Why is it important to have an official resignation policy?

Regardless of the size of your business, it’s a good idea to put a formal process in place for handing in resignation notices to take the uncertainty out of the event. Turnover is a natural part of the workplace and, as an employer, you will see talent leave your company throughout the years for a variety of reasons. Employees may choose to leave to:

• Accept a position elsewhere with higher pay
• Accept a more senior position that advances their career
• Return to school
• Raise a family
• Travel for an extended period
• Move abroad
• Pursue a different career path

Whatever the reason, when an employee hands in their notice of resignation, how you respond sets the tone for the remainder of their time with the company (typically two weeks) and how they think in the future about their time under your employment. To leave them with a positive impression and support them in their new endeavors, expecting all employees to adhere to the same resignation policy eliminates any uncertainty about the process and helps prevent you from being left in a tough position by employees departing suddenly.

Part of your resignation policy should include your notice requirements, such as whether you expect them to submit notice of their resignation in writing or verbally, and how long before their last day they must notify you of their departure. Also consider indicating who an employee should deliver their notice to, so they approach the correct manager or HR representative when they’re ready to resign.

You’ll also want the policy to cover the logistics of final paycheck distribution, the status of the person’s employee benefits and any expectations you have about training their replacement. It may also be a good idea to draft a formal resignation acceptance letter in response to receiving a notice of resignation.

Tips for drafting a formal resignation acceptance letter

Accepting a letter of resignation gracefully helps your employee feel comfortable and supported as they move ahead to a new role. Leaving them with a positive impression of your company helps you maintain a good reputation when they speak about their past employment and ensures their continued productivity during the notice period. The resignation letter should:

• Be in a professional business letter format
• Acknowledge your acceptance of the resignation
• Confirm their final date of employment
• Express understanding of their decision to move on

Consider the resignation acceptance letter a formal record of the termination of the person’s employment with the company that can stay on their HR file for future reference. Ideally, keep a copy of their resignation notice and your acceptance letter as proof of the interaction in case this is ever disputed in the future. This also provides a paper trail regarding when the employee left the company and why.

These are a few do’s and don’ts when drafting a formal resignation acceptance letter.

Drafting your acceptance letter: do’s

When sending a resignation acceptance letter, do:

• Send a copy via email
• Retain a copy for your records
• Use formal language and formatting
• Use an appropriate and specific subject line
• Proofread your letter
• Invite them to use you as a reference (if you’re willing to do so)
• Invite them to connect on LinkedIn or retain your personal email for the future (if you’re comfortable with this)

Drafting your acceptance letter: don’ts

To write a professional acceptance of resignation letter, do not:

• Use casual or conversational language
• Send it as a reply to another email from the employee
• Use emojis
• Be too long-winded (keep the letter concise)

Three templates to get you started

You can use these templates as a starting point for drafting a formal resignation acceptance letter when an employee hands in their notice. The template you use will depend on the terms on which the employee is leaving the company and what sort of sentiment you want to leave with them. While a formal business letter format includes an address at the top of the document, you can choose to omit this when sending an acceptance of resignation letter via email rather than on paper.

Letter template #1

[Your Name]
[Your Job Title]
Address Line 1
Address Line 2

[Date]

[Employee Name]
Address Line 1
Address Line 2

Dear [Employee Name],

I am writing to accept your resignation from your position at [Company Name], effective on [date] per your request.

Thank you for your contributions to [Company Name]. I am sure you will continue to work hard in your remaining time with us.

I wish you all the best in your future endeavors and am happy to provide you with a reference.

Sincerely,

[Signature]
[Your Name]

Letter template #2

[Your Name]
[Your Job Title]
Address Line 1
Address Line 2

[Date]

[Employee Name]
Address Line 1
Address Line 2

Dear [Employee Name],

I am writing to formally acknowledge receipt of your resignation notice on [date]. As you requested, your final day of work at [Company Name] will be [end date].

It is with great regret that we see you go. It has been a pleasure working with you these past [X] years, and we appreciate your contribution to the company.

If you have any additional questions during this time, please do not hesitate to contact me or [HR Rep]. Thank you again for your hard work and dedication to [Company Name]. I will be happy to provide you with a reference in the future. We wish you the best in your next chapter.

All the best,

[Signature]
[Your Name]

Email template #3

Subject Line: Resignation Acceptance and Next Steps

Dear [Employee Name],

I am sorry to hear that you’re leaving [Company Name] but wanted to offer my congratulations regarding your exciting new endeavor at [New Company]. You have been an incredible asset to our company, and I am confident you will excel as part of any team in the future. Let me know if you ever need a letter of recommendation and I will happily provide one.

Please accept this email as my formal receipt of your resignation. Per your notice, your last day will be [date]. Please speak to [HR Rep] regarding your final paycheck and details about your benefits. I hope you’ll keep in touch.

Warm regards,

[Your Name]

Resignation Acceptance Letter Templates for PDF & Word

Download these resignation acceptance letter templates to help your employees feel comfortable and supported as they advance to a new role.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.