Receiving a resignation letter from a valued employee can be a bittersweet moment for any manager or employer.
While it’s never easy to say goodbye to a talented team member, it’s essential to handle the situation with professionalism, grace, and understanding.
Sample Letters of Acknowledgment of Resignation
One of the most important steps in this process is acknowledging the employee’s resignation in writing. In this article, we’ll provide 15 sample letters of acknowledgment of resignation that you can use as a guide when responding to an employee’s decision to move on.
Letter 1: Acknowledging a Resignation with Gratitude
Subject: Resignation Acknowledgment – John Smith
Dear John,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my sincere gratitude for your dedication and contributions during your tenure with us.
Your hard work, expertise, and commitment to excellence have been invaluable to our team and have played a significant role in our company’s success. Your presence will be greatly missed, but I understand and respect your decision to pursue new opportunities.
Please know that I am available to support you in any way I can during this transition. If there is anything I can do to assist you, please don’t hesitate to ask.
Thank you again for your service to [Company Name]. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 2: Acknowledging a Resignation with Well Wishes
Subject: Resignation Acknowledgment – Sarah Johnson
Dear Sarah,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my heartfelt well wishes as you embark on the next chapter of your career.
During your time at [Company Name], you have been an integral part of our team, consistently demonstrating a strong work ethic, a positive attitude, and a commitment to our company’s values. Your contributions have not gone unnoticed, and your presence will be deeply missed.
As you prepare to leave, please know that you have our full support. If there is anything we can do to help with your transition, please don’t hesitate to reach out.
Thank you for your dedication and service to [Company Name]. We wish you every success and happiness in your future endeavors.
Best regards,
[Your Name] [Your Title].
Letter 3: Acknowledging a Resignation with an Exit Interview Request
Subject: Resignation Acknowledgment and Exit Interview Request – Michael Brown
Dear Michael,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my appreciation for your contributions and commitment during your time with us.
As part of our company’s standard procedure, I would like to schedule an exit interview with you to discuss your experience at [Company Name] and gather any feedback you may have. This information will be invaluable in helping us improve our workplace and better support our employees.
Please let me know your availability for an exit interview in the coming weeks. I am happy to accommodate your schedule.
Thank you again for your service to [Company Name]. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 4: Acknowledging a Resignation with a Reference Offer
Subject: Resignation Acknowledgment and Reference Offer – Emily Davis
Dear Emily,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my gratitude for your outstanding contributions to [Company Name].
During your tenure with us, you have consistently demonstrated exceptional skills, a strong work ethic, and a commitment to excellence. Your impact on our team and our company’s success cannot be overstated.
As you prepare to move on to new opportunities, please know that I would be more than happy to provide a positive reference for you. Your future employer will be fortunate to have someone with your talent and dedication on their team.
Thank you for your service to [Company Name]. If there is anything I can do to support you during this transition, please don’t hesitate to ask.
Wishing you all the best,
[Your Name] [Your Title].
Letter 5: Acknowledging a Resignation with Regret
Subject: Resignation Acknowledgment – David Wilson
Dear David,
It is with regret that I acknowledge receipt of your resignation letter dated [date]. Your decision to leave [Company Name] comes as a surprise, and your presence will be deeply missed.
During your time with us, you have been an invaluable member of our team, consistently demonstrating exceptional skills, a strong work ethic, and a commitment to our company’s values. Your contributions have been instrumental in our success, and it will be difficult to fill the void left by your departure.
While I respect your decision to pursue new opportunities, I want you to know that our door will always be open should you ever wish to return. Your talent and dedication are truly appreciated.
Please let me know how I can support you during this transition. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 6: Acknowledging a Resignation with a Reminder of Obligations
Subject: Resignation Acknowledgment and Reminder of Obligations – Jessica Thompson
Dear Jessica,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my appreciation for your contributions during your time with us.
