10 Resignation Acceptance Letter, Format and template
When an employee sends a resignation letter, it officially informs the company of the employee’s intention to leave the organization. In response, employers send a formal acknowledgment letter called ‘resignation acceptance letter.’ This letter is necessary to provide clear documentation, comply with the rules of notice period or other contracts, and convey appreciation for the contributions of the departing employee.
When employers promptly acknowledge the resignation letter, they can initiate the above processes, thereby ensuring a smooth transition of finding a replacement or redistributing the workload.
What are resignation acceptance letters
A resignation acceptance letter is a formal document sent by the employer in response to the employee’s resignation from their position. This letter acknowledges and confirms the acceptance of the resignation. Resignation acceptance letters also serve as documentation and record of the departure and include the last working day, any further requirements or instructions to be fulfilled, appreciation for the employee’s contributions, and best wishes for their future. This formal communication facilitates a smooth transition for both employer and employee.
Formatting Guidelines for Resignation Acceptance Letters
Resignation acceptance letters that do not have formal formatting guidelines will appear unprofessional and lack any clarity. When the intended message is not conveyed, misunderstandings occur, and important requirements and instructions get overlooked. The formatting guidelines below ensure that the letter is well-structured and professional.
Acknowledgment of resignation
In the first paragraph of a resignation acceptance letter, employers should directly acknowledge the employee’s intention to resign. Confirm the acceptance and be straightforward, while maintaining a positive and professional tone.
Expression of gratitude
Once the resignation letter has been acknowledged and accepted, express gratitude. Highlight the departing employee’s impact on the organization’s success and appreciate their contributions, hard work, and dedication. Consider mentioning specific accomplishments, projects, and skills to make it more personalized.
Confirmation of last working day
In the next paragraph, state the date when the employment will officially end. Make sure that both the parties have reached a mutual decision regarding the last date. Don’t forget to mention the notice period or any other obligations from the employee’s end.
Continue outlining the steps and processes for the last working day. The departing employee should be aware of their responsibilities until their last working day. Include instructions for any replacement training or pending tasks. Once the departure has been managed effectively, the transition plan ensures a seamless transition for both the company and the employee.
10 Resignation Acceptance Email Samples with Different Reasons for the Employee’s Resignation
There are several reasons for an employee’s decision to resign from their position. The below 10 resignation acceptance email samples are based on different reasons for resignation and can be used to make it more personalized.
Reason 1: Career Growth Opportunity
Subject: Acceptance of Resignation, [Employee Name]
Greetings, [Employee Name].
I hope this email reaches you in good health. We have received your resignation letter and after careful consideration, we wholeheartedly accept your decision to embark on an exciting new chapter in your career journey. We understand that pursuing new opportunities is a natural part of career growth and appreciate your honesty in expressing your career aspirations and goals.
Over the years, your remarkable accomplishments, especially in [mention specific areas] played an essential role in enhancing the company’s reputation in the industry. You showcased exceptional skills in [areas] and we will hold dear your values and collaborative spirit.
As per your notice period, your last working day at [Company Name] will be on [date]. Before your departure, we kindly request you to support in training [name of replacement] to ensure a smooth continuation of your responsibilities.
For your last day, we have prepared a farewell event to celebrate your accomplishments and contributions.
Please don’t hesitate to reach out if you need any support during this transition. We are committed to making this process as smooth as possible for you.
Reason 2: Relocation
Subject: Re: Your Resignation
Dear [Employee Name],
I want to begin by acknowledging the receipt of your resignation email. It is with a mix of admiration and understanding that I accept your decision to step down from your role as [Position] at [Company Name].
We understand the reason behind your resignation is relocation. We will miss your valuable expertise, but we genuinely support your decision to prioritize your personal life. Your exceptional accomplishments in [mention areas] have been nothing short of commendable. We appreciate your efforts, and we believe [Company Name] played a critical role in your professional growth as well.
As mentioned in your resignation letter, your last working day will be [date]. In the meantime, there are a few pending obligations that we require your assistance with, including [projects/tasks]. We also request you to participate in training your successor, who will be joining on [date]. We will coordinate the details and share them with you in a few days.
