When a company, business, or organization receives a resignation letter from any of its employees, it’s essential to acknowledge receipt of the letter and accept the resignation.
Formally,
A resignation acceptance letter is a letter written by an employer acknowledging receipt of a resignation letter and accepting an employee’s resignation.
The letter is part of a company’s records and is used as a reference that the said employee requested termination of employment for the reasons stated in the resignation letter and at a specified date. This way, the employee cannot claim that their resignation was never formally accepted. It is a chance for the employer to show their support of the employee’s decision and communicate the company policy on termination of employment. In addition, it allows the employer to show appreciation for the time the employee was working for the employer.
Free Templates
Having employees send resignation letters is common in the employment sector, and with them come resignation acceptance letters. The information in the letter will vary depending on the situation, but its components are often more or less the same. Below is a step-by-step guide on how to structure the letter.
Employer and employee information and the date
The first item to be included in the letter is the sender (employer) and the recipient (employee) of the letter. The letter must show to whom it is being sent. Write down the employer’s details; name, official mailing address, and official contact information, followed by the date when the letter was created. Follow this up with the employee’s name, position/designation, and then official mailing addresses.
Salutation
The salutation then follows the letter’s header. A formal salutation is used in the letter. This involves addressing the recipient with their respective title,
EXAMPLE
“Dear Ms.” or “Dear Mr.”, followed by the employee’s last name.
Acceptance of resignation
The following component of the letter is the body of the letter. The first part of the body is used for stating the purpose of writing the letter, which is acknowledging receipt and acceptance of the resignation letter. Also, state the date when the resignation letter was received. One might also offer professional assistance, such as a recommendation letter.
Show understanding
Then, include a statement that shows concern or understanding of the reasons that prompted the employee to resign. The reason can be reaffirmed or referred to at this point. Showing understanding supports the employer’s decision to accept the resignation letter. Declare that the company is losing a valuable employee, and the company would wish to make the resignation process as smooth as possible.
The final date of employment
Next, declare the last official date of employment within the organization. Being as specific as possible for vague dates can be confusing, and the letter being an official document should aim to protect the employer and the company from being liable for compensating for days the employee was not part of the company staff.
Other information
Afterward, include any other details that are pertinent to the resignation process. One can opt to include information such as steps the employee is expected to take before starting their employment, a statement of company resignation policies, and benefits they are entitled to or are not entitled to anymore.
EXAMPLE
- You shall be expected to sign a Non-Disclosure Agreement before assuming office.
- Benefits: You shall be entitled to medical benefits as per the labor laws in the respective state (Arizona).
Appreciation for efforts
Once the resignation process has been dealt with, express appreciation for the employee’s contribution to the company. Also, wish the employee the best of luck in their endeavors and career. One can also invite them to keep in touch even after their resignation. Contact information that the employee can use for any queries can also be included at this point.
Closing
The next item is the complimentary close of the letter. A complimentary close is a formal way to end a letter. “Sincerely,” “Regards”, or “Best of wishes” are some of the options to choose from.
Signatures
The last step is to sign the letter. A signature is a must for a printed or handwritten letter. For the letters sent via email, including one’s name would be enough.
Resignation Acceptance Letter Template
[Your Name]
[Your Position]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Employee’s Name]
[Employee’s Position]
[Employee’s Department]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Employee’s Name],
I am writing to acknowledge receipt of your resignation letter dated [Date of Resignation Letter], in which you expressed your intention to resign from your position as [Employee’s Position] with [Company Name], effective [Last Working Day, typically at least two weeks from the date of the resignation letter].
First and foremost, I want to express my sincere gratitude for the dedication and hard work you have contributed to [Employee’s Department/Team] and to [Company Name] as a whole. Your efforts have significantly impacted our success, and your presence will be greatly missed.
While we are saddened to see you go, we understand and respect your decision to move on, whether it’s for personal growth, new opportunities, or other personal reasons. It’s always our goal to support our team members in their career paths, even when that path takes them outside of the company.
In preparation for your departure, please work with [HR Contact Name/Your Supervisor] to ensure a smooth transition. This includes completing any outstanding projects, transferring responsibilities where necessary, and providing any insights or documentation that might assist your successor. Additionally, [HR Contact Name] will schedule an exit interview to discuss your time with us, gather feedback, and go over any final paperwork and details about your benefits and final paycheck.
We wish you all the best in your future endeavors and hope to maintain a positive and professional relationship moving forward. Please know that your contributions to [Company Name] are valued and that you will always be part of our community.
