Resignation Acceptance Letter Format Explained With Examples

As employees move ahead in their career paths, they may quit their jobs for different job opportunities, to pursue further education, or for any other personal or professional reason. As an employer, you will have to face employees' resignations time and again.

The employer must respond to an employee's resignation with a formal letter called the resignation acceptance letter. A resignation acceptance letter solves two purposes - it is a formal letter that bids farewell to the employee and conveys employment rules and conditions to him/her.

So what should a resignation acceptance letter look like? This article will guide you regarding writing a resignation acceptance email or letter for an employee in the most professional manner. 

Why is a resignation acceptance letter needed?

Just like an employee resignation letter is an official record of an employee's resignation, a letter of acceptance of resignation ensures that the employee is professionally and appropriately responded to and their resignation has been recorded. 

A letter of resignation acceptance is needed for the following reasons and situations:

1. In situations where an employee tenders a resignation and later changes his/her mind, the absence of an acceptance letter might reflect that the resignation was never accepted by the concerned authority. Ideally, in this case, the employee will have to send a request for withdrawal of resignation. However, if there is no acceptance letter, there is no point in sending a resignation withdrawal letter. 

2. In certain cases, if the resignation acceptance letter is not provided, the employee could file for unemployment, saying that the resignation was a termination or involuntary.  

3. A resignation acceptance letter goes into the official record of the employee's resignation process for future reference. 

4. It states the terms and conditions regarding an employee's exit so that he/she is aware of the process and formalities of the Human Resources department as per the resignation policy. This puts the employee at ease as they are no longer clueless about what is required of them as part of the resignation process. The formalities may include off-boarding activities such as returning the company's laptop, ID card, etc. 

5. It provides a platform for the employer to keep the doors of further discussion open with the employee in case the employer wishes to retain the person. 

To summarize,

Top reasons why a resignation acceptance letter is important: 1. A written acknowledgement to accept the resignation helps in record keeping 2. Clarifies the subsequent steps required for a smooth exit 3. Formally acknowledges employee contribution

Samples of resignation acceptance letter

Following are some examples of how an acceptance of a resignation letter must be written. 

Resignation Acceptance Email: Sample 1

Dear (Employee's Name), 

We would like to acknowledge the receipt of your resignation letter dated xx/xx/xxxx. As given in your resignation letter, we understand your health issues led you to take this decision. We know taking a final call must be difficult for you and we can only support you in what you want. Hence, we would like to inform you that your resignation has been accepted and your last working day would be xx/xx/xxxx. 

We are assured that your high-quality work will continue through your notice period as well. Also, during the transition period, we expect you to hand over your duties as smoothly as possible.

We truly appreciate your contribution to the company and wish you the best in all your future endeavors. If need be, we shall be happy to provide you a reference letter as well.

Best Regards,
Sender's Name

Resignation Acceptance Email: Sample 2

Dear (Employee's Name), 

With reference to your resignation letter dated xx/xx/xxxx, I would like to inform you that your resignation has been accepted. We shall relieve you of your duties by xx/xx/xxxx which shall be your last working day. 

We would like to thank you for providing an early notice and truly appreciate your full cooperation in the transition phase. To make the process smooth, we would require your cooperation and assistance during this time.  Further, we would be happy to issue your experience letter or a recommendation letter in case you require one. 

We surely had a productive collaboration with you for all the five years you spent with us and we would like to thank you for your work and dedication. Wishing you good luck with your future endeavors.

Best Regards,
Sender's Name

Resignation Acceptance Email: Sample 3

Dear (Employee's Name),

Kindly consider this letter as an official confirmation of my receipt and acceptance of your resignation. In accordance with your resignation letter dated xx/xx/xxxx, your last day in office would be xx/xx/xxxx. 

It was my pleasure to be working with you and I wish we could have continued this association for much longer. However, I understand the reasons that compelled you to take this decision and support you in the same. Your early notice is truly appreciated. This would give us sufficient time to make due arrangements and find a suitable replacement for you.

I hope you will continue to contribute productively during your notice period in order to ensure a smooth transition. Thank you for your years of commitment and dedication that you showed for the company all these years. 

Best,
Sender's Name

Resignation Acceptance Email: Sample 4

Dear (Employee's Name), 

I received your resignation letter email, and I am sorry to hear that you have decided to resign from ABC Corporation. However, since you need to pursue your higher studies, I totally understand your concerns and respect your call. Hence, your resignation has been accepted. You shall be relieved of your duties by xx/xx/xxxx.  

It was a wonderful experience to work with you and would like to thank you for all your contribution over these three years. Hoping to stay in touch with you and wishing you all the best for your future. 

