Resignation Acceptance And Relieving Letter Format
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Today's Date]
[Recipient's Name]
[Designation]
[Company/Organization Name]
[Company Address]
[City, State, Zip Code]
Dear [Recipient's Name],
Subject: Acceptance of Resignation and Issuance of Relieving Letter
I hope this letter finds you well. I am writing this letter to officially acknowledge and accept your resignation from your position as [Your Designation] at [Company/Organization Name]. We have received your resignation letter dated [Resignation Date], in which you mentioned your last working day as [Last Working Day].
We genuinely appreciate the dedication and hard work you have contributed to the company during your tenure here. Your contributions have been valuable, and you have been an integral part of the team.
As per your notice period of [Notice Period], your last working day with [Company/Organization Name] will be on [Last Working Day]. During this period, we expect you to complete any pending assignments and facilitate a smooth transition of your responsibilities to your successor or the concerned team members.
Furthermore, you are requested to hand over all company property, documents, and any other materials in your possession that belong to the company.
Upon completion of your notice period and successful handover of responsibilities, we will issue your relieving letter. The relieving letter will certify that you have completed all formalities and obligations and that you are relieved from your position with [Company/Organization Name] as of [Last Working Day].
Please feel free to contact the HR department if you have any questions or need assistance during this transition period.
Once again, we extend our best wishes for your future endeavors. We sincerely hope you achieve success and fulfillment in your future career pursuits.
Thank you for your valuable contributions to the company.
Sincerely,
[Your Name]
[Your Designation]
[Company/Organization Name]
---
Note: The above format is a general template for the resignation acceptance and relieving letter. Make sure to customize it according to your specific situation and company policies. Also, ensure that the letter is printed on company letterhead and signed by the authorized signatory of the company.
Download Word Doc
Download PDF
Formal Resignation Acceptance and Relieving Letter
Subject: Acceptance of Resignation and Relieving from Duties
Dear [Employee’s Name],
This is to formally acknowledge the receipt of your resignation letter dated [Date]. After due consideration, your resignation has been accepted and your last working day with [Company Name] will be [Last Working Day].
Please ensure that all pending tasks, company property, and documentation are handed over to your reporting manager before your final day. Your final settlement, including dues and benefits, will be processed in accordance with company policies.
We thank you for your contributions to [Company Name] and wish you success in your future endeavors.
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
Casual Email Accepting Resignation
Subject: Resignation Accepted
Hi [Employee’s Name],
I received your resignation email, and I understand your decision. We’ll consider [Last Working Day] as your final day here. Please wrap up your pending work and hand over responsibilities before then.
It’s been great working with you, and I wish you the very best in your next chapter.
Take care,
[Your Name]
Heartfelt Resignation Acceptance Letter
Subject: Acceptance of Resignation
Dear [Employee’s Name],
It is with mixed emotions that I accept your resignation from [Company Name]. While I completely respect your decision to move forward in your career, I want to take a moment to acknowledge the immense value you have brought to this organization. Your dedication, hard work, and positive attitude will be deeply missed.
Your last working day will be [Last Working Day], and I hope you will carry with you fond memories of your time here. Please complete the formalities with HR to ensure a smooth transition.
We are truly grateful for all that you have contributed, and I personally wish you continued success and happiness in your future path.
Warm regards,
[Your Name]
[Your Designation]
Quick Acknowledgment Resignation Acceptance Email
Subject: Resignation Accepted
Dear [Employee’s Name],
This is to confirm that your resignation dated [Date] has been accepted. Your last working day will be [Last Working Day]. Kindly complete all clearance and handover procedures by then.
Thank you for your services and wishing you the best ahead.
Regards,
[Your Name]
Provisional Relieving Letter with Conditions
Subject: Provisional Relieving Approval
Dear [Employee’s Name],
We acknowledge the receipt of your resignation letter dated [Date], and your resignation has been accepted. However, your relieving will be provisional until all pending work, assets, and clearance formalities are completed. Please coordinate with HR and your reporting manager to ensure a smooth transition.
Your official relieving date is set as [Relieving Date], subject to successful completion of all responsibilities.
We wish you success in your next role.
