Accepting the Unavoidable: Resignation Acceptance Letter Templates

by Eduyush Team

Resignation Acceptance Letter 

If you are reading this, then you have chosen to accept the resignation of one of your valued employees. 

We've all been there. A member of your team has decided to move on. It's a bittersweet moment for everyone involved. While you're sad to see them go, you're also excited about the new opportunities that await them. 

But before they can get to those opportunities, there's one more step: writing a resignation acceptance letter.

To help you, we have five effective templates you can use when preparing your letter!

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What is a resignation acceptance letter?

A resignation acceptance letter is a formal letter written by an employer to an employee who has decided to leave the Company. It is usually written to confirm that the resignation has been accepted and to thank the employee for their service. It also provides employees with information regarding benefits, severance, and other essential matters.

The resignation acceptance letter is an essential document for both the employer and the employee. It is the employer's way of acknowledging the employee's decision to leave and thanking them for their service. It is also the employee's way of having a record of the resignation for future reference.

Why is a resignation acceptance letter important?

A resignation acceptance letter is an essential document for several reasons. For the employer, it serves as a record of the resignation and can be used in any legal disputes. It is also vital for the employee, as it provides the following:

  • Crucial information regarding their benefits.
  • Severance pay.
  • Other matters that may need to be addressed.

The resignation acceptance letter is also an opportunity for the employer to thank the employee for their service. It is a way of showing appreciation for their contributions to the Company and wishing them well in their future endeavours. 

Resignation acceptance letter templates

Sample 1: General Resignation acceptance letter

Dear [Employee],

We are writing to formally accept your resignation, which you submitted on [date of resignation letter].

Per the terms outlined in your employment contract, your final work day will be [final day of work]. Please use this time to complete any outstanding tasks and assist with transitioning your responsibilities to your successor.

We appreciate the notice period you have provided, which will allow us to make the necessary arrangements for your departure and ensure a smooth handover of your responsibilities. Please complete a thorough handover document and schedule any necessary meetings with your team to facilitate this transition.

We are grateful for your contributions to the Company during your time here and wish you the best of luck in your future endeavours. Please don't hesitate to reach out if you need any assistance with the transition or have any questions about your final pay or benefits. We will keep your contact information on file should the need arise to stay in touch.

Sincerely, [Your Name]

The Essential Guide to Crafting the Perfect Resignation Letter!

Sample 2 - General Resignation acceptance letter

Dear [Employee],

We are writing to formally accept your resignation, which you submitted on [date of resignation letter].

We understand that you have decided to move on from our Company and have accepted your resignation. Your final day of work will be [date], and we ask that you use this time to wrap up any unfinished projects and provide a thorough handover of your responsibilities to your successor.

We are sorry to see you go and would like to express our appreciation for the hard work and dedication you have shown during your time with us. 

As you move on to your next opportunity, we wish you all the best in your future endeavours and hope you will keep in touch.

To facilitate a smooth transition, we request that you complete a thorough handover document and schedule any necessary meetings with your colleagues before your final work day on [date]. We are grateful for the notice period you have provided, which will allow us to make the necessary arrangements for your departure and ensure a seamless transition of your responsibilities.

Please don't hesitate to contact HR or your manager if you have any questions or concerns about the process.

Sincerely, [Your Name]

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Sample 3: When an employee is serving a short notice period

Dear [Employee],

Thank you for your letter of resignation, which we received on [date]. We understand that you have elected to serve a shorter notice period of [number] weeks.

We accept your resignation, effective [date of resignation]. We request that you wrap up any ongoing projects and ensure a smooth transition of your duties during this time.

We appreciate your hard work and dedication during your time at [Company] and are grateful for your contributions. We wish you the best of luck in your future endeavours and hope your time with us has been rewarding.

Sincerely, [Your Name]

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Sample 4: Employee moving overseas Resignation acceptance letter

Dear [Employee],

We received your letter of resignation, mentioning your intention to relocate overseas. We understand this is an exciting opportunity for you and your family, and we are sorry to see you go.

Please consider this letter accepting your resignation, effective [date of resignation]. We request that you complete all necessary tasks and wrap up any outstanding projects before departure.

We appreciate your hard work and dedication during your time at [Company] and are grateful for your contributions. We wish you the best of luck in your new adventure overseas and hope your time with us has been rewarding.

Sincerely, [Your Name]

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Sample 5: When employee resigns due to maternity break

Dear [Employee],

We received your letter of resignation, in which you mentioned your intention to take a maternity leave. We understand that becoming a parent is a significant and exciting event, and we are pleased to support you during this time.

Please consider this letter as acceptance of your resignation, effective [date of maternity leave]. We request that you complete all necessary tasks and wrap up any outstanding projects before your departure.

We appreciate the hard work and dedication you have shown during your time at [Company] and are grateful for the contributions you have made. We wish you the best of luck during your maternity leave and look forward to your return.

