How to Write a Resignation Acceptance Letter? Format, Tips, and 12 Samples

When you send your resignation letter, the firm replies with an acknowledgement and confirmation. In literary terms, it is the resignation acceptance letter issued by the management of the company in response to your request.  

But you might be confused as to what this letter actually entails and how to compose the best one.

Here, we will learn about the key elements and official format through 12 different resignation accepted letter samples. Additionally, we will provide some productive tips to help you write such letters. 

What is a Resignation Acceptance Letter?

A resignation acceptance letter is an official letter from the employer to the employee to confirm the acceptance of his/her resignation. This document is to keep an official record of the offboarding of the employee, and also to maintain the payroll and professional communication. This letter is a mark for the employee that his notice period will begin from the next day. 

It also serves as the first response from the official authority when the resignation process of the employee begins. The employee further focuses on wrapping up his roles and receives other documents from the employer, such as a relieving letter and a no-due certificate. 

In general terms, it serves a dual purpose. The employer begins recruitment to replace the outgoing worker, and the worker starts the process of transition to the job.

Suggested Read: Bimonthly vs Biweekly Payroll – What You Need to Know in 2025

How to Write a Resignation Acceptance Letter

Structure and basic elements of the resignation acceptance letter matter a lot. Being a formal and authoritative document, it must be provided in a specific format, containing some mandatorily required elements.

Here are some key elements of this letter that you must mandatorily incorporate while writing one. 

Beginning 

1. Title: The letter must have the title, i.e., “RESIGNATION ACCEPTANCE LETTER,” written in bold caption to highlight the context of the letter. 
2. Date: At the top left, make sure the date is mentioned clearly so that it shows the exact day the letter was sent.
3. Header: Put the name and address of the company below the date to make it look more formal and professional.

Body 

1. Salutation: Start with a polite greeting that includes the employee’s name and keeps the tone respectful. Here are some samples of salutations you can choose from. 
   • “Dear [Employee’s Name],”
   • “Hello [Employee’s Name],”
   • “To [Employee’s Name],”
   • “Dear Mr./Ms. [Last Name],”
   • “Greetings [Employee’s Name],”

2. Acknowledgment and Acceptance: In this section, you have to clearly mention that you received the resignation and that you accept it.
3. Last Day of Work: To make sure there is no confusion about the notice period, make it clear when the employee’s last day of work will be.
4. Closing Lines: Thank the employee for his/her hard work and wish them luck in their career.

   You can use the closing lines such as 

   • “Thank you for all the hard work and effort you did while you were here. We wish you happiness and success in the future.”
   • “We appreciate all the hard work you’ve done and the dedication you’ve shown. We hope your career continues to grow.”
   • “Best wishes for the future and success in everything you do, both professionally and personally.”

Ending

1. Employer’s Signature: To make the letter official, end it with the manager’s or HR’s signature and title. This part is to certify that the letter has been approved by the recognized authority and contains the authentic and authorized value in the official conversation. 
2. Employers’ Details: The last thing in the letter must be the details of the employer or the authority sending the letter. 

Consolidating and bringing all these elements into a formal structure, here is the format of an effective resignation letter that you must follow.

RESIGNATION ACCEPTANCE LETTER Date: Name of Employee Address of Employee Salutation, ———————————-Acknowledgement of the resignation————————— —————————————Last Working Day————————————— ——————————-Closing Lines————————————————— Your Name Signature Designation Company Name

This letter format can be used either in hard copy or to send an email. 

Although the format remains the same, the body of the resignation acceptance letter format changes with its context, i.e., the reason for the resignation and the company’s response to it.

12 Resignation Acceptance Letter Sample

The resignation acceptance letter is essential in communicating the decision of the designated official authority regarding the acceptance of the resignation. 

As an employee has a few general reasons to resign from a job, such as relocation, retirement, education, career progress, etc., the language of the resignation acceptance letter changes accordingly. 

Here are 12 resignation acceptance letter samples that you can use in their pristine form and format for official purposes. 

