How to write a resignation acceptance letter

Employees will resign for many different reasons, to move on to other employment opportunities, poor leadership, make more money, don't fit the company culture, go back to school, travel, raise a family, and because of health issues, to name a few.

Having a resignation policy or process in place provides clear guidance aligned with the company’s culture to the employee leaving. That process would include responding to the employee’s resignation with a resignation acceptance letter.

What is a resignation acceptance letter? 

It formally acknowledges the employee’s resignation and clarifies the following steps and timelines relating to their departure. 

Once the letter has been sent to the employee, other details such as working through how you will announce their departure to the team and the broader organisation can be put in place. Plans to celebrate the employee’s time with the company can be organised and consider whether the employee’s role needs to be backfilled or redesigned.

How to write a resignation acceptance letter

It is a formal document and is best placed as a formal letter. The primary fields to include in an acceptance letter are:

Top left of the letter:

• letter date

• the employee’s full name

• the employer's name and company address.

Body of the letter:

• employee salutation

• date resignation was submitted

• the final date of employment

• company-specific information including:

  • applicable restraint clauses

  • updating personal details on the payroll/HR system

  • how to complete an exit interview, and

  • the date equipment is to be returned.

Bottom left of the letter:

• letter signatory name.

Once the letter has been given to the employee, it is best to keep a record yourself or provide a copy to human resources and/or payroll.

Accepting resignations by email

In many workplaces, resignations are submitted by email. Depending on organisational practice and culture, acknowledging the resignation by email may be appropriate.
When responding by email:

• follow the same structure and content as a formal letter

• keep the language professional and neutral

• use a clear subject line, such as “Acknowledgement of Resignation”

• sign off using your standard email signature.

Avoid informal or celebratory language where circumstances may be sensitive or contested. 

Additional considerations for employers

When responding to a resignation, employers should also consider:

• notice period obligations under awards, enterprise agreements or contracts

• the timing of final pay and statutory requirements

• confidentiality and access to systems

• consistent treatment of resignations across the business.

While staying connected professionally (for example, via LinkedIn) may be appropriate in some circumstances, this should be optional and consistent with your organisation’s culture and the nature of the departure.