. Now, if you want to grow, you have to bring ... Explore -->

DEI in Corporate HR: A Mental Health Perspective Business workforce diversity has become a major topic for all kinds of enterprises. On one hand, DEI activities and initiatives enhance th... Explore -->

HR Coordinator for Startups: Why Entrepreneurs Should Invest in this Job Role in 2024? Startups are the ideal dream for every entrepreneur in the world. But a dream is only as good as the... Explore -->

Strategic HR for Startups: How to Discover, Recruit and Engage High-Value Talent in 2024 Startup businesses have it hard in the world today for many reasons. One of the biggest is recruit... Explore -->

Intern Hell: How to Avoid Dooming Yourself on Your First Job Getting an internship is hard work, particularly when you want the right job that will help you grow and learn. In 2024, if yo... Explore -->

Worried About Your Employee Appraisal at Work? These Performance Management KPIs Will Help You Outperform Everyone! Employee performance appraisal is easily one of the most dreaded sessio... Explore -->

HR Transformation: Why Your Startup’s Digital Transformation Plans Should Include It The startup world is gearing up for a big year in 2024. With more than 1215 billion dollar startups ... Explore -->

Online Competency and Results-based Performance Management System Performance management software online systems are tools that help enhance the effectiveness of individuals and groups. S... Explore -->

Resignation acceptance letter template

Template for an employer to acknowledge an employee's resignation. Free to use.

You can copy and paste the template text into an email or document. 

[Today's date]

Dear [name of employee] ,

I confirm receipt of your resignation dated [date of employee's resignation] .

I can confirm your final day of work will be [date] . You will receive your final pay on [date] . Your total final pay, including owed holiday [and deductions] , will be [£XXX.XX] .

[Optional – if final pay includes any deductions] We've deducted money from your final pay for [what the pay deduction is for – for example, the cost of training agreed in your contract, outstanding loans] .

[Optional – if pay in lieu of notice applies] We would like to offer you pay in lieu of notice. We will discuss this with you further.

Please return any company property to [contact person] at [business address] on your final day. This includes your [list of what the employee needs to return – for example, ID card, security pass, laptop, mobile phone, company car, and any other equipment supplied by the company] .

If you need an employment reference, please contact [name of person or department to contact] .

Thank you for all your work during your time at [Business or organisation name] .

Yours sincerely,

[Your name] [Your position] [Business or organisation name] 

Download this template

• Download this template in Microsoft Word format (DOCX, 8KB)
• Download this template in Open Document format (ODT, 14KB)

If you need the template in a different format, email [email protected] .

If you like, you can tell us more about what was useful on this page. We cannot reply – so do not include any personal details, for example your email address or phone number. If you have any questions about your individual circumstances, you can contact the Acas helpline .