As you prepare to leave, I would like to remind you of your obligations as outlined in your employment contract, including [list specific obligations, such as non-disclosure agreements, non-compete clauses, or the return of company property]. Please ensure that you review and comply with these requirements before your last day of employment.
If you have any questions or concerns regarding your obligations, please don’t hesitate to reach out to me or our human resources department.
Thank you for your service to [Company Name]. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 7: Acknowledging a Resignation with a Transition Plan
Subject: Resignation Acknowledgment and Transition Plan – William Anderson
Dear William,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my gratitude for your contributions to [Company Name].
As we prepare for your departure, I would like to discuss a transition plan to ensure a smooth handover of your responsibilities. Please schedule a meeting with me at your earliest convenience so that we can review your current projects, identify any outstanding tasks, and determine the best course of action for transferring your knowledge to other team members.
Your commitment to a seamless transition is greatly appreciated and will help minimize disruptions to our operations.
Thank you for your service to [Company Name]. If there is anything I can do to support you during this process, please don’t hesitate to ask.
Best regards,
[Your Name] [Your Title].
Letter 8: Acknowledging a Resignation with a Counteroffer
Subject: Resignation Acknowledgment and Counteroffer – Olivia Johnson
Dear Olivia,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I respect your decision to pursue new opportunities, I want to express my sincere desire to retain you as a valued member of our team at [Company Name].
In recognition of your exceptional skills, dedication, and contributions to our company, I would like to present you with a counteroffer. The details of this offer include [list specific details, such as a salary increase, additional benefits, or a change in job title or responsibilities].
I believe that [Company Name] can continue to provide you with the challenges, growth opportunities, and support you seek in your career. I would be happy to discuss this counteroffer with you in more detail and answer any questions you may have.
Please take some time to consider this proposal. I sincerely hope that we can find a way to keep you as a member of our team.
Sincerely,
[Your Name] [Your Title].
Letter 9: Acknowledging a Resignation with a Request for Feedback
Subject: Resignation Acknowledgment and Request for Feedback – Ethan Brown
Dear Ethan,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my appreciation for your contributions to [Company Name].
As you prepare to leave, I would greatly value your feedback on your experience working with us. Your insights and suggestions could help us improve our workplace and better support our employees.
If you’re willing, please take a few moments to complete the attached exit survey or schedule a time to discuss your experiences with me directly. Your honest feedback is essential to our company’s growth and success.
Thank you for your service to [Company Name]. If there is anything I can do to support you during this transition, please don’t hesitate to ask.
Best regards,
[Your Name] [Your Title].
Letter 10: Acknowledging a Resignation with a Farewell Invitation
Subject: Resignation Acknowledgment and Farewell Invitation – Sophia Davis
Dear Sophia,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my gratitude for your dedication and contributions during your tenure with us.
To celebrate your time at [Company Name] and wish you well in your future endeavors, I would like to invite you to a farewell gathering on [date] at [time] in [location]. This will be an opportunity for your colleagues and friends to express their appreciation for your hard work and to say goodbye.
Please let me know if you would like to attend, and if there are any specific individuals you would like to invite.
Thank you again for your service to [Company Name]. You will be deeply missed, and we wish you all the best in your next chapter.
Sincerely,
[Your Name] [Your Title].
Letter 11: Acknowledging a Resignation with a Thank You Gift
Subject: Resignation Acknowledgment and Thank You Gift – Liam Wilson
Dear Liam,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my heartfelt gratitude for your outstanding contributions to [Company Name].
During your time with us, you have consistently demonstrated exceptional skills, a strong work ethic, and a commitment to excellence. Your impact on our team and our company’s success cannot be overstated.
As a token of our appreciation, please accept the enclosed gift [describe the gift, such as a gift card, a personalized item, or a gift basket]. We hope that this small gesture conveys our sincere thanks for your hard work and dedication.
Thank you for your service to [Company Name]. If there is anything I can do to support you during this transition, please don’t hesitate to ask.
Wishing you all the best,
[Your Name] [Your Title].