1. For Accepting a New Opportunity

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter confirms that we have received your resignation letter for your job as [Job Title] at [Company Name] on [Date of Resignation Letter]. We understand that you want to look for other job opportunities. We are sad to see you go, but we understand your desire for professional growth and fully support your next step. We appreciate your dedication and hard work while you were here. Your contributions to [mention specific projects or areas] have been very helpful. In line with your notice period, your last day of work will be [Last Day of Work]. We would appreciate your help in finishing up your current projects and training your replacement to make the transition go smoothly. If you have any questions during this process, please feel free to contact me or the HR team. Your Name Signature  Designation  Company Name

2. Relocation to a New Place 

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter confirms that we accept your resignation owing to your decision to relocate with your family, which will take effect on [Last Working Day]. We appreciate your hard work and dedication while you were with [Company Name]. We understand and appreciate your decision and wish you and your family success and prosperity. Before you leave, please work with your manager to make sure everything goes smoothly and finish all the paperwork with HR. Your Name Signature  Designation  Company Name

3. Health Issues

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) We got your resignation letter dated [Resignation Date], mentioning that you were leaving for medical reasons. We accept your resignation, which will take effect on [Last Working Day]. Your health and well-being are our top priorities, and we are sorry to see you go, but we fully support your decision to focus on getting better and healthier. We appreciate how dedicatedly you worked while you were with us. Please work with HR to make sure your exit goes smoothly and that you return any company property. Wishing you strength, a quick recovery, and the best of luck for the future. Your Name Signature  Designation  Company Name

4. Career Change

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter confirms and accepts your resignation, which will take effect on [Last Working Day]. We value the work you did for [Company Name] and understand your choice to leave. Please work with your boss to make sure that the responsibilities are handed over conveniently and that you follow all of HR’s offboarding procedures. We hope you have a great career in the future. Your Name Signature  Designation  Company Name

5. For Retirement 

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) We accept your resignation, which you sent on [Resignation Date] and which will take effect on [Last Working Day]. We thank you and wish you all the best in your retirement. Your many years of hard work at [Company Name] have made a difference that will last, especially your leadership in [department/project]. We will miss your wisdom and dedication. We hope you have a happy and fulfilling retirement. Please finish all of your onboarding paperwork with HR, and feel free to ask for help. Thank you for all your hard work and efforts, and best wishes for your retirement. Your Name Signature  Designation  Company Name

6. Personal Reasons

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) We got your resignation letter dated [Resignation Date] and accepted it. Your last day of work will be [Last Working Day]. We understand that your reasons for leaving are personal, and we appreciate your honesty. We really value everything you’ve done for [Company Name], especially in [department/project]. We wish you peace and happiness in your personal life in the future. Before you leave, please make sure that all of your pending work and handover tasks are done. Our HR department will get in touch with you to go over the last steps of your clearance. We appreciate your time with us once more and wish you all the best in the future. Your Name Signature  Designation  Company Name

7. Career Progress 

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) I am writing to officially accept your resignation from your job as [Job Title], effective [Last Working Day], as you mentioned in your resignation letter dated [Resignation Date]. We are sad to see you go, but we understand and support your choice to look for ways to move up in your career. Your work on [mention specific projects or departments] at [Company Name] was very important and helped us achieve our goals. We really appreciate your hard work and professionalism. Please make sure to work closely with your boss and coworkers to make sure that your duties are handed over smoothly. The HR department will get in touch with you soon about the paperwork you need to go through when you leave, your final payments, and how to return company property. We wish you all the best in your future endeavors and hope that your new job helps you grow and succeed even more. Sincerely, [Your Name] [Your Title] [Company Name] Your Name Signature  Designation  Company Name

8. For Studies

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter is to let you know that I accept your resignation that you have applied to continue your studies. Because you resigned on [Resignation Date], your last day of work will be [Last Working Day]. Thank you for everything you did while you were at [Company Name]. Your dedication and hard work on [specific role or project] were very helpful. We understand and support your decision to focus on your studies. This is a great step toward your personal and professional growth. Please make sure that your teammates or designated replacement gets a full handover of their tasks and responsibilities. The HR team will get in touch with you to go over the details of your departure, such as your final settlement and benefits. Thank you for all your hard work. We hope you do well in your studies. Your Name Signature  Designation  Company Name

9. Pursuing Entrepreneurship

   RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) We accept your resignation dated [Resignation Date] as you have decided to set up your own business. Your last day of work will be [Last Working Day]. We really appreciate all the hard work and dedication you’ve put into [Company Name]. We hope you stay in touch and wish you the best of luck with your new business. Please assist HR in planning your exit and return of company property. Your Name Signature  Designation  Company Name

10. For a Better Work-life Balance

    RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter acknowledges receipt of your resignation letter for the position [Job Title] with [Company Name]. We understand and support your desire to find an environment that facilitates a healthy work-life balance. Finding a job environment that complements personal life is essential. Your contributions to [mention specific projects or areas] have been invaluable, and we are immensely appreciative of all your hard work during your tenure here. We sincerely thank you for making a difference during this period! Your last day of employment will be [Lower Day of Work]. In order to ensure a smooth transition, we would appreciate your assistance in finishing any current projects or training your replacement as we look ahead. Please reach out if any queries arise along the way. Either I or the HR team would be happy to help. We wish you the very best in finding an environment that allows for greater balance and fulfillment in your work life. Your Name Signature  Designation  Company Name

