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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.
Here are some tips for writing a letter or email to accept a resignation:
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [date] and accept your request to no longer work with us at [Company Name].
We would like to express our appreciation for the hard work and dedication that you have shown during your time with our company. Your contributions over the last [Number] years have been highly valued and appreciated.
We confirm your resignation will be effective as of [date]. 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.
We wish you all the best in your future endeavors and hope that your future superiors, co-workers and clients alike, will appreciate your attention to detail and enthusiasm. If you require any employer references for your new job, please do not hesitate to reach out to us, we will be happy to help.
[Your Name] [Your Title]
We hereby acknowledge the resignation letter you submitted and accept your intention to end employment with our company effective immediately.
The terms of this agreement are that your current salary, vacation time, and other contractual benefits will cease immediately upon termination. Any unused vacation days or earned compensation will be paid out as per the conditions of your contract.
We thank you for your dedicated service and wish you all the best in your future endeavors.