Writing an Acceptance of Resignation Letter

Stay positive - When your employee gives you his or her resignation letter it certainly does not call for celebration, but it is important that you write an acceptance letter that is optimistic and not condescending. This is a formal letter and only business English is acceptable.

The Letter Format

1.Accept the resignation: Address the letter to the employee and begin your letter by accepting the resignation. For example, We accept your resignation with deep regret…

2.Show appreciation: Thank the employee for contributing towards the company. You can use specific words that describe him or her or the association with the company. For example, hardworking, long association, valuable contribution etc.

3.Future employment: You can extend your regards and wish your employee luck with their career and future plans. For example, I wish you luck with your future endeavours…., It was a pleasure working with you…

4.Mention the date of relieving and settlement of dues if any.

Points to remember:

1.Proofreading your writing and using an online grammar checker is a must to nullify errors.
2.The acceptance letter is a formal letter, so only use business English.
3.The letter should be formatted like any other business letter with salutations, address and name.
4.Don’t use a condescending tone or patronize the individual for leaving the job.
5.If the employee was an asset you can add a comment mentioning that you will be contactable for reference purposes in the future.