Resignation acknowledgement letter

When an employee lets you know that they want to resign, then you need to write a reply to let them know that you accept their resignation. It's best to do so in a kind and respectful manner, which they will appreciate greatly.

How to write a formal Resignation acknowledgement letter as an Employer?

When an employee resigns leaving an organization, he or she will send in a resignation letter, commonly with a notice period. It's best to provide a preliminary acknowledgment verbally in a meeting, or via email. This is also called a resignation acceptance letter, which is basically a short formal letter from the employer to an employee that confirms the resignation and provides details about the last working day and the exit interview. The way to respond depends on the behavior and the relationship with your employee. We can assume, that if your employee quits without notice, you might be more surprised and would like to have a discussion in person first before accepting the resignation formally by email.

What to include in a Resignation acknowledgement letter to your employee? 

In general, the following details should be included when you provide a decent resignation acceptance response letter, sent by the board or the HR manager:

First, before you start working, open the professional format with the letterhead of your company, and follow the visual identity style of your company. Since it’s a formal response in a business letter, best to follow all these etiquettes we are providing to you.

Heading

• Address letter to the employee who is resigning, mention Name and contact details
• Specify current job position from which he is resigning
• Specify the department where the employee is currently involved in
• Specify the date when the letter is sent
• Be mindful of your subject line, if you accept the resignation, state: “Acceptance of resignation - Congratulations on your new path” , “Confirmation of your resignation” or “Acknowledgement of receiving resignation letter”.

Salutation

• Use formal salutation in a resignation acceptance letter. Commonly start with ' Dear Mr.' or 'Dear Ms.'
• Mention the name of the employee who is resigning

Body paragraphs 

• Use professional language that remains appropriate for professional correspondence.
• State your reasons for writing, which is conveying the message of acknowledgment regarding the receipt of the resignation letter of the employee.
• In the first paragraph, you should notify the employee that you've received and accepted their resignation letter. 
• Mention the date that the resignation letter has been received by the management
• Mention the employee's official last day of employment with the company within this paragraph.
• Make sure that in your preliminary acknowledgment of receiving the resignation letter, you are showing compassion for the situation with the intention to accept the request. You can refer to the situation as described by the employee in his resignation letter. 
• As a company, it is important to decide on how to deal with the resignation before you make any promises. Therefore, protect yourself and your company, by not giving in too much in the beginning.
• In your second paragraph, express understanding of the situation and show compassion: show your company lost a good and loyal staff member, emphasize you are all sad to see the employee leaving. It’s out of respect to make the resignation go smoothly for both parties. 
• if appropriate, you could consider offering to provide a reference letter for the employee, which can help them in the future.
• Keep records of the letter, by duplicating your acceptance letter, sending one copy to the employee, and keeping one for your own records.
• Explain all the next steps to take by the employee, as well as the employer, regarding the resignation
• The benefit and pay that the employee is to get upon resignation depending on his or her contract with the company
• The benefits that will be stopped being given and provided especially those that are under the company’s account and a business name
• Other information that the employee needs to be aware of regarding the resignation processes
• The reaction of the management regarding an employee’s resignation

Closing body paragraph

• Consider referring to a goodbye party.
• Invite the employee to keep in touch.
• Include a company note of thanks for the work was done, and if appropriate, consider adding a personal note and a bit of praise.
• Always proofread your message before sending the letter. Make sure it’s perfect last communication between you and the employee, to leave a good impression. 
• Place on the bottom of the letter, on the left, above your printed name and title, place a handwritten signature.
• Making sure that your message is error-free will assure the professionalism and legality of the document.
• Set up an Exit interview, to receive more information about the choice to resign from the company. Make sure to show compassion and to be clear of the future. Explain the employee is always welcome to visit or contact the company.

• A brief message you may send that qualifies as a formal resignation acknowledgement response letter is the following: In response to your resignation email that you sent, consider this letter an acknowledgment of your decision to leave the organization. Your resignation is accepted and confirmed as of {{date}}. Thank you for your work here at Company Name. We wish you the best of luck in your next assignment.
• I am sorry about your decision to quit your job. You know very well how important you are for us and how much we value your work. I really hope that we can extend our cooperation for the benefit of all. Please tell me if there's anything that I can do to change your mind. It's always a pleasure to have talented and enthusiastic members like yourself in our team. Thank you for your work and effort.
• We are sorry that you have chosen to leave the company. We can only respect your aspirations and willingness to pursue other goals and therefore the decision of accepting your resignation. Please make sure to complete your duties and tasks handover no later than {{some date}}, which will be your last working date as per the labor law. Wishing you the best of success in your next mission.

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