Resignation Acceptance Letter From Manager
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Today's Date]
[Recipient's Name]
[Recipient's Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Recipient's Name],
Subject: Resignation Acceptance
I hope this letter finds you in good health and high spirits. I am writing to formally acknowledge and accept your resignation from your position as [Your Employee's Job Title] at [Company Name], effective [Last Working Day], as communicated in your resignation letter dated [Resignation Date].
While it saddens us to see a valued team member leave, we understand that opportunities for personal and professional growth sometimes lead us in different directions. I want to express my appreciation for your contributions and dedication during your tenure with [Company Name]. Your hard work and commitment have been instrumental in the success of [your team or department], and your absence will undoubtedly be felt.
Please know that you have left a positive impact on the team, and your efforts have been recognized and appreciated by both management and your colleagues. We wish you all the best in your future endeavors and have no doubt that you will excel in your new endeavors as well.
As you prepare to transition to your new role, we will do our best to ensure a smooth handover process. Should you need any assistance or support during this period, please do not hesitate to reach out to me or anyone on the team.
Additionally, please make sure to complete any pending tasks and hand over any relevant information or files before your departure date to facilitate a seamless transition.
On behalf of [Company Name], I extend my gratitude for your service, and I hope our paths cross again in the future.
Thank you once again for your dedication and commitment. Wishing you success and fulfillment in all your future endeavors.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
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Formal Resignation Acceptance Letter
Subject: Acceptance of Resignation
Dear [Employee Name],
I have received and reviewed your resignation letter dated [Date]. This is to formally acknowledge and accept your resignation from your position as [Position] at [Company Name], effective [Last Working Day].
We appreciate your contributions to the team and wish you the best in your future endeavors. Please ensure all pending tasks are completed and handover processes are followed before your departure.
Sincerely,
[Manager Name]
[Designation]
[Company Name]
Heartfelt Resignation Acceptance Letter
Subject: Resignation Acceptance
Dear [Employee Name],
It is with mixed emotions that I accept your resignation from [Company Name]. Your dedication, hard work, and positive energy have made a lasting impact on our team.
Though we will miss your presence, I sincerely wish you success and happiness in your next journey. Thank you for your invaluable contributions and the memories we shared.
Warm regards,
[Manager Name]
[Designation]
Provisional Resignation Acceptance Letter
Subject: Provisional Acceptance of Resignation
Dear [Employee Name],
I acknowledge receipt of your resignation dated [Date]. Your resignation is provisionally accepted, pending the completion of all pending projects and the handover of responsibilities.
Your final confirmation will be communicated upon satisfactory completion of these requirements. We appreciate your cooperation during this transition period.
Regards,
[Manager Name]
[Designation]
[Company Name]
Quick Email Resignation Acceptance
Subject: Resignation Accepted
Hi [Employee Name],
This is to confirm that your resignation has been accepted. Your last working day will be [Date]. Thank you for your contributions to the team.
Best wishes,
[Manager Name]
Formal and Official Resignation Acceptance Letter
Subject: Official Resignation Acceptance
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date]. This is to formally accept your resignation from your position at [Company Name], effective [Last Working Day].
Please ensure all company property is returned, and any outstanding tasks are completed. We wish you continued success in your future endeavors.
Sincerely,
[Manager Name]
[Designation]
[Company Name]
Simple and Friendly Resignation Acceptance Email
Subject: Resignation Acknowledgment
Hi [Employee Name],
I’ve received your resignation and accept it. Thank you for all your hard work and dedication. Wishing you the very best for your next adventure!
Cheers,
[Manager Name]
What is a Resignation Acceptance Letter and Why It Is Needed
- A resignation acceptance letter is an official response from a manager acknowledging an employee's decision to leave the organization.
- It formalizes the end of the employment relationship and documents the final working date.
- The purpose is to provide clarity, maintain professionalism, and ensure a smooth transition.
- It serves as a reference for HR, payroll, and future employment verification.
Who Should Send a Resignation Acceptance Letter
- Typically sent by the employee's immediate manager, supervisor, or HR representative.
- It can also be issued by a department head or director if company policy requires higher-level authorization.
- The sender should have authority to acknowledge the resignation and confirm last working details.
Whom Should the Letter Be Addressed To
- Primarily addressed to the resigning employee.
- Copies may be sent to HR, payroll, and other relevant departments.
- In certain cases, higher management may also receive a copy for records.
When to Send a Resignation Acceptance Letter
- Immediately after receiving the resignation letter to confirm acknowledgment.
- When final working dates and handover processes are agreed upon.
- During transitional periods for internal planning and project continuity.
- Before any official exit formalities are initiated.
How to Write and Send a Resignation Acceptance Letter
- Review the employee’s resignation letter and verify dates.
- Decide on the tone: formal, casual, heartfelt, or provisional.
- Include clear acknowledgment of the resignation, last working day, and next steps.
- Send through the appropriate mode: printed letter for official records or email for digital communication.
Formatting Guidelines for Resignation Acceptance Letters
- Keep the letter concise, usually one page.
- Use a professional tone unless a more personal approach is appropriate.
- Clearly state the effective last working day.
- Include a closing note wishing the employee well.
- Use proper subject lines for emails and appropriate headings for printed letters.
Checklist and Prerequisites Before Sending the Letter
- Verify the resignation date and employee details.
- Confirm pending work and handover responsibilities.
- Ensure compliance with company policies and HR procedures.
- Decide the tone and style appropriate for the situation.
- Prepare copies for HR and management records.
Elements and Structure of a Resignation Acceptance Letter
- Subject line: Clear and direct.
- Greeting: Address the employee politely.
- Acknowledgment: Confirm receipt and acceptance of resignation.
- Effective date: State last working day.
- Handover instructions: Include if required.
- Closing remarks: Appreciate contributions and wish future success.
- Signature: Manager or authorized representative.
Common Mistakes to Avoid
- Delaying acknowledgment of the resignation.
- Using vague or unclear language regarding the last working day.
- Failing to include next steps or handover instructions.
- Overly casual tone in formal or official communications.
- Not keeping a copy for HR and company records.
After Sending the Resignation Acceptance Letter
- Ensure the employee confirms receipt, especially for email communications.
- Begin planning the transition and knowledge transfer process.
- Update HR, payroll, and management records.
- Follow up on any pending tasks to ensure smooth exit.
Tips and Best Practices
- Always acknowledge the resignation promptly.
- Match the tone to the employee relationship and company culture.
- Keep a copy for HR and legal compliance.
- Offer assistance for a smooth transition, if possible.
- Customize templates rather than sending generic messages.
FAQ About Resignation Acceptance Letters
- Q: Is it mandatory to send a resignation acceptance letter?
A: While not always legally required, it is considered best practice for documentation and clarity. - Q: Can the letter be sent via email?
A: Yes, email is acceptable, especially for digital communication, but formal printed letters may also be required. - Q: Should it include reasons for accepting or declining resignation?
A: Only acknowledgment and confirmation of dates are necessary; reasons are usually not included. - Q: Can the letter be provisional?
A: Yes, if certain conditions must be met before final acceptance.