Should you need anything or have any questions during this transition, do not hesitate to reach out. Thank you again for your service and commitment to [Company Name]. We look forward to seeing all that you accomplish in the next chapter of your career.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
Sample Letters
Sample 01
Dear Michael,
I received your resignation letter dated February 20, 20XX, expressing your intention to leave your position as Senior Software Engineer with Bright Futures Tech, effective March 6, 20XX. While I am saddened by the news of your departure, I respect and support your decision to pursue new challenges and opportunities.
Over the past five years, your contributions to the Product Development Department have been invaluable. Your innovative solutions and dedication to excellence have played a pivotal role in the success of our flagship products, particularly the launch of the Horizon platform, which has since become a cornerstone of our product line. Your work ethic, leadership, and commitment to quality have set a high standard within the team.
As we prepare for your departure, I have coordinated with HR and your department manager to ensure a smooth transition. We would appreciate your assistance in completing any outstanding projects and facilitating the handover of your responsibilities to your colleagues or your successor. Additionally, HR will be in touch to arrange an exit interview and discuss the details of your final paycheck, accrued benefits, and any support you may need during this transition.
Please know that you will be greatly missed, both professionally and personally, by your colleagues and myself. We are grateful for the time, energy, and passion you have invested in Bright Futures Tech. As you move forward in your career, please carry with you our best wishes for success in all your future endeavors. You will always be considered a valued member of the Bright Futures Tech family, and we hope to maintain a lasting, positive relationship.
Should you need any assistance or have any questions during this transition period, do not hesitate to reach out to me directly or to your HR representative.
Thank you once again for your significant contributions to our company. We look forward to following your continued success and are excited to see what the future holds for you.
Warmest regards,
Cassandra Hughes
Director of Operations
Bright Futures Tech
Sample 02
Dear Jonathan,
I have received your resignation letter dated February 14, 20XX, where you express your intention to resign from your position as Lead Graphic Designer, effective February 28, 20XX. It is with a heavy heart that I accept your resignation. Your decision to explore new opportunities in the creative field, while bittersweet for us, is a step towards the growth and achievements I am confident you are destined for.
Your tenure at Creative Visions has been marked by unparalleled creativity, a keen eye for design, and an unwavering commitment to excellence. Your contributions have not only elevated our design team’s output but have also set new standards in design innovation that our clients consistently laud. The legacy of your work, particularly your leadership in rebranding projects for our key clients, will inspire your colleagues for years to come.
As we navigate this transition, I trust you will extend your usual support in ensuring a seamless handover of ongoing projects. The HR department will reach out to you shortly to discuss the details of your exit process, including any assistance you might need during this period.
Jonathan, as you embark on this new chapter, please know that you leave behind a team that respects and admires you deeply. Your influence on our creative direction and team culture will be sorely missed. While saying goodbye is difficult, I look forward to witnessing the continued success I have no doubt you will achieve in your career.
Thank you for your hard work, dedication, and the moments of joy you’ve brought to Creative Visions. Please keep in touch, and remember, you will always have a family here.
Wishing you all the best in your future endeavors.
Sincerely,
Olivia Sanchez
Creative Director
Creative Visions
Sample 03
Subject: Acceptance of Your Resignation – Farewell and Best Wishes
Dear Emily,
I hope this email finds you well. I am writing to formally acknowledge and accept your resignation from your position as Content Manager at Digital Horizons, as indicated in your email dated September 5, 20XX, with your last working day being September 19, 20XX.
It’s with a mix of sadness and understanding that I accept your decision to move on. Over the past four years, you have been an invaluable member of our team, bringing creativity, dedication, and a level of professionalism that has significantly contributed to our success. Your efforts in leading the content team have not only enhanced our brand’s presence but have also set new benchmarks for content quality and strategy.
While we are sad to see you go, we respect your decision to pursue new challenges and opportunities that align with your career aspirations. Change is a natural part of life, and we support you in taking steps that you believe are best for your personal and professional growth.
Please rest assured that we will ensure a smooth transition of your duties and responsibilities. I encourage you to work closely with your team and your successor during these next two weeks to hand over any outstanding projects and tasks. Additionally, HR will reach out to you to finalize the details of your departure, including the return of any company property and the processing of your final paycheck.
Emily, on behalf of everyone at Digital Horizons, I want to thank you for your hard work, commitment, and the positive spirit you’ve brought to our team. You will be greatly missed, but we wish you all the best in your future endeavors. Please know that you will always be part of the Digital Horizons family, and we hope to stay in touch.
