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View full libraryThe Resignation Acceptance Letter formally acknowledges an employee's resignation and confirms the arrangements for the end of their employment. It sets out the resignation date, notice period, final working or termination date and any important arrangements concerning holiday, Company property, handover and final pay.
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If you are managing employee resignations, the toolkit brings together practical HR templates covering resignation, notice, handover, exit and final pay.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Acceptance of Resignation
I am writing to formally acknowledge receipt of your resignation dated [date of resignation], in which you confirmed your intention to resign from your position as [job title].
I confirm that the Company accepts your resignation. In accordance with your contract of employment, your notice period is [number] weeks and your employment will therefore terminate on [termination date].
Notice period
You are expected to continue working during your notice period until [last working day], unless we agree otherwise.
During this period, you will remain subject to the terms and conditions of your employment and are expected to continue carrying out your duties and responsibilities as normal.
[If applicable: During your notice period, you will be required to assist with the handover of your duties and responsibilities to [name / role].]
Holiday entitlement
Your holiday entitlement will continue to accrue during your notice period in accordance with your contract and applicable legislation.
As at your termination date, you will have [number] days/hours of accrued but untaken holiday remaining.
[Choose as applicable:
You should take your remaining holiday entitlement during your notice period. The dates will be agreed with your manager in the normal way.
OR
Any
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A Resignation Acceptance Letter is used by an employer to formally acknowledge an employee's decision to resign and confirm the arrangements for the end of their employment. It provides a clear written record of when the resignation was received, the applicable notice period and the date employment will end.
The letter can also confirm practical leaving arrangements, including outstanding holiday, handover, Company property, final pay and any continuing contractual obligations.
The letter gives the employee clear confirmation of what happens following their resignation. It can help avoid misunderstandings about the notice period, final working day and termination date and provides an appropriate record for the employee's personnel file.
It can be adapted where the employee is working their notice normally or where separate arrangements, such as garden leave, have been agreed.
The template is suitable for HR professionals, managers and employers dealing with the resignation of an employee.
The employer should confirm the date the resignation was received, the contractual notice period and the resulting termination date. Where relevant, the letter should also explain arrangements for holiday, handover, Company property, benefits and final pay.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Resignation acceptance letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Guide to Managing an Employee Resignation offers step-by-step instructions for a smooth transition, ensuring professionalism and maintaining positive relationships.
A resignation early release agreement letter for confirming that an employee's employment will end before the expiry of their contractual notice period by mutual agreement between the employee and employer.
Use these best practice actions, recommended timescales and process stages to understand when and how the Resignation acceptance letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Where an employee has clearly resigned, the employer would normally treat the resignation as notice of termination rather than something requiring formal approval. An acceptance letter is useful for confirming that the resignation has been received and setting out the resulting arrangements.
It should normally confirm the date the resignation was received, the notice period, termination date and any relevant arrangements concerning holiday, handover, Company property and final pay.
HRDocBox combines deep HR knowledge, practical application and years of experience with real employee departures and HR processes. The template helps employers confirm the key arrangements clearly without turning a straightforward resignation into an unnecessarily complicated process.
AI can produce a basic resignation acknowledgement, but a useful HR letter also needs to prompt the employer to check notice, holiday, final pay, Company property and continuing contractual obligations. HRDocBox combines UK employment-law knowledge, practical HR experience and best practice to provide a more complete starting point.
An employee does not generally have an automatic right to withdraw a resignation once it has been clearly given, although the circumstances can matter. If an employee asks to withdraw their resignation, the employer should consider the situation and confirm its decision clearly.
Holiday continues to accrue during the notice period. Where an employee leaves with accrued but untaken holiday, the employer will generally need to make the appropriate payment for the outstanding entitlement in the final pay calculation, subject to the applicable contractual and statutory arrangements.
It gave the manager a clear route through what could otherwise become a fiddly piece of correspondence. It struck a good balance between being professional and sounding like something we would actually send. It helped keep the communication consistent with the rest of our HR paperwork.
How this content is developed and reviewed
The Resignation acceptance letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing resignation HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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