How to Write a Letter or Email to Accept a Resignation: Example and Writing Tips

Why Should an Employee's Resignation be Confirmed in Writing?

Confirming an employee's resignation in writing is important for several reasons. Firstly, it serves as official documentation of the resignation. This is important for both the employee and the employer, as it clearly states the date and the terms of the resignation.

Secondly, this documentation can be used for reference in the future, particularly if there are any disputes or issues that arise related to the resignation. By having a written confirmation of the resignation, the employer can ensure that the employee isn’t able to later claim that they didn’t resign or that their resignation wasn’t accepted. This is particularly important if the employee is leaving the company under difficult or contentious circumstances.

Drafting a Resignation Acceptance Letter: Best Practices

Here are some tips for writing a letter or email to accept a resignation:

• After the usual greetings, begin with acknowledging receipt of the employee's resignation. Example: "We acknowledge receipt of your resignation letter dated [date]"
• Then, confirm the effective date of the resignation. Example: "We accept your resignation effective as of [date]."
• Don't forget to express your appreciation for the employee's contributions to the company. Example: "We would like to express our appreciation for the hard work and dedication that you have shown during your time with our company."
• Provide any necessary details or instructions regarding the employee's final days or transition. Example: "Please ensure that all necessary paperwork and documentation is completed before your last day, and that you have handed over your responsibilities to your replacement."
• Close the letter with a professional closing and your signature. Example: "Thank you again for your service, and we wish you all the best in your future endeavors. Sincerely, [Your Name]"