Resignation Acceptance Letter Template

A resignation acceptance letter is a formal document from an employer acknowledging an employee's decision to leave the organization. This professional communication serves as official documentation of the departure while maintaining positive relationships and ensuring clear transition procedures.

What This Template Is For

This template helps employers and HR professionals create a professional response to an employee's resignation letter. It provides a structured format for acknowledging the resignation, confirming important dates, expressing appreciation, and outlining next steps. The template ensures all crucial elements are included while maintaining an appropriate professional tone.

When To Use This Template

Use this template when:

Responding to a formal resignation letter
Documenting an employee's departure officially
Confirming the last working day and notice period
Initiating the offboarding process
Maintaining professional documentation for HR records

How To Customize It

Follow these steps to customize your resignation acceptance letter:

Insert the employee's name and position details
Add specific dates including receipt of resignation and last working day
Customize the appreciation section with specific contributions
Include relevant transition instructions and requirements
Adjust the tone based on your relationship with the employee
Add company-specific procedures or requirements

Common Use Cases

This template is valuable across various scenarios:

Standard voluntary resignations
Career advancement departures
Retirement acknowledgments
Internal transfers
Remote employee departures

Best Practices

Respond promptly to resignation letters
Maintain a professional yet warm tone
Be specific about important dates and requirements
Include clear transition instructions
Express genuine appreciation
Keep a copy for HR records

Template Variations

Adapt the template for different situations:

Short-notice resignations
Long-term employee farewells
Project handover focus
Remote team context

Success Stories

HR managers report smoother transitions and maintained professional relationships when using well-crafted acceptance letters. Companies have successfully used this template to create positive final impressions and keep doors open for future opportunities.

Frequently Asked Questions

How quickly should I send the acceptance letter?

Send the acceptance letter within 1-2 business days of receiving the resignation.

Should I include details about final pay?

Include basic information about final pay arrangements if standard, but detailed discussions should be handled separately.

Can I reject a resignation?

While you can discuss the decision with the employee, you generally cannot refuse a resignation.

Should I mention exit interviews?

Yes, if your company conducts exit interviews, include this in the letter.

How formal should the tone be?

Maintain professional formality while adapting the tone based on your relationship with the employee.