How to Write a Resignation Acceptance Letter in 9 Steps

By Jamie Birt

Updated May 24, 2022 | Published February 25, 2020

Updated May 24, 2022

Published February 25, 2020

Jamie Birt is a career coach with 5+ years of experience helping job seekers navigate the job search through one-to-one coaching, webinars and events. She’s motivated by the mission to help people find fulfillment and belonging in their careers.

When an employee submits a letter of resignation, responding to them with a formal written resignation acceptance letter allows you to acknowledge the receipt of their letter and confirm their last date of employment in writing. Understanding the key components that you should 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 compose one. We also include some bonus tips as well as a template and examples to help you easily write one yourself.

What is a resignation acceptance letter?

A resignation acceptance letter is a formal way to acknowledge that you accept your employee's request to resign. The resignation acceptance letter allows the employer to acknowledge the contributions that the employee has made to the company and wish them luck in their future endeavors. It can formally communicate important 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.

How to write a resignation acceptance letter

Follow these steps to write a resignation acceptance letter:

1. Use the right formatting and structure

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

Related: Business Letter Format and Example

2. Include the date and contact information

Start by writing your name, title, company name and company address at the top, left-aligned. Leave a blank space under your contact information and then write the date. Leave another blank space after the date and then put the name and address of the employee who has submitted their resignation.

3. Include a salutation

Start with a formal salutation, such as "Dear [name]." You could also leave off the salutation and just lead with the person's name, such as "Ms. Roberton."

4. Accept the resignation

Be direct and to the point and, in the first sentence, acknowledge the receipt of their letter of resignation 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 final date of employment

Include the final date of the individual's employment with the company. You may want to acknowledge that, per their request, you are allowing them to continue in employment until the final date or, depending on the circumstances, you may want to communicate to them that their final date will be sooner, even that day.

6. Add other information

After you have confirmed the employee's last day, you may want to add other information to the letter, such as information about the next steps or what the expectations will be during the remainder of their time with the company. This step is optional and dependent on the position and policies of the organization.

7. Express appreciation

Regardless of the circumstances of the employee's departure, it's always best to express appreciation for their effort during the time they have been with the organization and wish them luck for their future endeavors. Depending on the circumstances, you may even want to offer to be a reference for them in the future.

Related: How to Write a Letter of Recommendation (With Examples)

8. Add a complimentary close

When you are done, add a complimentary close to the bottom. The simplest complimentary closes are "Sincerely," "Best wishes," or "Regards." It's best to use a formal closing for your resignation acceptance letter.

9. Sign the letter

After your complimentary close, leave a space to sign your name after the letter has been printed. If you will be sending the letter via email, you can simply type your name and leave out the blank space.

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 brief 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 may also want to include any expectations for what they should anticipate before leaving or create next steps or hard dates for offboarding tasks.

Use the right subject line

If you're sending the letter via email, you should use a subject line that clearly communicates what the email is about, such as "Resignation acceptance."

Proofread thoroughly

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

Use professional language

Your letter should be formal and professional in tone. Even if you are sending it via email, avoid using casual language.

Resignation acceptance letter template

Here's a template you can fill out:

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

[Date]

[Employee name]
[Address]

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.

Sincerely,
[Name]

Download Resignation Acceptance Letter Template
To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Examples of resignation acceptance letters

Here are two examples of resignation acceptance letters. The first is for someone who is being allowed to continue working for the company throughout the duration of their notice period. The second is for an employee whose resignation is accepted but whose employment is coming to an end on the day the acceptance letter is given.

Letter when an employee serves notice period

Adam Myers
VP of Marketing
Turner Corp.
923 S. Main St.
Savannah, GA 83231

Jan. 17, 2020

Justin Green
9016 N. Lancing Road
Savannah, GA 82331

Dear Justin,

Your resignation from your position as director of marketing has been accepted, effective on Feb. 1, 2020, as requested.

I am confident that you will continue to perform at the highest standards during your remaining time at Turner Corp.

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

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

Sincerely,
Adam Myers

Letter when employment is immediately ended

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

Aug. 29, 2020

Brittany Greer
17429 Ash Road
Liberty, MO 33629

Dear Brittany,

It is with regret that I acknowledge the receipt of your resignation letter dated Aug. 29, 2020, resigning your position as web design specialist with Evergreen Agency, with effect from Sept. 15, 2020.

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

The accounting department has been notified and you will be paid up to and including Sept. 15, when your notice period would have ended.

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

Sincerely,
Allyson Johnson

Explore more articles