How To Write a Resignation Acceptance Letter (With Example)
By Indeed Editorial Team
Updated 10 October 2022 | Published 25 October 2021
Updated 10 October 2022
Published 25 October 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
When someone on your team decides to leave their position, it's important to be professional about acknowledging their resignation. Responding to a resignation letter with a thorough, professional confirmation notice is helpful for both you and the person leaving your team. Reviewing what information to write in your letter can help you structure the letter appropriately and communicate effectively with your team. In this article, we explain what to include in a resignation acceptance letter and how to write one, then share an example and template that you can use as a guide.
What is a resignation acceptance letter?
A resignation acceptance letter is a formal way to acknowledge that you received someone's announcement that they're resigning from their position. The purpose of a resignation acceptance letter is for a team member to confirm that their supervisor saw their resignation letter. It also allows you to document the process of ending a professional relationship with someone on their team.
Sending a letter as a response is one of the best practices when a co-worker resigns because it ensures consistent communication between managers and their teams. When writing a response to a professional's resignation letter, you can acknowledge their contributions as a way to form a positive networking connection after they leave the company. You can also use the letter to formally communicate important information about the resignation process.
How to write a letter accepting a resignation
Here are the basic steps for writing a response letter accepting someone's resignation:
1. Create a header
Begin the letter with a header that has a professional structure and includes all the contact information you need to document and organise the resignation. This includes your name, your title, the name of the company and the date you sent the letter. List these details at the top of the letter so you have documentation of who accepted the resignation. Including the date of all official communication regarding the professional resigning also develops a clear timeline of when they decided to leave their role and when you replied.
2. Begin with a formal salutation
After the header, insert a formal salutation addressing the person who submitted their resignation letter. This ensures that the correct person receives the letter and follows the appropriate structure for a professional letter. Depending on your level of familiarity with the individual, you may use their first name or their last name and an honorific. Here are some examples of appropriate salutations:
Dear Mr Lai,
Dear Dr Zhuang,
3. Confirm the resignation
Use the first sentence of the letter to verify your receipt of the employee's resignation letter and accept their resignation. This confirms for both you and the professional that you understand they're leaving the position. It also removes the possibility of any confusion about their role in the company. When confirming the resignation, use straightforward language. Being direct in the first sentence is a good way to organise the content of the letter and communicate clearly with your team member. Here are some phrases you can use:
I'm writing this letter to verify your resignation as a marketing assistant at Authentic Connections Inc.
This letter is a confirmation of your request to resign as design manager.
I accept your resignation from your role as a bookkeeper at Ideal Accounting.
4. List the individual's last day
Include the final date of the individual's employment with the company. You may want to acknowledge that, per their request, you're allowing them to continue in employment until the final date of their notice. Depending on the circumstances, you may want to communicate that their last day is sooner than the date they provided in their initial notice. If you're not requiring the professional to finish the entirety of their notice period or are asking them to leave immediately, it's appropriate to provide a basic explanation. Here are a few examples:
Your last day of work is April 15, per your request.
Due to the circumstances of your resignation, we decided that your assistance isn't required for the duration of your notice period. Your last day with Evergreen Agency is today, August 29.
According to your two weeks' notice, your resignation is officially effective on October 28.
5. Discuss their contributions
For team members with an overall positive relationship with the company, consider including a few sentences to summarise their contributions to the role and influence on the company. You can praise their skills or mention a project they completed that left a positive impact on the team. This can reassure them that they still have a positive networking relationship with you even after they leave their role. When discussing their input, you can also establish your expectations that they continue to uphold a high standard for their work until they leave the company.
6. Give instructions for leaving the role
A resignation acceptance letter is an ideal space to provide directions for how to successfully complete the tasks associated with leaving a role. Include instructions for any paperwork they need to fill out, where to turn in company equipment and how to sign up for an exit interview. Provide contact information for who the person can reach if they have any questions about the process of finishing projects as they leave their position.
7. Provide details about last payments
When someone resigns, they may have questions about when and how they're going to receive their final payment. Sharing these details in a letter can make it easier for them to access these details and preemptively answer common questions. Explain the date of their final payment, the method of payment and any details about additional payment, such as paying out accrued time off.
8. Express your support
At the end of the letter, share a supportive sentiment for the person who resigned. You can write a general sentence wishing them the best in their future endeavours. If you're close to the employee and you know they resigned to pursue a specific opportunity, you may also consider mentioning details to encourage them in their career path.
Tips for preparing a letter accepting a resignation
Here are a few tips for using and writing successful response letters to team members' resignation letters:
Know when to use a letter: An acceptance letter is most appropriate when a team member resigns using a letter. When someone resigns verbally, other forms of documentation may be more appropriate depending on your company's policies.
Respond in an appropriate format: Consider whether to deliver the letter through email or in-person based on how the professional delivered their initial letter and the setup of your workplace.
Save a copy for your records: Give one copy of the letter to the professional, save one for your professional management records and send one to human resources for thorough documentation.
Template letter accepting a resignation
This template shows a basic structure of a resignation acceptance document:
I'm writing to officially accept your resignation as [job title] at [company], which you submitted on [date]. Your last day is [date] per your request. I appreciate all of your contributions during your time as a valued team member at [company]. I'm certain that I can expect a high standard of success for the duration of your time at [position].
As part of the resignation process, please complete an exit interview and return all company equipment by [date]. You'll receive your final pay via [payment method] on [date].
I enjoyed working with you for [length of time] and hope that you enjoy [next opportunity]. I wish you the best in your future endeavours.
Example acceptance letter for a resignation
Here is one example of a letter you can send to reply to a resignation:
November 15, 2021
Please consider this letter as an official confirmation of your resignation as a transportation coordinator at Clearwater Logistics, effective October 28, 2021. Your contributions as a member of the logistics team have been incredibly valuable over your three years at the company, and I've enjoyed working with such a focused and motivated individual. Thank you for your continued commitment to your duties throughout your notice period.
To facilitate the transition, please submit all projects to me by October 26th. Your exit interview is scheduled for October 27th and you can return all equipment and your badge at any time before your last day. We'll mail your final pay to your address on file by November 15th.
Although we'll miss having you on the team, we know that you're making the best decision for yourself and your career as you pursue your graduate degree. I hope you achieve great success in your education and career. I'm happy to provide a professional reference or ask for a recommendation letter.
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