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How to Write a Resignation Acceptance Letter?

Are you bewildered by the resignation of your star employee? There could be many reasons for this decision, but if they have made up their mind, then no amount of reasoning will make them change their decision. Then are you unsure how to handle it professionally? Here's how to professionally handle and write a resignation acceptance letter.

 

Every business understands that employee resignations will occur at some point. While it is difficult, even under the best of circumstances, managing a resignation graciously, tactfully, and professionally is critical. When an employee sends a resignation letter, replying with a formal written acceptance letter enables you to acknowledge receipt of their letter and confirm their final day of employment in writing. This blog will help you understand the main elements you should include when writing the acceptance. The how-to write a acceptance letter guide also provides a template and example if you need to send out a resignation acceptance letter response with immediate effect.

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According to a report by Amazon India in September 2021, approximately 51% of job-seeking people intend to pursue possibilities in fields with little or no expertise. And 68% of them desired to change industries. As a result, the phenomenon known as "The Great Resignation" has been increasingly frequent since the pandemic. Employers have received a substantial number of resignations in recent years.

 

If an employee performs well and salary is a problem, management boosts the pay and asks the individual to stay. However, if the explanation is unrelated to management's decision, the employee is required to serve the notice period. Many organisations respond to employee resignations with a more tempting offer to persuade them to stay. Whatever response method is selected, it is usually good to pass the letter of response via the company's legal department before giving it to the employee since a particular language may be necessary.

 

Significance of Resignation Acceptance Letter Format

 

A resignation acceptance letter format is a formal method to acknowledge that you accept your employee's intent to quit. The letter allows the employer to recognise the employee's accomplishments to the firm and to wish them well in their future pursuits. It can formally transmit vital information, such as whether the employee will be required to continue working during the notice period or if the resignation will be effective immediately.

 

Meanwhile, read more about drafting a resignation letter.

 

Why is it important to give a Resignation Acceptance Letter to the employee?

 
  • The resignation acceptance letter highlights the employee's experience and accomplishments. This letter is a formal manner of acknowledging the employee's resignation and releasing them from the organization's services.
  • If the employer has not formally (in writing) accepted the resignation, the employee may claim that the resignation was never approved or that it never occurred.
  • The employer also makes efforts to get a written explanation for the employee's resignation to begin the procedure. A generous counter-offer is typically offered if management decides to retain the employee.
  • The Letter highlights the offboarding procedure so that the employee knows what to expect in their last days. It also specifies deadlines for returning a building key, ID badge, or laptop.
  • A timely acceptance of the resignation assists the employee in planning the transition procedure, which frequently involves offboarding and giving KT to their replacement to ensure a seamless transfer. Furthermore, the administration wishes them well in their future pursuits.
 

How to Write a Resignation Acceptance Letter?

 

One of the first measures you should take as an employer is acknowledging the resignation. It is critical to respond effectively when an employee resigns. Here are some steps and tips to help you respond to an employee's resignation.

  steps to write a resignation acceptance letter Resignation Acceptance Letter Steps  
  1. Use a business letter format
  2.  

    It is essential to follow the proper format and structure when creating a professional business letter. It's advisable to write in a block format with no indentation. In addition, make sure the letter has a one-inch margin on both sides. Use a legible typeface, such as Helvetica, Arial, Calibri, or Times New Roman. Your font size should also be as tiny as possible while still being readable, which is usually between 10 and 12 points. Include your contact information, the date, and the employee's contact information in the upper left corner of the letter. Finish with your handwritten signature and your name typed underneath.

     
  3. Add a salutation
  4.  

    Begin with a formal salutation, such as "Dear [name]," then work your way up. You might instead omit the greeting entirely and just start with the person's name, such as "Mr. XYZ." A formal salutation is usually preferred, it is recommended to follow the company guidelines while drafting the resignation acceptance letter sample.

     
  5. State your response
  6.  

    First and foremost, you must express your response to the employee's resignation letter. Whether you accept or intend to counter-offer the resignation, making your intentions clear is essential for a pleasant and trouble-free dialogue. In the event of acceptance, the letter should tell the employee that you have received and accepted their resignation letter, as well as the employee's formal final day of employment with the firm.

     
  7. Show that you understand
  8.  

    You may wish to mention your regrets about the employee's decision in the opening paragraph, depending on the individual and the circumstances of their resignation. The reply should show that you regret losing the employee but accept, understand, and appreciate the difficult decision they had to make. You might also provide some support to the employee by offering to write a reference letter for them.

     
  9. Provide any further details
  10.  

    After you've specified the employee's last day, you may want to include more information in the letter, such as the next steps or what the expectations will be for the rest of their time with the organisation. This phase is optional and is determined by the organization's viewpoint and rules.

     
  11. Add a complimentary conclusion
  12.  

    When you're finished, add a comment towards the bottom. "Sincerely," "Best wishes," or "Regards" are the most basic complimentary closings. For your resignation acceptance letter sample, it is important to utilise a formal conclusion.

