Resignation Acceptance Letter Template | Confirm Departure & Maintain Professionalism

Employee Exit

Resignation Acceptance Letter Template

Say goodbye on good terms. Use this formal acceptance letter to acknowledge an employee’s decision, outline offboarding steps, and show appreciation for their contributions.

Clear Confirmation
Respectful Closure
Smooth Transition

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Resignation Acceptance Letter

Subject: Resignation Acceptance – [Employee Name]

Dear [Employee Name],

Thank you for your resignation letter dated [Date of Resignation Letter]. I understand and respect your decision to leave [Company Name]. This email serves as a formal acknowledgment and acceptance of your resignation, effective [Last Working Date] as discussed.

We appreciate your contributions during your time here, especially [mention one or two key accomplishments or positive attributes]. As part of our offboarding process, please ensure the following tasks are completed before your last day:

Project Handover: Coordinate with your team or manager to finalize any pending work.
Equipment Return: Return all company-issued devices, badges, or keys to the HR department.
Final Documentation: Complete any outstanding forms and confirm your contact details for future correspondence.

If you have any questions or need assistance during this transition, feel free to reach out to me or the HR team. Thank you again for your dedication and service, and I wish you success in your future endeavors.

Best Regards,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]

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How Can this Checklist Help You?

Professional Tone

Show your organization’s values by sending a concise, polite acceptance that underscores mutual respect and understanding.

Organized Exit

Provide departing employees with clear instructions on equipment returns, final tasks, and paperwork, making the process stress-free for both parties.

Positive Reputation

A courteous farewell can leave a lasting impression, turning ex-employees into potential brand ambassadors—or future “boomerang” hires.

CONTENTS

What Is a Resignation Acceptance Letter?

A resignation acceptance letter is a crucial HR document that clarifies the end date of employment, acknowledges the employee’s decision to depart, and sets the tone for a smooth, professional exit. Having a clear record of acceptance helps both parties align on expectations and important next steps.

Why Is It Important?

Formal Acknowledgment: Officially confirms the receipt and acceptance of the resignation.
Clarity on Final Date: Removes any ambiguity about the employee’s last working day.
Outlines Next Steps: Ensures tasks like handovers, equipment returns, and paperwork are completed.
Maintains Positive Relationships: Leaves the door open for future collaboration or rehiring.

Best Practices

Be Prompt
Send the acceptance as soon as possible after receiving the resignation letter. Delay can cause uncertainty.
Stay Professional and Polite
Even if the resignation is unexpected, maintain a respectful tone to preserve goodwill.
Include Key Details
Reference the resignation date, last working day, and any required follow-ups.
Keep It Short
Aim for a concise message while covering essential points like final settlements and exit interviews.

Common Pitfalls to Avoid

Vague Language: Unclear statements about last working day or final responsibilities may lead to confusion.
Emotional Responses: While it can be disappointing to see a valuable team member leave, a resignation acceptance letter should remain neutral and professional.
Ignoring Exit Feedback: Use offboarding discussions or exit surveys to learn from an employee’s experience and improve retention strategies.

FAQs

1. Do I need to send a physical letter or is an email sufficient?

An email typically suffices in modern workplaces, though some companies also file a signed hard copy for record-keeping.

2. When should I send the acceptance letter?

Send it as soon as you’ve reviewed and confirmed the employee’s end date—ideally within one to three business days.

3. What if the employee changes their mind after receiving the acceptance?

Consult your HR policy. In some cases, the employee can rescind the resignation if both parties agree to the arrangement in writing.

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