Regards,
Sender's Name

Resignation Acceptance Email: Sample 5

Dear (Employee's Name),

I received your resignation letter via email and was both surprised and disappointed at your decision of leaving the company. You have been a valuable asset to the company and we truly appreciate your contribution in our growth. However, after careful consideration of your situation, we have decided to accept your resignation. We would relieve you of your duties by xx/xx/xxxx. 

Considering your short notice period, we thank you for your willingness to offer your assistance during the transition period so that a smooth handover is ensured. 

Thank you again for being a dedicated employee. Hoping to stay in touch with you. Good Luck!

Regards,
Sender's Name 

Responding to a resignation letter: Do's & Don'ts

As discussed above, responding to the resignation of the employee is important for the smooth functioning of the company. The following points need to be taken into account while writing a resignation acceptance letter:

Do's

1. Acknowledgment of the resignation: You must start by acknowledging the resignation of the employee right at the start. It confirms the formal receipt of the resignation letter. In case the employee has expressed his/her intent to quit, you must ask them to forward the same in writing so that an acceptance can be issued accordingly. The starting paragraph of this letter must also include the last working day of the employee per his/her notice period mentioned in the employment offer letter. 
2. Use formal business letter format: Even though the resignation letter acceptance is a formal note acknowledging the resignation of the employee, the template for the acceptance letter should be of a formal business letter format. This includes a formal letterhead with the name of the concerned authority, company name and company address on the top left corner, formal salutation, main body of the letter, and the signatures of the concerned authority followed by his/her name. Apart from this, one must use purely professional language throughout the letter. 
3. Keep a proper record: Just like the resignation letter, a copy of the acceptance of the resignation letter must also be kept in the official records. This could be utilized for future reference. 
4. Express your willingness to keep in touch: It is important to express your gratitude to the employee for serving the company even if he/she is leaving. You may show that you would be willing to be in touch and could provide a letter of recommendation in future if need be. Adding some lines of praise for the employee and giving your best wishes for their future endeavors is always a good gesture. This approach reflects well on the company culture and helps to build a strong relationship with the employee, who may share positive feedback about the company with potential candidates in the future. 
5. Proofread the letter: Last but not least, proofreading is one of the most important steps. Ensuring that the letter is free of grammatical or spelling mistakes will assure the legality of the official document along with professionalism. 

Don’ts:

1. Don’t Vent Frustration: Avoid expressing any disappointment or frustration, even if the resignation is inconvenient or unexpected.
2. Don’t Discuss Counteroffers: Avoid discussing counteroffers or any negotiation attempts in the acceptance letter. This should have been handled earlier if relevant.
3. Don’t Be Overly Formal: While maintaining professionalism, avoid being too stiff or formal, as this might come across as insincere.
4. Don’t Include Irrelevant Information: Stick to the purpose of the letter. Avoid bringing up unrelated issues or feedback.
5. Don’t Neglect the Employee's Feelings: Remember that this can be a significant moment for the employee, so ensure the letter acknowledges their emotions.
6. Don’t Delay Administrative Actions: Don’t wait until the last minute to handle administrative tasks related to the resignation.

Following these guidelines will help ensure that your resignation acceptance letter is respectful, professional, and supportive, leaving a positive impression on the departing employee.

A resignation acceptance email or letter is something that must be routinely incorporated into the offboarding process of a company. It is not only a professional approach but also leaves a good lasting impression on the employee regarding the company where he/she served for years. 

Frequently Asked Questions (FAQs)

1. How do I write a resignation acceptance letter?

To write a resignation acceptance letter, begin by expressing your understanding of the employee's decision to resign. Thank them for their contributions and acknowledge their notice period. Confirm the effective date of their resignation and mention any necessary paperwork or procedures they need to complete.

2. What should I include in a resignation acceptance letter?

In a resignation acceptance letter, you should include the employee's name, position, and the date of their resignation. Express your understanding and acceptance of their decision to resign. Mention any necessary next steps or procedures, such as returning company property or scheduling an exit interview.

3. How do I address the employee in a resignation acceptance letter?

When addressing the employee in a resignation acceptance letter, use their full name and appropriate title, such as Mr., Ms., or Dr. If you have a close relationship with the employee, you can use their first name. However, it is best to maintain a professional tone throughout the letter.

4. Should I provide a reason for accepting the resignation in the letter?

It is not necessary to provide a reason for accepting the resignation in the letter. The purpose of the resignation acceptance letter is to acknowledge the employee's decision and provide any necessary information or instructions. If there are specific reasons for accepting the resignation, they can be discussed separately or during an exit interview.

5. Is it necessary to send a resignation acceptance letter?

Yes, it is important to send a formal resignation acceptance letter to acknowledge the employee's resignation. This letter serves as a confirmation of their decision and provides clarity on the next steps. It also helps maintain a professional and organized approach to the resignation process.

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