     
  13. Legalize the letter
  14.  

    After you've finished your complimentary closing, leave a spot for you to sign your name after the letter has been printed. If you are sending the letter by email, simply put your name and leave the blank field blank. Most companies also put their stamp on official business letters and follow the procedure according to company guidelines.

     
  15. Maintain a record of everything
  16. Send one letter to the employee and retain one for your records. You can save the letter or forward it to your human resources office. It will enable you to keep a detailed record of when the person departed the organisation.

  Tips for Sending a Resignation Acceptance Email Reply  

Many employees nowadays send their resignation letters through email. Depending on the circumstances and your company's culture, this may be a perfectly appropriate method to quit. In such a case, you may also respond through email. Follow these guidelines to maintain the contact as professional and upbeat.

 
  1. Use an appropriate subject line
  2.  

    If you're sending the letter by email, include a subject line that clearly explains the subject, such as "Resignation acceptance." If you believe it is essential and acceptable to notify the office of your resignation, create a new email rather than replying to the resignation email. Use a good subject line that concisely describes the email's topic. "Resignation Acceptance - Congratulations on your new route," for example. To give the other workers an opportunity to say goodbye, it's a good idea to be open with them about the date of the quitting employee's final day of work—but not the cause or any other information.

     
  3. Ask to keep in touch
  4.  

    Consider including your email address or LinkedIn connection in the response if applicable. Of course, this assumes that you would be prepared to offer a reference or referral in the future. You may also write a word of appreciation for the work they've done and some praise to send them off on their new journey.

     
  5. Thoroughly proofread
  6.  

    Take the time to properly review the letter or email and look for grammatical mistakes or inaccuracies. Accepting a resignation is also a chance to expand your network. Making sure that your communication is error-free and professional will allow you to improve your networking relationship with your former employee.

     

    Also read more related content on why is a relieving letter important?

      Resignation Acceptance Letter Template  

    (Name)

     

    (Title)

     

    (Company)

     

    (Company Address)

     

    (Date)

     

    (Employee name)

     

    (Address)

     

    Dear (name),

     

     

    This is to confirm the acceptance of your resignation from the position of (job title of employee), which we received on (some date). As per your employment contract, your notice period ends on (some date), which will be your last working day. Please return all (company name) property, including keys, laptop, company mobile phone, corporate credit card, ID badge, parking permit, and any other company-owned property, on or before your final day of work (last working date). Kindly find attached material for departing employees regarding benefit coverage, last wages, and other information you may require. If you have any concerns or want further information, please contact Human Resources at (HR phone number) or (HR email).

     

    We understand the reasons leading to your decision, and we can only support you in what you want. We can only thank you for your time here and wish you success in your next challenge. We will happily provide a recommendation letter if you require so. We trust that you will maintain your high level of performance up to the last moment and hand over your duties seamlessly.

     

    Thank you for your work here at (company name). Good luck with your next challenge.

     

    Best Regards

     

    (Manager's signature)

     

    (Typed name of manager)

     

Should You Follow a Format While Writing a Resignation Acceptance Letter?

 

The employees who have worked for a long and displayed a sincere commitment to their work deserve to be laid off with dignity. If there is no counter-offer from the company or the employee doesn't accept the counter-offer, the resignation letter should be accepted professionally. It is imperative to continue the pleasant connection built during the employee's tenure even after departure.

 

A formal resignation acceptance letter should follow the business letter format and be officially signed and stamped. The resignation acceptance letter format should acknowledge the employee's resignation and appreciate their work and necessary offboarding details. Offering an exit interview is also an excellent practice to follow when an employee leaves the company. Overall, the resignation acceptance letter sample/email tone should be pleasant and courteous.

 

FAQs

 
  • 1. Is it necessary to announce the resignation of the employee?
  •  

    It is considered a good practice to announce the resignation in a new email to the company, allowing the other team members to send in their best wishes. It also enables creating a long-lasting professional connection with the company and co-workers. Usually, a non-work email is shared to stay in touch apart from the LinkedIn connection.

     
  • 2. What if the employee doesn't accept the counter-offer?
  •  

    If the employee rejects a counter-offer, the company should graciously accept the resignation letter. The employee can be asked to serve the notice period and train their replacement for an easy transition. If the company can't find a replacement, the employee can also be asked to refer someone to their place. Whatever be the situation, it is essential to send a resignation acceptance letter and wish good luck to the employee.

     
  • 3. Is it essential to know the reason for resignation before accepting the resignation letter?
  •  

    Employees choose to resign for various reasons; it is good to know the reason to make a wise decision, especially if the company wishes to retain them. An offer can be made to the employee which suits them and is a win-win for both the parties. If the resignation is due to salary and personal reasons, the counter-offer can be prepared in a lucrative manner considering all the situations.

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