Resignation Acceptance Letter
Employer's formal response acknowledging an employee's resignation.
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ACME CORPORATION May 4, 2026 Jordan Taylor Dear Jordan Taylor, It is with mixed feelings that we accept your resignation. While we are sad to see you go, we deeply appreciate the contributions you have made to Acme Corporation during your time with us. This letter confirms acceptance of your resignation from the position of Senior Software Engineer, received on May 4, 2026. Your last day of employment will be May 4, 2026. TRANSITION EXPECTATIONS - Complete handoff documentation for all in-flight projects. - Train Sam Chen on the billing system maintenance you currently own. - Conduct an exit interview with HR during your final week. - Return all Company property by your last day. FINAL COMPENSATION Your final paycheck, including all earned wages and accrued unused PTO, will be deposited on your last day per California law. BENEFITS Health benefits will end on the last day of the month of your departure. COBRA continuation paperwork will be sent from our benefits administrator within 14 days. CONTINUING OBLIGATIONS Your obligations under the Confidentiality and Invention Assignment Agreement, and any non-solicitation provisions, remain in effect after your departure as set forth in those agreements. We trust you will honour those commitments. REFERENCES Per Company policy, future requests for references should be directed to HR. We will confirm your dates of employment and title. We wish you every success in your next chapter and hope our paths cross again. You will always be part of the Acme Corporation alumni community. Sincerely, _______________________________ Priya Patel VP of Engineering Acme Corporation
About this template
A resignation acceptance letter is a courtesy and a legal record. It confirms that the resignation was voluntary (not constructive discharge), establishes the agreed last-day date, and sets transition expectations. The most common mistake is not sending one — leaving the resignation as a verbal or email conversation that can later be re-characterised by either side. The second-most-common mistake is being too negative, even when the departure is unwelcome; the letter becomes part of the employee's record and is sometimes shared with future employers as a reference. Keep it factual and respectful regardless of circumstances. For high-risk departures (employees joining a competitor, employees leaving immediately after a complaint), consult counsel before sending.
When to use it
- Any voluntary resignation, regardless of seniority.
- Confirming the agreed last-day date if it differs from the notice given.
- Setting transition expectations in writing.
- Documenting that the departure is voluntary (constructive-discharge defence).
What to include
- Date resignation was received.
- Confirmation of last day.
- Transition expectations.
- Final pay summary.
- Benefits end date.
- Reference to continuing obligations (NDA, non-solicit).
- Reference policy.
- Respectful closing.