HR Email Template
Resignation Acceptance Email Templates
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A Resignation Acceptance Email is a formal communication from an employer to an employee, acknowledging the receipt and acceptance of the employee's resignation. This letter confirms the end date of employment and outlines the necessary steps to ensure a smooth transition.
Confirms receipt of the resignation and formally accepts it.
Provides clear communication on the employee's last day of work.
Ensures that responsibilities are handed over smoothly.
Outlines the process for final paycheck and return of company property.
Maintains a positive relationship with the departing employee and leaves a good impression of the company.
Provide the reason(s) for the termination.
Specify the effective date of termination.
Formally acknowledge and accept the resignation.
Clearly state the employee’s last day of work.
Outline the handover process and return of company property.
Mention the processing of the final paycheck and settlement of benefits.
Express appreciation for the employee’s contributions and wish them success in their future endeavors.
Choose the format that fits your situation. All three templates are available as a free Word download below.
Template 1 — Standard
Subject Line: Acceptance of Resignation – [Employee Name]
Dear [Employee's Name],
We have received your resignation letter dated [Resignation Date], and we regretfully accept your decision to leave [Company Name]. Your last working day will be [Last Working Day].
Please ensure that all your responsibilities are handed over to [Replacement's Name/Team] and any company property is returned by your last working day. Your final paycheck will be processed and any remaining benefits will be settled accordingly.
We appreciate your contributions to the company and wish you success in your future endeavors. Please feel free to reach out if you need any assistance during your transition.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Template 2 — Short Notice Period
Subject Line: Resignation Acceptance – Immediate Relief
Dear [Employee's Name],
We acknowledge receipt of your resignation letter dated [Resignation Date]. After careful consideration, we have agreed to waive the remaining notice period and accept your resignation with an effective last working day of [Last Working Day].
Please complete the exit formalities — knowledge transfer, return of assets, and clearance from relevant departments — before [Last Working Day]. HR will share the full exit checklist shortly.
We thank you for your service and wish you all the best ahead.
Regards,
[Your Name]
[Your Job Title]
[Company Name]
Template 3 — Appreciative Tone (Senior Employee)
Subject Line: Your Resignation – With Gratitude
Dear [Employee's Name],
It is with mixed emotions that we accept your resignation, effective [Last Working Day]. While we are sad to see you go, we fully respect your decision and are grateful for everything you have contributed during your [X years] with [Company Name].
Your work on [specific project or role] has had a lasting impact on the team, and your dedication has set a high standard for those who follow. We would love to stay in touch and hope our paths cross again professionally.
Please coordinate with HR on the exit process, and do not hesitate to reach out to me directly if there is anything we can do to make your transition smooth.
With appreciation,
[Your Name]
[Your Job Title]
[Company Name]
