Resignation Acceptance Letter Sample: Free & Effective

This step-by-step guide is designed to help you write a resignation acceptance letter that maintains positive relations, encourages smooth transitions, and ensures you cover all the essentials.

Key Takeaways

  • Acknowledge the Resignation: Start by confirming receipt of the resignation letter.
  • Express Gratitude: Thank the employee for their contributions.
  • Clarify the Next Steps: Provide information on their final working day, handover process, and other important details.
  • Maintain a Positive Tone: Even if you’re disappointed by the resignation, stay positive and professional.
  • Encourage Future Opportunities: Leave the door open for future collaboration, if appropriate.

Step 1: Acknowledge the Resignation

Begin by confirming that you received the resignation letter. This step ensures there’s no confusion about the employee’s intention to leave.

“I was sorry to hear that you are leaving, but I have received your resignation letter dated [date], and I accept your resignation, effective [date].”

Step 2: Express Gratitude

Express appreciation for the employee’s contributions to the company. Highlight specific achievements or traits that made them a valuable team member.

“Your work on [specific project] was invaluable, and your dedication to [company value] was always evident. We appreciate everything you’ve done during your time here.”

Step 3: Clarify the Next Steps

Outline any necessary information related to their departure. This could include the final day of work, handover tasks, returning company property, and other logistical details.

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“Your final day with us will be [date]. Before then, we ask that you complete the following tasks to ensure a smooth transition: [list of tasks]. Please return your company ID, laptop, and any other equipment by your final day.”

Step 4: Maintain a Positive Tone

Even if you’re not happy about the resignation, it’s important to remain professional. Keeping a positive tone helps maintain a good relationship and encourages future networking opportunities.

“We’re sad to see you go, but we wish you all the best in your future endeavors. It’s been a pleasure working with you, and we hope to stay in touch.”

Step 5: Encourage Future Opportunities

If appropriate, express that the door is open for future collaboration. This can help you maintain a positive relationship with the employee and even foster potential networking opportunities down the line.

“If you’re ever interested in returning or exploring other opportunities with us, we’d be delighted to have you back. Good luck with your next role!”

Template for a Resignation Acceptance Letter

Here’s a simple template that covers all the key elements:


[Employee’s Name]
[Employee’s Position]
[Company’s Name]
[Company’s Address]

Dear [Employee’s Name],

I have received your resignation letter dated [date], and I accept your resignation, effective [final working day]. Thank you for your contributions to [company’s name]. Your work on [mention specific projects or achievements] has been invaluable. We wish you all the best in your future endeavors.

Please ensure that all handover tasks are completed and that any company property is returned by your final day. If you need any assistance during this transition, do not hesitate to reach out.

Thank you again for your dedication, and we hope to stay in touch.

[Your Name]
[Your Position]

Final Tips

  • Be Prompt: Respond to the resignation as soon as possible to avoid any confusion or delay in the transition process.
  • Keep It Professional: Even if the resignation is unexpected or inconvenient, stay professional and courteous.
  • Use Positive Language: Focus on the employee’s contributions and express well wishes for their future.
  • Offer Assistance: If appropriate, offer support or guidance during the transition period.


Writing a resignation acceptance letter doesn’t have to be complicated. By following this guide, you can ensure a smooth transition and maintain a positive relationship with the departing employee.

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