As you transition to your new journey, we want to remind you that our support extends beyond your period here with us.
Wishing you success and happiness in your future endeavors.
Reason 3: Higher Education Pursuit
Subject: Resignation Acceptance
I wanted to personally acknowledge your resignation letter, which you shared on [date]. I sincerely appreciate your professionalism and honesty with which you expressed your decision to pursue higher education, especially your MBA. We recognize that higher education is an important milestone in your career journey, and we support your decision.
We take immense pride in the achievements you achieved during your time here, and we have no doubt that you will excel in your professional journey.
Your last working day with us will be [date] and we kindly request you to complete any pending projects before your departure.
Once again, thank you for the commitment and positive impact you have had on [Company Name]. We wish you all the best in your pursuit of higher education and future professional endeavors.
Reason 4: Career Change
Subject: Acknowledgement of Resignation
Greetings, [Employee Name].
I hope this email finds you in good spirits. We accept your resignation, which is effective [date]. I understand that this career change is an exciting and new opportunity for you, but I cannot help but feel a sense of loss as we have to see a valuable team member go.
During your time with [Company Name], you have demonstrated outstanding dedication and genuine passion for your work. Your values and accomplishments have left a lasting impression on us.
Your notice period will start from [date] and I request you to fulfill any pending obligations from your end. Please feel free to reach out to me if you require any assistance.
Thank you, [Employee Name], for being a valuable member of our team. You will be missed.
Reason 5: Family Responsibilities
Subject: Resignation Accepted.
Dear [Employee Name],
We want to formally acknowledge and accept your decision to resign from your position as [Position] at [Company Name]. While we are saddened by your decision to leave, we understand and fully support your decision to prioritize family responsibilities.
We want to take a moment to be grateful for the valuable insights and commitment you brought to the table. Your professionalism has definitely been an inspiration to all of us.
In light of your resignation, your last working day with us is [date] and your notice period is effective from [date]. We request your support in training your replacement before your departure. On your last working day, we have scheduled an exit interview to gather your feedback. Feel free to address any concerns you may have.
Wishing you the best and success in your life.
Reason 6: Personal Health Issues
Subject: Your Resignation is Accepted.
Greetings, [Employee Name].
We have received your resignation letter, and I want to begin by expressing my empathy for the personal health issues you are facing. Your well-being takes utmost priority, and we completely support your decision to take care of your health and focus on recovery.
We accept your resignation with a heavy heart but also with immense gratitude for the significant impact you had on [Company Name]. Your last working day will be [date]. We would like to request your support during your notice period for knowledge transfer to the new employee.
You have left a lasting impact on us, and we wish you a quick recovery and continued success.
Wishing you the best,
Reason 7: Better Work-Life Balance
Subject: Sad to see you go, [Employee Name].
We have received your resignation letter and formally accept your decision to leave [Company Name]. We understand that achieving a healthy work-life balance is essential, and we respect your reasons for seeking new opportunities to achieve the same.
Regarding your resignation letter, your last working day will be [date]. We request you to complete any pending obligations during this period as we make every effort to make this transition as smooth as possible for you. We have also arranged a training session with your successor, [Name], on [date]. We encourage you to work closely with them to ensure a seamless handover of responsibilities.
Additionally, we would appreciate your feedback regarding work-life balance in our company and I encourage you to express your insights on your last working day. Your feedback and insights will be invaluable in improving our work environment and supporting employee well-being better. Don’t hesitate to let us know if the exit interview scheduled on [date] at [time] doesn’t work for you.
Once again, we want to express our deepest appreciation for your hard work and commitment to your work.
Reason 8: Company Restructuring/Downsizing
Subject: Re: Your Resignation is Accepted
Dear [Employee Name]
I trust this email finds you well. I wanted to personally acknowledge and accept your resignation from [Company Name], as you mentioned the reason being the recent company downsizing. I understand that it’s a challenging time for all employees, and your resignation is due to unfortunate circumstances that have negatively impacted everyone in our organization.
Primarily, I want to appreciate your contributions to [Company Name], as you have played a pivotal role in driving the team’s success. I genuinely believe that your accomplishments in [mention specific areas] positively impacted our operations, and for that, I’m incredibly grateful.
