Exit

Resignation acceptance letter

A respectful acknowledgement of a resignation that confirms the last day and next steps.

Type: Exit
When to use: After receiving a resignation
Format: Editable template
Review by: HR and legal

What it must include

The date the resignation was received.
The last working day under the notice period.
Handover and clearance steps, and the final settlement timeline.

Benefits

Ensures a smooth, respectful exit process.
Keeps records consistent and complete.
Protects the company and the employee.
Leaves former employees with a good impression.

Template - copy and edit

6 paragraphs - click Copy to use one.

Date: [date] - To: [Employee name]
Subject: Acceptance of resignation
Dear [Name], we acknowledge receipt of your resignation dated [date] and accept it, with your last working day being [date] in line with your notice period.
Please coordinate with [Manager] on the handover plan and with HR for clearance formalities. Your full and final settlement will be processed by [date] after clearance.
Thank you for your contributions to [Company]. We wish you all the best.
Sincerely, [Name], [Designation]

Tips

Reply within a couple of working days.
Mention any agreed early release or buyout in writing.
Offer an exit conversation.

Mistakes to avoid

Delayed or no response.
Imposing terms not in the contract.
Leaving the settlement timeline unstated.

These templates are general starting points, not legal advice. Have your HR and legal advisors review them against your contracts and the laws that apply to you before use.

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Resignation acceptance letter

What it must include

Benefits

Template - copy and edit

Tips

Mistakes to avoid

Run HR smoothly with EvoqHR

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