When a valued team member hands in their resignation, it can come as a surprise. In that moment, it’s not always easy to know how to respond with the right mix of professionalism and warmth. Most managers want to part on good terms while also making sure the transition goes smoothly.
The way you respond matters. A clear, thoughtful resignation acceptance letter shows appreciation, confirms next steps, and keeps the door open for future opportunities.
Not sure how to word it? These examples will help you write a professional and respectful response that supports both your team and the departing employee.
Sample Letters of Acceptance of Resignation
These acceptance letters serve as templates you can customize for your specific situation. Each letter demonstrates a different approach to accepting resignations professionally while maintaining positive relationships.
1. Standard Formal Acceptance Letter
Subject: Acceptance of Resignation – [Employee Name]
[Date]
[Recipient’s address here]
Dear [Employee Name],
Thank you for submitting your resignation letter dated [date of resignation letter]. This letter confirms my acceptance of your resignation from the position of [position] at [Company Name], effective [last working day].
During your [duration] with us, your contributions to [specific department/team] have been significant, particularly your work on [mention specific projects or achievements]. Your dedication, professionalism, and expertise have been valuable assets to our organization.
As we prepare for this transition, please coordinate with [HR representative name] regarding the handover process of your current projects and responsibilities. Our HR department will schedule an exit interview and provide information about your final paycheck, benefits, and other departure procedures.
On behalf of everyone at [Company Name], I wish you success in your future endeavors. Should you need any references or assistance in the future, please feel free to contact me.
Sincerely,
[Sender’s name and designation]
2. Warm and Personal Acceptance Letter
Subject: Your Resignation – Next Steps
[Date]
[Please insert recipient’s address]
Dear [Employee Name],
I received your resignation letter yesterday, and while I’m sad to see you go, I want to personally thank you for your incredible [duration] years with our team.
Your passion for [specific skill/trait] has lifted the entire department, and your work on [specific project] last quarter directly contributed to our [specific achievement]. The office certainly won’t feel the same without your [positive trait] and [another positive trait].
Your last day on [date] gives us [number] weeks to transition your projects. Could we meet this Friday at 2 PM to discuss handover details? [Colleague name] will be taking over most of your responsibilities, so I’d appreciate your help bringing them up to speed.
Our team would like to organize a small farewell gathering on [proposed date] to celebrate your contributions and wish you well. Let me know if this works for your schedule.
The door will always remain open for you here. I’d love to stay in touch and hear about your future successes.
Warmly,
[Add sender’s name and role]
3. Regretful Yet Supportive Acceptance
Subject: Acceptance of Your Resignation with Regret
[Date]
[Recipient’s address to be added]
Dear [Employee Name],
I’ve reviewed your resignation letter dated [date] with mixed feelings. While I accept your decision to leave [Company Name] effective [last working day], I must express our team’s disappointment at losing such a valuable colleague.
Your contributions during your tenure with us have been outstanding. Your leadership on [specific project] and your innovative approach to [specific challenge] have set new standards in our department. Your technical expertise and problem-solving abilities will be greatly missed.
That said, I understand that career growth sometimes requires change, and I support your decision to pursue this new opportunity. As we prepare for your departure, please work with [supervisor/colleague name] to create a comprehensive transition plan for your current projects and responsibilities.
Our HR department will contact you shortly regarding exit procedures, final compensation, and benefit information. Should you have any questions about these matters, please contact [HR contact name] at [contact information].
While professional paths may diverge, connections remain. I hope our professional relationship continues beyond your time here at [Company Name].
With appreciation,
[Your name and position here]
4. Brief and Practical Acceptance Letter
Subject: Resignation Acceptance and Next Steps
[Date]
[Write recipient’s address here]
Dear [Employee Name],
This letter confirms acceptance of your resignation submitted on [date]. Your last working day will be [date] as requested.