Sincerely, [Your Name]

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Crafting the perfect resignation acceptance letter

Writing the perfect resignation acceptance letter is a challenging task. You want to make sure that it is both professional and heartfelt. Here are some tips on how to craft the perfect resignation acceptance letter:

  1. Keep it professional. The letter should be formal and professional. It should be written in a business letter format and adhere to the conventions of formal business writing.
  2. Make it positive. While you may be sad to see the employee go, you should also express your happiness for their future endeavours. It is essential to be positive and encouraging.
  3. Include important information. The letter should include important information such as the resignation date, employee benefits, and other pertinent information.
  4. Express gratitude. Be sure to express gratitude for the employee's service and contributions to the Company.
  5. Be timely. It is vital to respond promptly to the resignation. This will show that you respect the employee's decision and take the necessary steps to ensure a smooth transition. 

Legal considerations for resignation acceptance letters

There are a few legal considerations that should be kept in mind when drafting a resignation acceptance letter:

  1. Compliance with employment contracts: It is vital to ensure that the letter complies with the terms of the employee's employment contract, including any requirements for notice periods or the completion of specific tasks before departure.
  2. Fair treatment: The letter should be respectful and professional and not include negative or derogatory language about the employee.
  3. Confidentiality: The letter should not disclose confidential information about the employee or the Company.
  4. Protecting the Company's interests: The letter should include any necessary provisions to protect the Company's interests, such as the return of company property or the confidentiality of company information.

It's important to note that employment laws vary by region, and it is always a good idea to consult with legal counsel to ensure that the letter complies with all applicable laws.

Summing up 

In this blog post, we did provide a comprehensive guide on constructing the perfect resignation acceptance letter template to help you during this difficult time. Not only will it show professionalism to your soon-to-be former employee, but it can also leave them with fond memories. 

We hope you find this information helpful and wish all the best for your former employee in their future endeavours. 

If you need help with such formats, feel free to write to info@eduyush.com, and we will send you some samples.


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Resignation letter Questions? Answers.

It is not uncommon to resign after only a month of working. Often, this is due to mismatched expectations or simply not being a good fit for the role. Whatever the reason for your departure, it is essential to write a resignation letter that is professional and respectful.

Here are some tips on how to write a resignation letter after only one month on the job:

1. Keep it brief. There is no need to go into great detail about why you are leaving or what led you to make this decision. Simply state that you have decided to resign from your current position, effective immediately.
2. Be respectful.Although you may be dissatisfied with your current situation
3. Don't simply state that you're resigning without giving any notice or explanation. This is unprofessional and will likely damage your relationship with your current employer.
4. Additionally, don't try to use your resignation as leverage for more money or benefits

A resignation letter for personal reasons can be difficult to write because it is a very personal and emotional topic. However, it is important to remember that you are writing to your employer, not to your friends or family.

The best way to approach this type of letter is to be direct and concise. Start by stating the reason for your resignation, being as specific as possible. Next, thank your employer for the opportunities they have provided you over the years. Finally, express your hope that things will work out well for them in the future.

Example

Dear [Employer],

I regret to inform you that I am resigning from my position as [position] with effect from [date]. This decision has been made for personal reasons which I am not at liberty to discuss. I would like to take this opportunity to thank you for the opportunities and experiences you have provided me during my time with the company. I wish you all the best for the future.

Sincerely,
[your name]

Furthering your education is a lofty and admirable goal and one that a resignation letter should reflect. This isn't the time to be shy or meek about your plans - be proud of what you're doing and why you're doing it! Here's an example of how you might word a resignation letter for further studies:

"Dear [Employer],

I am writing to give notice that I am resigning from my position as [job title] with immediate effect. As you know, I have been accepted into [name of educational institution] to study for my [degree/master/doctorate etc.]. This is something that I have been working towards for some time, and I am very excited about starting further studies. Thank you for the opportunity to have worked with you, and I wish you all the best in the future.

Sincerely,
[Your name]

We recommend sending a follow-up email to your boss or HR contact after submitting your resignation letter, simply requesting an update on the status of your departure.
This demonstrates that you are still interested in maintaining a positive relationship with your current employer and showing professionalism even amid a transition.
You may also want to ask what the timeline for departure is so that you can begin planning for the next step in your career.

Under most circumstances, no. Once you have tendered your resignation and your employer has accepted it, you are typically unable to rescind the decision. This is because, by resigning, you essentially agree to terminate your employment relationship with the company.

There may be some limited circumstances where you can reverse your resignation. For example, if you resign in a moment of intense anger or frustration and later regret your decision, your employer may allow you to take back your resignation. However, this is generally at the employer's discretion and will likely only be allowed if it isn't too late or disruptive for the company.

The contents of resignation letters are typically confidential, as they contain private information about the employee and the employer. However, there may be some exceptions to this rule, depending on the circumstances. For example, if an employee is resigning because of wrongful or illegal treatment by the employer, then the letter may be considered a whistleblower disclosure and may be protected under federal law.

Hello [name],

I am writing to inform you of my intention to resign from my position as [position] at TCS. My last day with the company will be [date]. Please accept this email as formal notice of my resignation.
Thank you for the opportunity to work at TCS. I have enjoyed my time here and have learned a great deal. I wish the company all the best in the future.
If there is anything I can do to aid in the transition during my final days, please let me know.


Sincerely,
[Your name]

Thank you for giving me the opportunity to work at Google. It has been a privilege to be a part of such an innovative and forward-thinking company. I have enjoyed my time here and feel confident that I am leaving Google in good hands. I wish all of you the best in the future. Thank you again for everything.