Resignation acceptance letter template
If an employee resigns, issue this model resignation acceptance letter to provide specific end of contract information, such as the date of their last day of work.
- 1 page / 218 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
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Resignation acceptance letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Acknowledgement of resignation
I [regretfully ]accept your resignation from your position as [Job Title] at [Company Name], effective from [date], with your last day of service being [date]. I understand that this was a difficult decision for you to make, and I want to thank you for your dedicated service to our organisation.
I appreciate the notice period that you have provided and assure you that we will
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A resignation acceptance letter acknowledges and accepts an employee's resignation, outlining necessary steps as per company policies.
It typically includes appreciation, notice period, final pay, and benefits details, written professionally and respectfully to impact the employee's perception of the company positively.
It serves as a final acknowledgment of service and a guide for transitioning to the next phase of employment.
Direction:
Compliance
Compliance
This Resignation acceptance letter template incorporates relevant UK laws and HR standards, including those listed below:
Generally, an employee has the right to resign from their job at any time and for any reason, and an employer cannot legally refuse their resignation.
However, there may be some circumstances where an employer may want to ask the employee to reconsider their resignation. For example, if the employee has unique skills or knowledge that are critical to the organisation and difficult to replace, the employer may try to negotiate with the employee to stay on for a longer period of time, or offer alternative incentives such as a promotion, increased pay, or better working conditions.
Generally an employee will have a statutory obligation to provide a notice period before resigning, and if the employee fails to provide this notice, the employer may be able to take legal action to recover damages caused by the employee's abrupt departure.
Overall, while an employer cannot legally refuse an employee's resignation, they can try to negotiate with the employee or take other actions to minimise the impact of the employee's departure on the organisation.
Unfair dismissal claims can arise from verbal resignation and, as such, you should always request written resignations.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Resignation acceptance letter template, to understand the workflow.
Managers guide to employee resignations
Our Guide to Managing an Employee Resignation offers step-by-step instructions for a smooth transition, ensuring professionalism and maintaining positive relationships.
Exit interview meeting invitation letter
Our Exit Interview Meeting Invitation Letter template streamlines the process, ensuring a smooth and professional communication with departing employees.
Timings
Timings
Follow these best practice actions to get the most from the Resignation acceptance letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Receipt of Resignation: Receive the employee's resignation letter or formal resignation communication. | HR / Supervisor | Day 1 |
| 2 | Confirmation Meeting: Schedule a meeting with the resigning employee to discuss their decision and confirm their intention to resign. | HR / Supervisor | Day 2 |
| 3 | Documentation: Document the resignation meeting, including the employee's last working day and any exit formalities discussed. | HR / Supervisor | Day 3 |
| 4 | Review and Approval: Review the resignation details and obtain approval from relevant stakeholders, such as upper management or HR. | HR / Management Team | Day 4 |
| 5 | Issue Resignation Acceptance Letter: If the resignation is accepted, issue a formal Resignation Acceptance Letter to the employee, acknowledging their decision to resign and confirming the last working day. | HR / Management Team | Day 5 (Or as deemed appro |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Resignation acceptance letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the Resignation acceptance letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the Resignation acceptance letter template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the Resignation acceptance letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Resignation acceptance letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
