Table of Contents
A resignation acceptance letter is a formal document that confirms an employee’s decision to resign from their position and acknowledges their contributions to the company. It is essential to the resignation process and should be written with care and professionalism. This blog post will discuss the format, sample, examples, and tips for writing a resignation acceptance letter.
What is a Resignation Acceptance Letter?
A resignation acceptance letter is a formal document that confirms an employee’s decision to resign from their position and acknowledges their contributions to the company.
It is written by the employer or human resources representative to acknowledge the resignation and provide information on the next steps the employee needs to take, such as returning to company property or completing exit interviews. The letter confirms that the company has accepted the resignation and expresses gratitude for the employee’s service.
Format Resignation Acceptance Letter
The resignation acceptance letter should be written on the company letterhead and addressed to the employee resigning.
The letter should contain the following information:
- Acknowledgment of the resignation: The letter should start with acknowledging the employee’s resignation and the date on which it will be effective.
- Acknowledgment of the employee’s contributions: The letter should also acknowledge the employee’s contributions to the company and express gratitude for their service.
- Confirmation of the resignation: The letter should confirm that the company has accepted the employee’s resignation and that the necessary paperwork will be completed.
- Information on the next steps: The letter should provide information on the next steps the employee needs to take, such as returning company property or completing exit interviews.
- Contact information: The letter should include contact information for the company’s HR department in case the employee has any questions or concerns.
Sample Resignation Acceptance Letter
Template 1:
| [Company Letterhead] [Date] [Employee Name] [Employee Address] [City, State Zip Code] Dear [Employee Name], I am writing to acknowledge receipt of your resignation letter dated [Date]. We regret to see you leave but respect your decision to pursue other opportunities. We want to express our sincere gratitude for the contributions you have made during your time with [Company Name]. Your hard work and dedication have been invaluable to our team, and we appreciate all that you have done. We have accepted your resignation, and your last day of employment with [Company Name] will be on [Date]. Please make sure to complete any outstanding tasks and return all company property before your departure. We will process your final paycheck and any other compensation owed to you in a timely manner. We will also schedule an exit interview, and you will receive information on this shortly. If you have any questions or concerns, please do not hesitate to contact our HR department at [HR Contact Information]. We wish you all the best in your future endeavors. Sincerely, [Your Name] [Title] [Company Name] |
Template 2:
| [Date] [Employee Name] [Employee Address] [City, State Zip Code] Dear [Employee Name], We have received your resignation letter and want to confirm that we have accepted it. Your last day of employment will be on [Date]. We thank you for contributing to our company and wish you all the best in your future endeavors. Sincerely, [Your Name] [Title] [Company Name] |
Example of Resignation Acceptance Letter
Example 1:
| Dear Ms. Johnson, I am writing to acknowledge receipt of your resignation letter dated March 31, 2023. We regret to see you leave but respect your decision to pursue other opportunities. We want to express our sincere gratitude for the contributions you have made during your time with ABC Corporation. Your hard work and dedication have been invaluable to our team, and we appreciate all that you have done. We have accepted your resignation, and your last day of employment with ABC Corporation will be on April 15, 2023. Please make sure to complete any outstanding tasks and return all company property before your departure. We will process your final paycheck and any other compensation owed to you in a timely manner. We will also schedule an exit interview, and you will receive information on this shortly. If you have any questions or concerns, please do not hesitate to contact our HR department at HR@abc .com. We wish you all the best in your future endeavors. Sincerely, John Smith Human Resources Manager ABC Corporation |
How to Write a Resignation Acceptance Letter?
Writing a resignation acceptance letter requires a professional and courteous approach.
Here are some tips to help you write a resignation acceptance letter:
- Start with a proper greeting: Begin the letter with a formal greeting such as “Dear [employee name]”.
- Acknowledge the resignation: Begin the letter by acknowledging the employee’s resignation and the effective date of the resignation.
- Express gratitude: Express gratitude and appreciation for the employee’s contributions to the company.
- Confirm acceptance of resignation: Confirm that the company has accepted the employee’s resignation and that the necessary paperwork will be completed.
- Provide next steps: Provide information on the next steps the employee needs to take, such as returning to company property or completing exit interviews.
- Provide contact information: Provide contact information for the company’s HR department in case the employee has any questions or concerns.
- Close the letter: Close the letter with a professional closing such as “Sincerely” or “Best regards,” and include your name and title.
Tips for Writing a Resignation Acceptance Letter
Writing a resignation acceptance letter can be challenging, as it requires the right tone and wording to ensure the message is conveyed appropriately.
Here are some tips to help you write a resignation acceptance letter:
- Be professional: Use a formal tone and professional language throughout the letter. Avoid using casual language or slang.
- Acknowledge the employee: Show empathy and acknowledge the employee’s contributions to the company. Thank them for their hard work and dedication.
- Confirm acceptance of resignation: Confirm that the company has accepted the employee’s resignation and that the necessary paperwork will be completed.
- Provide clear next steps: Provide clear instructions on the next steps the employee needs to take, such as returning to company property or completing exit interviews.
- Express goodwill: Express your goodwill and wish the employees success in their endeavors.
- Be concise: Keep the letter concise and to the point. Avoid using unnecessary words or information.
- Avoid negative comments: Avoid making negative comments or expressing disappointment in the employee’s decision to resign.
- Proofread: Proofread the letter carefully for any errors or typos. A well-written and error-free letter reflects positively on the company’s professionalism.
- Follow company policy: Ensure to follow the company’s policies and procedures when drafting and sending the resignation acceptance letter.
- Preserve confidentiality: If the employee requests that the resignation be kept confidential, maintain confidentiality in the acceptance letter.
By following these tips, you can ensure that your resignation acceptance letter is professional, respectful, and reflects positively on your company.
Wrapping Up
A resignation acceptance letter is an important document in the resignation process that acknowledges an employee’s decision to resign and confirms that the company has accepted their resignation.
It is crucial to approach the letter professionally and courteously and provide clear instructions on the next steps the employee needs to take. By following the tips above, you can ensure that your resignation acceptance letter is well-written and reflects positively on your company’s professionalism.
FAQs
How do you write a letter of acceptance for resignation?
To write a letter of acceptance for resignation, start by acknowledging the employee’s resignation and expressing your understanding and support of their decision. Thank the employee for their service to the company and provide details on necessary next steps, such as returning company property or scheduling an exit interview.
Is a resignation acceptance letter mandatory?
A resignation acceptance letter is not always mandatory. Still, acknowledging an employee’s decision to resign and confirming that the company has accepted their resignation is considered professional and courteous.
How do you respond to thank you for accepting my resignation?
When an employee thanks you for accepting their resignation, you can respond politely and respectfully, such as, “You’re welcome. We appreciate your contributions to our company and wish you all the best in your future endeavors.”
Read Related Articles:
Employee Feedback Survey Letter (With Template & Example)
Employee Termination Letter (Sample, Example, and Tips)
Employee Engagement Survey Letter (With Template & Example)
Employment Verification Letter (Format, example, and Best Practices)
Training Invitation Letter (With Template & Example)