Letter 12: Acknowledging a Resignation with a LinkedIn Recommendation Offer
Subject: Resignation Acknowledgment and LinkedIn Recommendation Offer – Ava Thompson
Dear Ava,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my appreciation for your contributions and commitment during your time with us.
As you embark on the next chapter of your career, I would be more than happy to provide a positive recommendation for you on LinkedIn. Your skills, work ethic, and achievements deserve recognition, and I believe that a strong recommendation could help you in your job search.
Please let me know if you would like me to write a recommendation, and feel free to provide me with any specific points you would like me to highlight.
Thank you again for your service to [Company Name]. I wish you every success in your future endeavors.
Best regards,
[Your Name] [Your Title].
Letter 13: Acknowledging a Resignation with a Request to Stay in Touch
Subject: Resignation Acknowledgment and Request to Stay in Touch – Noah Johnson
Dear Noah,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my gratitude for your contributions to [Company Name].
During your tenure with us, you have been an integral part of our team, consistently demonstrating a strong work ethic, a positive attitude, and a commitment to our company’s values. Your presence will be deeply missed.
As you move on to new opportunities, I want to express my desire to stay in touch. Your talent and insights are valuable, and I believe that maintaining a professional connection could be mutually beneficial.
Please feel free to reach out to me if you ever need assistance or advice in your career. I would be more than happy to support you in any way I can.
Thank you for your service to [Company Name]. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 14: Acknowledging a Resignation with a Request for an Exit Survey
Subject: Resignation Acknowledgment and Exit Survey Request – Isabella Anderson
Dear Isabella,
I am writing to acknowledge receipt of your resignation letter dated [date]. While I am saddened to learn of your decision to leave [Company Name], I want to express my appreciation for your dedication and contributions during your time with us.
As part of our company’s continuous improvement efforts, we value the feedback of our departing employees. Your insights and experiences could help us identify areas where we can enhance our workplace and better support our team members.
I kindly request that you complete the attached exit survey, which covers topics such as your reasons for leaving, your experience with your manager and colleagues, and your overall satisfaction with [Company Name]. Your honest and constructive feedback is greatly appreciated.
Please complete the survey at your earliest convenience and return it to our human resources department.
Thank you again for your service to [Company Name]. I wish you all the best in your future endeavors.
Sincerely,
[Your Name] [Your Title].
Letter 15: Acknowledging a Resignation with a Reminder of the Offboarding Process
Subject: Resignation Acknowledgment and Offboarding Process – Mia Thompson
Dear Mia,
I have received your resignation letter dated [date], and I wanted to take a moment to acknowledge your decision and express my gratitude for your contributions to [Company Name].
As you prepare to leave, I would like to remind you of our company’s offboarding process. Please schedule a meeting with your manager and human resources representative to discuss the following:
1. Transferring your responsibilities and knowledge to other team members
2. Returning any company property, such as laptops, access cards, or keys
3. Reviewing and signing any necessary exit paperwork
4. Discussing your final pay and benefits
Your cooperation in completing the offboarding process is greatly appreciated and will help ensure a smooth transition for both you and the company.
Thank you for your service to [Company Name]. If there is anything we can do to support you during this time, please don’t hesitate to ask.
Best regards,
[Your Name] [Your Title].
Conclusion
Acknowledging an employee’s resignation is a critical step in maintaining a positive and professional relationship, even as they prepare to leave the company.
By using these sample letters as a guide and tailoring them to your specific situation, you can express your gratitude, offer support, and ensure a smooth transition for all parties involved.
As a manager or employer, it’s essential to approach resignations with empathy, understanding, and a focus on the future. By handling these situations with grace and professionalism, you can minimize disruptions to your team, maintain morale, and foster a positive reputation for your company.
Remember, while it’s never easy to say goodbye to a valued team member, their resignation can also be an opportunity for growth and change within your organization. By learning from their experiences and feedback, you can identify areas for improvement and take steps to create a more supportive, engaging, and successful workplace for your remaining employees.