Sincerely,
[Your Name]
[Your Designation]
Relieving Letter with Appreciation
Subject: Relieving and Best Wishes
Dear [Employee’s Name],
This is to certify that your resignation from [Company Name] has been accepted, and you are relieved of your duties effective [Last Working Day].
We sincerely appreciate the contributions you made during your tenure, especially your efforts in [mention a project/achievement]. You have been an integral part of the team, and your work has left a positive mark.
We wish you every success and happiness in your future endeavors. May your career continue to grow and flourish.
Best regards,
[Your Name]
[Your Designation]
Official and Serious Resignation Acceptance Letter
Subject: Official Acceptance of Resignation
Dear [Employee’s Name],
This letter is in reference to your resignation dated [Date]. After review, your resignation has been formally accepted, and your last working day with [Company Name] will be [Last Working Day].
Please adhere strictly to the clearance procedures outlined by HR. Your relieving will only be processed upon submission of all company assets and pending work. Any deviation may delay your final settlement.
We acknowledge your time with the company and extend our formal good wishes for your future career.
Sincerely,
[Your Name]
[Your Designation]
Simple Resignation Acceptance Message
Subject: Your Resignation Accepted
Dear [Employee’s Name],
Your resignation has been accepted, and your last working day is confirmed as [Last Working Day]. Please finish your tasks and complete handover before then.
Wishing you good luck in your next opportunity.
Best,
[Your Name]
What is a resignation acceptance and relieving letter and why do you need it?
A resignation acceptance and relieving letter is a formal document issued by an employer to confirm that an employee’s resignation has been accepted and to officially relieve them of their duties.
It serves as proof that the employee has completed their responsibilities and is free to join another organization.
This letter is often required for background verification, full and final settlement, and future employment processes.
Who should issue a resignation acceptance and relieving letter?
- Typically issued by the HR department or the direct reporting manager.
- In smaller organizations, it may come directly from the employer or company owner.
- In large corporations, the letter is usually signed by the HR head or senior management.
- It should always appear to come from an official authority who has the power to approve resignations.
When should a resignation acceptance and relieving letter be sent?
- After receiving and reviewing the resignation letter.
- Once the notice period is confirmed and accepted.
- After the employee has completed all handover responsibilities.
- On or just before the employee’s last working day.
- In provisional cases, it can be issued before relieving but subject to conditions.
Elements and structure of a resignation acceptance and relieving letter
- Subject line stating resignation acceptance.
- Employee name and resignation date.
- Confirmation of last working day.
- Mention of clearance and handover procedures.
- Acknowledgment of employee’s contributions (optional).
- Wishes for future endeavors.
- Closing with authority’s name, designation, and company name.
Formatting guidelines for resignation acceptance and relieving letters
- Keep it concise yet professional.
- Maintain a formal and respectful tone.
- Use company letterhead if printed.
- For emails, use clear subject lines like “Resignation Accepted” or “Relieving Confirmation.”
- Avoid unnecessary details that may create confusion.
- Keep paragraphs short and to the point.
Common mistakes to avoid when writing this type of letter
- Forgetting to mention the last working day.
- Not specifying conditions for clearance and handover.
- Using overly emotional or informal language in a formal document.
- Delaying the issuance of the letter, which can hinder the employee’s joining at a new company.
- Not including the authority’s signature or designation.
Tricks and tips for writing effective resignation acceptance and relieving letters
- Use templates to save time but customize them for each employee.
- Always double-check dates to avoid errors.
- Add a personal note of appreciation if the employee had a significant impact.
- Keep a digital record as well as a printed copy for company files.
- Issue the letter promptly to maintain goodwill and professionalism.
Compare and contrast: resignation acceptance letters vs. experience letters
- Resignation acceptance letter: Confirms acceptance of resignation and relieves employee of duties.
- Experience letter: Highlights employee’s skills, performance, and tenure.
- Resignation acceptance is about ending employment formally, while experience letter is about validating employment history.
- Both may be required by the employee but serve very different purposes.
After sending the resignation acceptance and relieving letter: what next?
- Ensure the employee completes exit interviews if required.
- Process the full and final settlement (salary, benefits, dues).
- Update company records to reflect the employee’s exit.
- Confirm that company assets (ID card, laptop, documents) have been returned.
- Provide the employee with an experience letter if requested.
- Keep communication polite and professional to leave a positive impression.
