Key elements of a resignation acceptance letter

The resignation process begins when an employee formally notifies their employer of their intention to leave the company. After an employee resigns, the employer should send a resignation acceptance letter that includes the following:

• Company contact information: When possible, write the resignation acceptance letter on company letterhead. Include the company name, mailing address and phone number at the top of the document.

• Date of letter writing: Add the date to the top of the letter to verify you replied to the employee promptly.

• Salutation: Open with a professional greeting, such as “Dear [Employee Name].”

• Resignation acknowledgment: Start the body of the letter by acknowledging the employee’s resignation and your acceptance of their decision.

• Gratitude statement: Thank the employee for their contributions to your organization, helping to give your letter a positive tone.

• Last day of employment: Confirm the employee’s last day of employment.

• Important next steps: Detail any company property that must be returned, such as laptops or access cards. Then, list the next steps, such as scheduling an exit interview with the human resources (HR) department.

• Follow-up instructions: Explain who the employee should contact with additional questions about offboarding. Provide that individual’s contact information.

• Well wishes: Finish the body of the letter with a sentence expressing well wishes for the future.

• Closing: At the end of the body of the letter, you might add a closing, such as “Best wishes,” or “Sincerely.”

• Writer information: Include your full name and job title after the closing. Sign the letter above your printed name.

In addition to the above key elements, your resignation acceptance letter may include optional sentences, such as:

• Offer of future reference: To maintain a positive relationship, consider offering to write a reference letter for the employee. 

• Final compensation information: Unless HR provides this information, consider including details about compensation, such as the date of the final paycheck or any unused vacation time payouts.

• Transition plan instructions: Attach a transition plan template for the employee to complete and return. Mention the attachment and explain its purpose.

• Personal reflections: If you don’t plan to send a separate employee farewell letter, consider reflecting on the employee’s achievements and their impact on the company.

3 resignation acceptance letter templates to get you started

Consider using these templates as a starting point for drafting a formal resignation acceptance letter when your employee gives notice: 

Basic resignation acceptance letter template

[Date]

Dear [Employee Name],

I am writing to confirm your resignation has been accepted, effective on [date of last day of employment], per your request.

We acknowledge and respect your decision to resign and appreciate your professionalism throughout this process. Thank you for your contributions to [Company Name]. 

Before your departure, please [next steps to be taken]. If you have any questions, please contact [person to contact], [job title of contact person] at [contact email/phone number].

I wish you all the best in your future endeavors. 

Best regards,

[Signature] 

[Your Name]

[Your Job Title]

Resignation acceptance letter template with reference offer

[Date]

Dear [Employee Name],

I am writing to formally acknowledge receipt of your resignation notice sent on [date]. As you requested, your last working day at [Company Name] will be [date of last day of employment].

It is with great regret that we received this news. It has been a pleasure working with you over the past [number] years, and we appreciate your valuable contributions to the company.

This letter serves as a written confirmation of your resignation and the agreed-upon terms. Please follow [next steps to be taken] before your departure.

If you have any additional questions during this time, please do not hesitate to email or call me at [your work phone number] or [alternate contact] at [contact email/phone number]. 

Thank you again for your hard work and dedication to [Company Name]. I will happily provide you with a reference in the future. We wish you the best in your next chapter.

All the best,

[Signature] 

[Your Name]

[Your Job Title]

Resignation acceptance letter template with invitation to stay in touch

[Date]

Dear [Employee Name],

I am sorry to hear you’re leaving [Company Name], but I wanted to offer my congratulations on 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. 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 email. Per your notice, your last day of employment will be [date of last day of employment]. As part of the offboarding process, please ensure that [next steps to be taken].

Please speak to [contact person name] regarding your final paycheck, details about your benefits or any other questions. We will guide you through the necessary processes to ensure a smooth transition.

I hope you’ll keep in touch. Feel free to connect with the team on LinkedIn at [profile name or link]. I wish you all the best in your future endeavors.

Warm regards,

[Signature] 

[Your Name]

[Your Job Title]

Tips for drafting a formal resignation acceptance letter

Accepting a letter of resignation with kindness can help your employee feel comfortable and supported as they transition to a new opportunity. Following these tips may strengthen your letter.

1. Create a resignation policy 

Regardless of the size of your business, consider including a resignation policy in your employee handbook, since employee turnover is expected in the workplace. 

Outlining the steps to take when an employee provides notice can help ensure consistent responses. Additionally, a resignation policy establishes clear expectations for how and when employees should notify you of their resignations. Some elements to include in your resignation policy are:

• Notice expectations: Define how much notice you expect employees to provide. The standard is two weeks for many organizations.

• Notice procedures: Establish how employees should give notice, such as verbal notice or a formal written letter.

• Who to give notice to: Specify to whom an employee should submit their verbal or written resignation notice. This person is usually an immediate supervisor or an HR manager.

• Compensation logistics: Outline the process for distributing final compensation to employees. Your policy can also address unused paid time off (PTO) payouts, the continuation of employee benefits and other related topics.

• Resignation acceptance procedures: Identify who’s responsible for accepting resignations. Explain that this employee must produce a written resignation acceptance letter within a certain time frame, such as 48 hours after receiving notice.

2. Follow business email etiquette 

In some cases, you may prefer to send a resignation acceptance email instead of a paper letter. To follow business email etiquette and make your message effective, you might follow these tips:

• Send a new message: If the employee provides notice via email, respond in a new email instead of replying to the original message.
• Modify the subject line: Place the subject information in the subject field, rather than above the body.
• Follow proper formatting: Include a professional salutation and closing, like a traditional letter.
• Choose the right carbon copy (CC) option: Use CC rather than Blind Carbon Copy (BCC) when sending a copy to another party, such as your supervisor or HR, to ensure transparency. 
• Sign, if possible: Insert a digital signature if you have the necessary technology. 
• Double-check attachments: When including attachments, confirm that you insert the files correctly. 

3.  Use a professional tone

Maintain a positive, professional tone throughout your letter. This formal language can help demonstrate respect for the employee and their decision.

4. Proofread before sending

Before sending your resignation acceptance letter, review it carefully. Correct any punctuation, grammar or spelling errors. Confirm you have the correct final date of employment listed. Double-check that all contact information provided is accurate.