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.
5 mins
What is a Resignation acceptance letter?
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.
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What steps should I take to ensure the effective, compliant execution of this letter?
| 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 |
What legislation or best practices underpin this template / should I be aware of?
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 minimize 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.
Other territories
Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
[Company 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 do everything possible to ensure a smooth transition during your remaining time with us. We will work with you to ensure that all projects and responsibilities are appropriately handed over to other team members.
We would also like to take this opportunity to thank you for the hard work and contribution you have made during your tenure with us. Your dedication and commitment to your work have been invaluable, and we wish you all the best in the future.
Please let us know if there is anything we can do to make your remaining time with us as comfortable as possible, and please do not hesitate to contact us if you require any further information.
We will process your final pay, any remaining benefits, and other documentation as per our company policies.
Once again, thank you for your service to the company and we wish you all the best in your future endeavours.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
What communication / process sequence is this part of?
Guide to managing an employee resignation
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 template
Our Exit Interview Meeting Invitation Letter template streamlines the process, ensuring a smooth and professional communication with departing employees.
Why choose our Resignation acceptance letter template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
