A resignation acceptance letter formally acknowledges an employee's resignation, confirms their last working day, and sets out handover expectations — it's the company's written response once an employee chooses to leave. Download the free Word and PDF version below.
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What a Resignation Acceptance Letter Must Include
- Employee details: name, ID, department, designation, and the date issued
- Acknowledgement of the resignation and its date
- The confirmed last working day, accounting for notice period
- Handover expectations: responsibilities, documents, company property, and access
- How final settlement will be processed
- A closing note thanking the employee for their contribution
- Signature of the authorized signatory
How to Use This Template
- Confirm the last working day based on the notice period in the employee's appointment letter, not just the date they proposed
- Send this promptly after receiving the resignation — a delayed or missing acknowledgement is a common, easily avoidable complaint
- Keep the tone professional and genuinely appreciative; this is often an employee's last formal interaction with the company before becoming an alumnus or reference
- Once the last working day arrives and handover is complete, issue the relieving and experience letters separately
Resignation Acceptance vs. Relieving Letter
A resignation acceptance letter is sent at the start of the notice period, confirming the company has received and accepted the resignation. A relieving letter is sent at the end, once the employee's last working day has actually passed and handover is confirmed. They serve different moments in the same exit process — most companies issue both.
Disclaimer: this is a general template, not legal advice. Review it against your company policy and applicable law — ideally with legal counsel — before use, especially since this document can affect someone's employment.