Resignation Acceptance Letter

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What a resignation acceptance letter is

A resignation acceptance letter is a written response from an employer acknowledging that an employee has resigned. It confirms the resignation has been received and sets out the agreed leaving date and any related arrangements.

Its purpose is to close the loop on the resignation, prevent misunderstandings about the last working day and outline the offboarding steps. It keeps the departure orderly and the relationship professional.

When a resignation acceptance letter is used

• After an employer receives an employee’s written resignation.
• To confirm the agreed last working day and notice arrangements.
• When the employer wants to record the departure clearly in writing.
• To set out handover expectations and offboarding steps.
• When acknowledging the resignation in a professional, documented way.

What a resignation acceptance letter should include

• The employee’s name, role and the date of the letter.
• Acknowledgement that the resignation has been received.
• Confirmation of the agreed last working day.
• Any notice, handover or transition arrangements.
• Practical matters such as return of property and final steps.
• A brief, professional note of thanks where appropriate.
• A contact point for any outstanding questions.
• A signature on behalf of the employer.

Common mistakes

• Not confirming the last working day, leaving it ambiguous.
• Failing to acknowledge the resignation promptly.
• Omitting handover or offboarding expectations.
• Using an abrupt tone that sours an otherwise amicable exit.
• Forgetting practical items such as property return.
• Keeping no record of the acceptance on file.

Good practice

• Acknowledge the resignation promptly and confirm the leaving date.
• Set out handover and offboarding expectations clearly.
• Keep the tone courteous and constructive to preserve goodwill.
• Provide a clear contact for any remaining questions.
• Store a copy securely with the employee’s record.