Sample Letters Accepting an Employee's Resignation

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From hiring to firing, there are many varying aspects of managing employees. One that is often overlooked is having to deal with an employee eventually leaving the company. Employees will leave for various reasons: to go back to school for hiring education, move on to different employment opportunities, to travel, to raise a family, etc.

Having an established leaving policy in place in advance will help you to handle an employee’s departure in a positive, respectful manner.

Resignation Policies and Procedures

Depending on the size of your company, you may want to consider creating a system or process for handling resignation letters. Having a set policy for resignations will look professional and leave both you and the employee at ease.

For many companies, creating generic leaving information pamphlets or packets for employees is an easy way of explaining the steps of the transition. When an employee officially resigns, they will look to you to discuss next steps required to make the transition a smooth one.

It is your responsibility to offer professional separation services and to explain things to the employee like notice requirements, final paycheck distribution, and to establish his or her last date of employment. 

How to Acknowledge an Employee’s Resignation

It is important to send a reply letter or a letter of resignation acceptance to the separating employee after he or she has submitted a letter of resignation.

Your response should indicate that you regret losing the employee, but you respect, understand, and appreciate the hard decision he or she had to make.

Your letter should inform them that you have received and accepted the letter, and it should clearly state his or her official last day of work with the company.

Examples of Letters Accepting a Resignation

The following are a few examples of a letter from a manager accepting an employee's resignation. Resignation acceptance letters serve as a response from a Human Resources Department or manager of a company after receipt and due processing of a resignation letter.

The letter offers to provide a reference and confirms acknowledgment, establishes the date the resignation is effective, and directs the employee on the organization’s exit process. 

Sample #1
Your Name
Title
Address
City, State, Zip

Date

Employee Name
Address
City, State, Zip

Dear Firstname,

Your resignation from your position has been accepted, effective on May 15, 20XX as requested. Please continue to perform to your usual high standards during your remaining time with the company.

It has been a pleasure working with you, and I wish you all the best in the future. If I can provide a reference, please do not hesitate to ask.

Sincerely,

Firstname Lastname
Supervisor
Company Name

Sample #2
Your Name
Title
Address
City, State, Zip

Date

Employee Name
Address
City, State, Zip

Dear Miles,

It is with great regret that I formally acknowledge receipt of your resignation notice on June 10th. Your resignation has been approved and as requested, your final day of work here at JQB and Sons will be June 30th.

It has been a pleasure working with you and on behalf of the team, I would like to wish you the very best in all your future endeavors. Included with this letter please find an information packet. If you have any additional questions, please do not hesitate to contact the office. Thank you again for your positive attitude and hard work all these years. 

All the best,

Firstname Lastname
Supervisor
Company Name

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Please Note: This sample is provided for guidance only. The provided information, including samples and examples, is not guaranteed for accuracy or legality. Letters and other correspondence should be edited to fit your personal situation.

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