Employee acceptance of resignation letter

Receiving the notice of resignation from one of your best employees. You may feel like they are leaving you in a lurch or what will happen once they are gone. A formal way to announce the employee's departure to the team, company, and clients. Accepting and appreciating the employee's resignation is a big deal for the employee and employer itself. A resignation acceptance letter is a formal way to acknowledge that you accept your employee's request to resign. The resignation acceptance letter gives the employer the opportunity to acknowledge the contributions that the employee has made t the company and wish them luck in their future endeavors. 

What is the procedure for the resignation of employees? 

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

• Provide a formal response. Use a formal business letter format, such as this sample letter.
• Write a preliminary acknowledgment by sending out the confirmation message of intention to accept the directors' resignation.
• State your acceptance in the message that you convey.
  
• In meetings, make sure to show compassion.
• Protect the company.
• Use a professional format.
• Be mindful of your subject line.
• Invite the employee to keep in touch.
• The letter states that a director may resign from his office by giving a notice in writing to the company.
• Set up an Exit interview.

How do I write an acceptance of resignation letter of an employee?

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.

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 acknowledgment 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 to 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.
• Hereby I refer to your resignation letter dated {{Date resignation letter}}. I hereby accept it and the organization would relieve you of your duties by the {{LAST WORKING DAY}}. I have forwarded a note to the HR and Accounts Department who would do the needful and clear your dues on your last date of work here. On behalf of the {{COMPANY}} and especially myself, I wish you the very best in your future endeavors. Thank you for the pleasant cooperation you have provided me during your time with {{COMPANY}}. If I can be of any assistance during this transition, please let me know. Thank you.
• The purpose of this letter is to acknowledge receipt and acceptance of your attached written/verbal voluntary resignation which you communicated. Based upon this letter, your resignation as a Director is the effective date on time. All property belonging to the Organization, which you have under your control or in your personal possession, must be returned and delivered to the control immediately or on the date of resignation. Such property shall include, but not be limited to keys to our offices, access cards, and identification cards.  After your date of separation, you are not to enter the non-public areas of the agency offices without prior authorization from me or an agent of my office.  Please contact [benefits coordinator] at [telephone number] should you have any questions concerning your retirement or insurance benefits. I would like to thank you for your service in the position of Director, you have meant a great deal for our organization and I wish you success with your future endeavors. If I can be of any assistance during this transition, please let me know. Thanking You. Yours sincerely, 

It's important to acknowledge the intention to accept an employee's resignation and to follow up with a formal response. This sample letter can be used as input for your formal letter. The format is intuitive and already has content that states your acceptance, shows compassion, provides some ideas on how to protect the company. Make sure to be mindful of your subject line and to invite the employee after the resignation is announced and to hold an exit interview. By having an exit interview, you can learn more about the way the company has treated the employee and how he or she felt at the end of the relationship. This resignation acceptance letter helps to maintain a positive relationship with your old employee by leaving with a strong and positive final impression, while also paving the way for him or her.  It's always good to keep in touch with your former employees, and if possible to host events now and then for alumni.

The other C-level managers will need to appoint somebody in the organization that will also inform the company, often the HR manager.

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