Please schedule time with [Manager/Supervisor Name] this week to begin the handover process of your current projects. Additionally, please return all company property including [list relevant items: laptop, access card, etc.] to the IT department by your final day.
HR will process your final paycheck, which will include payment for [number] days of unused vacation time. You’ll receive this on [specific date] through direct deposit. Your benefits coverage will continue until [specific date].
Thank you for your [duration] of service with [Company Name].
Regards,
[Name and title of sender]
5. Acceptance with Counterofference Opportunity
Subject: Response to Your Resignation – Let’s Discuss Options
[Date]
[The recipient’s address should go here]
Dear [Employee Name],
I acknowledge receipt of your resignation letter dated [date]. Before finalizing acceptance, I’d like to schedule a private conversation to discuss your decision and explore whether there might be alternatives that could address your reasons for leaving.
Your valuable contributions to [specific team/department], particularly [mention specific achievement], have made substantial impacts on our organization. Your expertise in [specific skill] and your relationship with [clients/team members] would be difficult to replace.
If your decision relates to [potential reason: career growth, compensation, work-life balance, etc.], we might have options to better accommodate your needs within our organization. I’d welcome the opportunity to discuss these possibilities with you before processing your resignation.
Could we meet tomorrow at [time] in my office? If this doesn’t work with your schedule, please suggest an alternative time that works better for you.
Should you decide to proceed with your resignation after our discussion, we will honor your notice period ending [date] and begin transition planning accordingly.
Looking forward to our conversation,
[Insert sender’s name and position]
6. Acceptance for an Employee Retiring
Subject: Acceptance of Retirement Resignation
[Date]
[Recipient’s address goes here]
Dear [Employee Name],
This letter acknowledges receipt and acceptance of your retirement resignation dated [date]. After [number] years of dedicated service, your last working day with [Company Name] will be [date] as requested.
Your career with us has been marked by exceptional commitment and numerous achievements. The [specific department] has flourished under your guidance, and generations of employees have benefited from your mentorship. Your institutional knowledge and wisdom have shaped our company’s culture in profound ways.
To ensure a smooth transition, please work with [successor’s name] over the coming weeks. Your insights will be invaluable for maintaining continuity in operations.
We’re planning a retirement celebration on [date] at [location] to honor your outstanding career and contributions. Your family members are warmly invited to join us for this special occasion.
Additionally, our HR department will contact you shortly to discuss retirement benefits, pension arrangements, and other important information. Should you have any questions, [HR Contact Name] is available at [phone/email].
Though you’re retiring from daily work, we hope you’ll consider remaining connected with us as a consultant or advisor for special projects. Your expertise would be tremendously valuable on an occasional basis.
Thank you for your years of dedication and service. Your legacy at [Company Name] will endure long after your retirement.
With deep appreciation,
[Name and designation to be added]
7. Acceptance with Future Collaboration Opportunity
Subject: Your Resignation and Future Opportunities
[Date]
[Put recipient’s address in this spot]
Dear [Employee Name],
I’m writing to officially accept your resignation received on [date]. As requested, your last day at [Company Name] will be [final date].
Your stellar work on [specific projects] has contributed significantly to our success. During your time here, you’ve demonstrated exceptional skills in [specific areas of expertise], and your positive attitude has made you a pleasure to work with.
For transition purposes, please prepare detailed documentation of your current projects and responsibilities by [date]. [Colleague Name] will be your primary contact for the handover process.
While we’re sad to see you go, I’m intrigued by the potential for future collaboration. As your career progresses, we may have opportunities to work together as external partners or on specific projects where your specialized knowledge would be valuable. Our company often engages with independent consultants in your field, and I would welcome discussions about such arrangements after you’ve settled into your new position.
Please keep in touch and don’t hesitate to reach out if you’d like to explore collaborative opportunities down the road.
