How to Write a Resignation Acceptance Letter (With Template and Examples)

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When an employee submits a letter of resignation, responding to them with a formal letter of acceptance of resignation allows you to acknowledge receipt of their letter and to confirm their last employment date in writing. It also allows you to make wishes and communicate other information, such as expectations during their notice period or information about the company’s resignation policy. Understanding the key things you need to include in a resignation acceptance letter can make it easier to write a letter yourself.

In this article, we discuss what a resignation acceptance letter is and how to write one. We also include some bonus tips along with a template and examples at the bottom to help you write one yourself easily.

A resignation acceptance letter is a formal way of acknowledging that you accept your employee’s resignation request. The resignation acceptance letter allows the employer to recognize the contributions the employee has made to the company and wish them good luck in their future endeavors. He can formally communicate important information, such as for example if the employee will be authorized to continue working for the duration of the notice period or if he will make his resignation effective that day.

How to write a resignation acceptance letter

Follow these steps to write a resignation acceptance letter:

  1. Use the right formatting and structure.
  2. Include the date and contact details.
  3. Include a greeting.
  4. Accept the resignation.
  5. Include the end date of employment.
  6. Add other information.
  7. Express your appreciation.
  8. Add a free fence.
  9. Sign the letter.

1. Use the right format and structure

When writing a professional business letter, it’s important to use the right format and structure. It is generally best to write in a block format, without indentation. You should also make sure that there is a one-inch margin on all sides of the letter. Use an easy-to-read font, such as Helvetica, Arial, Calibri, or Times New Roman. Your font size should also be the smallest that is easily readable, which is usually between a 10 and 12 point font.

Related: Format and example of a business letter

2. Include the date and contact details

Start by writing your name, title, company name and company address at the top, left aligned. Leave a blank space under your contact details, then write the date. Leave another blank space after the date, then enter the name and address of the employee who resigned.

3. Include a salutation

Begin with a formal greeting, such as “Dear [name]. You can also leave the greeting and just start with the person’s name, for example “Ms. Roberton.”

4. Accept the resignation

Be direct and to the point and, in the first sentence, acknowledge receipt of their resignation letter and formally accept it. Depending on the employee and the circumstances of their departure, you may want to add your regrets about their decision in the first paragraph.

5. Include the end date of employment

Include the end date of the individual’s employment with the company. You may want to acknowledge that by their request you allow them to continue working until the final date or depending on the circumstances you may want to communicate to them that their final date will be earlier, even this day- the.

6. Add other information

After confirming the employee’s last day, you might want to add some other information to the letter, such as information about next steps or what the employee’s expectations are for the rest of their time with the employee. the company. This step is optional and depends on the position and policies of the organization.

7. Express your appreciation

Whatever the circumstances of an employee’s departure, it is always best to express gratitude for the efforts they have put in during their time with the organization and to wish them good luck for his future projects. Depending on the circumstances, you might even want to offer them to be a reference for them in the future.

Related: How to write a letter of recommendation (with examples)

8. Add a free fence

When you’re done, add a compliment near the bottom. The simplest complementary closings are “Sincerely”, “Best wishes” or “Sincerely”. It is best to use a formal closure for your resignation acceptance letter.

9. Sign the letter

After your free closing, leave a space to sign your name after the letter is printed. If you are emailing the letter, you can just type in your name and leave the blank space aside.

Related: How to end an email

Tips for writing a resignation acceptance letter

Here are some tips for writing a professional resignation acceptance letter:

Keep the letter short

Keep your letter short and to the point. Your letter should formally acknowledge the employee’s resignation, confirm their last day of employment, and wish them the best. You can also include any expectations about what to anticipate before leaving or create next steps or firm dates for starting tasks.

Use the correct subject line

If you are sending the letter by email, you should use a subject line that clearly indicates the subject of the email, such as “Acceptance of resignation.”

Reread well

Take the time to carefully proofread the letter or email before sending it, watching closely for grammatical errors or typos.

Use professional language

Your letter should have a formal and professional tone. Even if you send it by email, avoid using everyday language.

Resignation acceptance letter template

Here is a template you can fill out:

[Name]
[Title]
[Company]
[Company address]

[Date]

[Employee name]
[Address]

Dear [name],

It is with regret that I acknowledge receipt of your letter dated [date] resign from your post of [title]. Your resignation has been approved and, depending on your request, your last day of work will be [date].

It has been a pleasure working with you, and on behalf of our entire team, I 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. Thanks again for your hard work.

Truly,
[Name]

Download the resignation acceptance letter template
To upload the template to Google Docs, go to File> Open> and select the correct uploaded file.

Examples of resignation acceptance letters

Here are two examples of resignation acceptance letters. The first concerns a person authorized to continue working for the company for the duration of his notice. The second is for employees whose resignation is accepted but whose employment ends on the day of delivery of the letter of acceptance.

Letter of acceptance of resignation when employee fulfills a notice period

Adam myers
Vice President of Marketing
Turner Corp.
923 S. Main St.
Savannah, Georgia 83231

January 17, 2020

Justin green
9016 N. Lancing Road
Savannah, Georgia 82331

Dear Justin,

Your resignation from your position as Director of Marketing has been accepted, effective February 1, 2020, as requested.

I have no doubts that you will continue to perform to the highest standards during your remaining time at Turner Corp.

I speak on behalf of our entire department when I say it has been a pleasure working with you for the past three years, and I wish you nothing but the best for the future. With this letter, I am including additional information about Turner’s resignation process.

If you have any questions about the attached information or the process in general, please do not hesitate to contact me or contact the HR department. Thanks again for all your hard work.

Truly,
Adam myers

Letter of acceptance of resignation where employment is immediately terminated

Allyson johnson
IT Director
Evergreen Agency
138 First St.
Kansas City, MO 33538

August 29, 2020

Brittany Greer
17429, chemin des Cendres
Liberty, MO 33629

Dear Brittany,

It is with regret that I acknowledge receipt of your letter of resignation dated August 29, 2020, resigning from your position as Web Design Specialist at Evergreen Agency, with effect from September 15, 2020.

We accept your resignation and, in the circumstances, have decided that we will not force you to work during the duration of your notice period. Therefore, your last day with Evergreen Agency will be today, August 29, 2020.

The accounting department has been notified and you will be paid until September 15 inclusive, the date on which your notice would have ended.

Thank you for your hard work and we wish you the best in your future endeavors.

Truly,
Allyson johnson

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