Resignation Acceptance Letter Template

A resignation acceptance letter is a written acknowledgment from the employer confirming that an employee’s resignation has been received and accepted. It records the employee’s last working day and sets out what needs to be done before they leave, such as handovers and returning company property.

Unlike informal conversations, this letter provides a clear record that becomes part of both HR files and the employee’s personal documentation.

The resignation acceptance letter matters because it formalizes the exit process. It makes the timelines clear, confirms that notice requirements are being met, and ensures both sides agree on the final day of work.

It also lays out what happens next—whether that’s finishing projects, handing over responsibilities, or arranging the return of equipment. For payroll and HR, it’s a reference point to calculate final pay, unused leave payouts, or other entitlements. For the employee, it’s a straightforward confirmation of what to expect before their departure.

Most resignation acceptance letters will cover:

• The employee’s name, role, and department
• The date the resignation was received
• The confirmed last working day
• Instructions for handovers and a contact person for the transition
• A reminder about returning company property and system access cutoff
• Details of final pay or benefits, where applicable
• A short note of thanks for their contribution
• Signature from HR or the reporting manager

An employer generally cannot refuse a resignation, since it is the employee’s decision. They may only set the last working day within the notice period or request a different date, depending on contract terms and local law.

The final payout may be adjusted based on company policy or local employment law. Some companies deduct the shortfall from the final salary.