Your last working day will be [date], your notice period being effective from [date]. Kindly assist in training your replacement to ensure a smooth transition.
If you have any questions, please reach out.
Reason 9: Conflict with Management/Colleagues
Subject: Resignation Acceptance, [Employee Name]
It is with a heavy heart that we acknowledge and accept your resignation letter, [Employee Name]. It’s unfortunate that the conflicts with your management and colleagues have contributed to your decision to resign, and we genuinely regret that the circumstances have led to this outcome. We appreciate your honesty in sharing your encountered challenges regarding aligning with the team’s values.
We would like to take a moment to express gratitude for your innovative solutions, especially in [mention specific projects]. Your passion to improve and achieve greater heights has been commendable, and we are certain that you will contribute invaluably to your next company.
Your last working day with us will be [date], adhering to the notice period from [date]. Following are the pending obligations to ensure a smooth transition:
- Ensure proper documentation for the projects you are handling at present.
- Provide training to your designated replacement to make sure they have a good understanding of their new responsibilities.
- A scheduled meeting with your colleagues on [date] to ensure a smooth departure.
Your passion and expertise will be missed, and we extend our best wishes for your future.
Subject: Retirement Resignation Accepted.
Greetings, [Employee Name].
First and foremost, I wanted to acknowledge your retirement resignation letter. We want to extend our heartfelt thanks and gratitude to your dedicated service and outstanding contributions for [number of years] with [Company Name].
Your unwavering dedication has positively impacted our organization, and for that we believe your mentorship has been an inspiration to everyone in the team. Regretfully, your last day with us will be on [date]. We want to assure you that we want to make sure that your transition is smooth and respectful during your notice period, which is effective from [date].
We have arranged a farewell party to celebrate your career with [Company Name]. Please let us know if there are any pending obligations that require attention from your side before your last working day.
Wishing you the best,
Tips for writing resignation acceptance email
A resignation acceptance email is a formal communication issued by the company to accept the employee’s resignation. Follow the below tips to write a professional and clear email/letter:
Employers must respond promptly to display respect and acknowledgment of their decision. When the company responds quickly, it shows that they value the employees and are committed to maintaining transparent communication throughout the process.
Be clear and straightforward
Maintaining clarity and straightforward language is important to communicate necessary details, instructions, and plans to the employee. Avoid ambiguity and make sure the departing employee understands the instructions clearly.
Avoid any critical or negative comments
A resignation acceptance email should not express negative feedback about the departing employee. Focus on appreciating their contributions and maintain a professional tone rather than dwelling on past issues.
Ensure compliance with company policy
Before writing the resignation acceptance email, employers should familiarize themselves with the company’s policies and steps related to departures. Adhere to these guidelines and maintain consistency.
Proofread the email
The email should be error-free and free of any grammar or formatting mistakes. A well-structured and polished email reflects the company’s commitment to quality and attention to detail.
Keep the email confidential
Finally, respect the departing employee’s privacy. Keep the email’s contents confidential and share with only relevant stakeholders.
While there may be many reasons for an employee’s resignation from the company, a well-crafted resignation acceptance letter helps in a smooth transition and removes any room for doubt or confusion. Companies must ensure that they are consistent, fair, professional, and respectful.
Frequently Asked Questions
1. Who writes a resignation acceptance letter?
A resignation acceptance letter is written by the employer or the HR department of the company. It is an integral part of the offboarding process.
2. When should a resignation acceptance letter be sent?
A resignation acceptance letter should be sent promptly after receiving the resignation letter from the employee. It should be acknowledged and accepted in a timely manner.
3. What should be included in a resignation acceptance letter?
A resignation acceptance letter should include acknowledgment and acceptance of resignation, appreciation for contributions, and instructions to make the process seamless.
4. Is a resignation acceptance letter necessary?
Yes, a resignation acceptance letter is necessary to ensure legal and administrative compliance, smooth transition, clarity, and professionalism.
5. Can a resignation acceptance letter be sent via email?
Yes, resignation acceptance letters can be sent via email. It’s an efficient and convenient way to communicate with employees regarding their resignations.