Should you need any assistance during your remaining time with us or in the future, please do not hesitate to reach out. We look forward to seeing the great things you will achieve in your next chapter.
Warmest regards,
Jordan Lee
Head of Marketing
Digital Horizons
jordan.lee@digitalhorizons.com
555-123-4567
Key Takeaways
The three samples present responses to resignation letters, each effectively conveying regret over the employee’s departure while also expressing support for their decision to pursue new opportunities. Here’s an analysis of their effectiveness:
Personalized Acknowledgment and Respect for Decision: All letters begin by acknowledging the resignation letter and the employee’s decision to leave. This immediate recognition respects the employee’s choice and sets a tone of mutual respect.
Valuation of Contributions: Each response highlights the employee’s contributions and the impact of their work, whether it be in product development, design innovation, or content strategy. This not only serves to affirm the value of the employee’s efforts but also ensures they leave feeling appreciated and recognized.
Support for Future Endeavors: The letters express support for the employee’s future, acknowledging their potential for growth and success beyond their current roles. This positive outlook fosters goodwill and reinforces the sender’s genuine care for the employee’s career progression.
Smooth Transition Process: Mention of coordinating with HR for a seamless transition, including handling final formalities and handing over responsibilities, demonstrates organizational preparedness and consideration for maintaining operational continuity.
Expression of Personal Regret and Openness to Future Interaction: The senders personally express regret over the departure, emphasizing the loss to the team and the organization, which humanizes the response. Additionally, they express a desire to maintain a positive, ongoing relationship, leaving the door open for future interactions.
Warm, Professional Tone: Despite the formal context, the tone remains warm and personal, reflecting a positive organizational culture and a genuine appreciation for the employee’s contributions. This approach is likely to leave the departing employee with a positive impression of their tenure at the company.
Invitation for Further Communication: By offering assistance during the transition and encouraging the employee to reach out in the future, the letters foster a sense of continued support and openness, reinforcing the organization’s care for its employees beyond their tenure.
In summary, these responses to resignation letters are effective in balancing the formal acceptance of resignation with personal warmth and appreciation for the employee’s contributions. They reflect a supportive and positive organizational culture, ensuring that departing employees leave on good terms and remain ambassadors of the company in the future.
Professional Tips for Writing
It is imperative to respond appropriately to a resignation letter. The letter is expected to be professionally and compassionately written to fulfill its purpose effectively. Important points to take into consideration when writing the letter are discussed below.
- Use the right formatting and structure. The accepted format is the business format. It is characterized by:
- The header is placed at the top left of the letter.
- Block format
- No indentation
- The one-inch margin on all the sides of the letter
- A legible font, commonly Times New Roman or Calibri
- A font size of between 10 and 12.
- The signature of the sender is placed at the bottom of the letter.
- Use professional language. Avoid using informal language or terminology that is hard to decipher or interpret. Remember, the letter might be reviewed by other people in the future or at a time when the writer is not present to explain what they meant by certain words or phrases.
- Keep it brief/short and to the point. A resignation acceptance should be kept short and to the point. The content of the letter must be concise but precisely written.
- Use the proper subject line. The subject line for the letters sent via email must clearly state the purpose of the letter. Vague subject lines can lead to the email being overlooked. An example of a good subject line is “Resignation Acceptance.”
- Provide non-work email. The employer can also include a non-work email that the employee can use to contact them in case they need to be recommended to other employers.
- Acknowledge the resignation. In the letter, it’s essential to accept the resignation of the employees and indicate their last day at work.
- Appreciate the employee – In the letter, the employer should indicate the regret of losing the employee while still understanding their circumstances. Besides, one should thank the employee for working for the company and wish them the best in their future careers. If possible, one should issue a recommendation letter to the employee.
- Proofread thoroughly. The letter should be error-free and demonstrate a high level of professionalism. Look out for grammatical errors and typos before sending the letter.
- Keep records. Once written, send the letter to the employee and send a copy of the same to human resources for filing. HR can be added as CC if the letter is being sent via email.
Conclusion
Employees who apply for resignation require a written letter of resignation or acceptance as proof of their employment termination with a given employer. Employers are always urged to write resignation acceptance letters as proof that they received the letter and accept the employee’s request. A standard letter should entail the employer’s information, the employee’s information, date of writing, salutation, acknowledgment of receipt and acceptance of the resignation letter, the effective date of resignation, appreciation, and closing.
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