Best wishes for your new venture,
[Insert your name and title]
8. Acceptance with Immediate Relief from Duties
Subject: Acceptance of Resignation with Immediate Relief
[Date]
[The recipient’s complete address]
Dear [Employee Name],
I confirm receipt of your resignation dated [date]. After careful consideration of your request and current project timelines, we’ve decided to accept your resignation with immediate effect rather than requiring you to work through the standard notice period.
You are relieved of all duties as of today. However, you will receive full payment for the [duration] notice period specified in your contract. This compensation will be included in your final paycheck, along with any accrued vacation time and eligible bonuses.
Please coordinate with [IT Manager Name] today to return all company property and complete the necessary security protocols. [HR Representative Name] will contact you shortly to schedule an exit interview and discuss benefit continuation options.
Despite this abbreviated departure process, we value the contributions you’ve made during your time with [Company Name], particularly [mention specific contribution]. We wish you success in your future endeavors.
Should you have any questions regarding your final compensation or benefits, please contact our HR department at [contact information].
Regards,
[Your name and position should appear here]
9. Acceptance with Adjusted Last Working Day
Subject: Modified Acceptance of Your Resignation
[Date]
[Recipient’s mailing address]
Dear [Employee Name],
Thank you for your resignation letter dated [date]. After reviewing our current projects and transition requirements, I’m writing to propose an adjustment to your final working day.
While you’ve requested [originally proposed date] as your last day, our team is facing critical deadlines for the [specific project] in the coming weeks. Given your integral role in this initiative, I would like to request an extension of your notice period until [new proposed date].
In recognition of this adjustment, we’re prepared to offer [specific incentive, such as additional compensation, bonus, or other benefit] for the extended period. This would allow for proper knowledge transfer and project completion while providing you with [benefit to the employee].
Please let me know by [decision deadline] if this arrangement would be acceptable to you. If your circumstances prevent you from extending your time with us, we will of course honor your original resignation date and accelerate our transition planning accordingly.
Regardless of your decision on this matter, I want to express my sincere appreciation for your valuable contributions to our team and organization during your tenure with us.
Thank you for your consideration,
[Name and title go here]
10. Acceptance for Remote Employee
Subject: Acceptance of Resignation – Remote Position Transition
[Date]
[Address of the recipient]
Dear [Employee Name],
This letter confirms acceptance of your resignation submitted on [date] from your remote position as [job title]. As requested, your last working day will be [final date].
Working remotely presents unique challenges for departure procedures. To facilitate a smooth transition, please follow these specific steps:
1. Schedule a video conference with [Manager Name] by [date] to discuss handover of your current projects and responsibilities
2. Prepare comprehensive documentation for all ongoing projects and store them in our shared [specific storage system] by [deadline date]
3. Ship all company equipment (laptop, monitor, etc.) to our headquarters using the prepaid shipping label that will be emailed to you by [date]
4. Complete the digital exit interview form that HR will send to your personal email
5. Attend a final virtual team meeting on [date] so the team can properly acknowledge your contributions and say goodbye
Your final paycheck will be deposited on [date] and will include [relevant payments]. Our IT department will deactivate your access to company systems at 5 PM on your last day.
Despite the physical distance, your impact on our organization has been substantial. Your work on [specific achievements] demonstrated how effective remote collaboration can be when talented professionals bring their best to the table.
Thank you for your dedicated service. If you need any references or documentation regarding your employment with us in the future, please contact [HR contact name] at [contact information].
Best regards,
[Insert sender’s name and position]
Wrapping Up: Resignation Acceptance Letters
Crafting appropriate resignation acceptance letters helps maintain professional relationships and ensures smooth transitions when employees depart.
The samples provided offer various approaches for different circumstances, from standard formal acceptances to personalized responses for specific situations. Customize these templates to fit your company culture and the individual employee relationship while addressing practical transition details.
Remember that how you handle an employee’s departure leaves a lasting impression not only on them but also on remaining team members. A thoughtful, professional acceptance letter demonstrates leadership quality and organizational values during times of change.