11. To avoid structural changes in the firm 

    RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) This letter acknowledges receipt and acceptance of your resignation from your position at (Company name), effective (Last working day), as submitted on (Resignation date). We understand your decision to voluntarily resign in light of the upcoming organizational changes and potential layoffs. While your professionalism and contributions have always been valued, we respect your proactive choice during this transition period. Thank you for your dedication and hard work throughout your time with us. Your efforts have made a positive impact on the team, and you will be truly missed. Please ensure all pending work, handovers, and required processes are completed before your final day. For any assistance during your transition, contact the HR team.  We wish you continued success in your future endeavors and are happy to provide a reference if needed. Your Name Signature  Designation  Company Name

12. Seeking a better work model

    RESIGNATION ACCEPTANCE LETTER Date:  Name of Employee Address of Employee Dear (Employee Name) We acknowledge the receipt and acceptance of your resignation from your position at (Company Name), effective (Last Working Day), as submitted on (Resignation Date). We truly respect your decision to pursue a work model that better suits your needs, such as hybrid or remote work arrangements. While we are saddened to see you leave, we appreciate the dedication and professionalism you have shown during your time with us. Thank you for your valuable contributions and hard work. Please ensure all necessary handover procedures are completed before your departure to ensure a smooth transition between the jobs. We wish you continued success in your future endeavors and are happy to provide a reference if needed. Your Name Signature  Designation  Company Name

You can either refer to these resignation acceptance letter samples or use them directly as per your convenience. 

Why is a Resignation Acceptance Letter Necessary?

A resignation acceptance email or letter is necessary for recording the official correspondence and adhering to the labor and corporate legislations and provisions. Besides, it is also essential for certain other reasons that, as an HR, you must stay aware of. 

1. For Documentation: Like other documents, such as a resignation letter and an appointment letter, it is also documented by the HR team for official records.
2. To Confirm Acceptance of Resignation: It also serves the purpose of acknowledging and providing administrative clearance for the resignation of the employee.
3. For Legal Compliance: The local laws have certain guidelines about the onboarding and offboarding of employees to assist the working personnel. This letter helps the firm stay upright in employee management. 
4. Keep Clarity in Communication: This document is also necessary to dictate any instructions to the employee for the notice period, for example, he/she can be allowed to work from home (WFH) or can work in a hybrid mode.

Although we have provided you with a resignation acceptance letter format and 12 samples, you might find some different circumstances of resignation of an employee that might not be mentioned here. In that situation, you need to follow some points to structure an official letter or email.

Also Read: How to Become an HR Manager in a Company? (2025)

Tips to Write a Good Resignation Acceptance Letter

The resignation acceptance letter format and structure require utmost attention and consideration to make it professional, and these responsibilities lie with the HR team. To make it more professional, here we are providing you with some tips in the form of dos and don’ts that you can incorporate into it.

Do’s:

1. Keep Language Clear: Use simple and clear language that makes the message easy to understand. Keep the tone simple, polite, and respectful throughout the letter.
2. Maintain Professionalism: Write respectfully and formally that reflects the organization’s values. This helps leave a positive impression on the departing employee.
3. Keep Confidentiality: Respect the employee’s privacy by not disclosing resignation details to others. It is highly advised to treat the communiqué with discretion and sensitivity to maintain professional integrity.
4. Offer Support and Alternatives: Show genuine willingness to assist the employee during the job transition. You can also suggest alternatives, like serving notice period flexibly or providing guidance if needed by the outgoing employee.
5. Ensure Prompt Response: Acknowledge the resignation on time, so the employee feels valued and respected. Delays may stimulate confusion about their status in the company. This can be accelerated by employing the best HR management tool, such as Managetrix, to keep an eye on the employees’ payroll, onboarding, and offboarding activities. 

Don’ts:

1. Avoid Long Responses: The letter should be precise and to the point, and must acknowledge the resignation, along with passing best wishes to the outgoing employee.
2. Don’t Criticize or Give Personal Opinions: Focus on acknowledging the resignation without pointing out negatives in the document. A professional farewell note to the employee should not include personal judgments regarding their professional or non-professional perspectives.  

Conclusion

Resignation acceptance letter is an important part of the official correspondence, and being an HR, you must incorporate its essential elements, format, and language. You can refer to the above resignation accepted letter samples for official purposes, or you can follow the mentioned tips to write one such letter on your own.

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