StartupGrants India

Resignation Acceptance Letter Format — Free Generator

A resignation acceptance letter is the employer's reply to an employee's resignation. It accepts the resignation, fixes the last working day, says how notice is treated, and lists the exit steps. Fill in the dates and download it as Word or PDF.

Sample resignation acceptance letter format — edit it live

More sample formats

Resignation acceptance with notice waived (warm tone)

For an employee the company is happy to release earlier than the notice period. It says plainly that the balance of notice need not be served.

[Company Name]

[Registered office address]

[Date]

To, [Employee Name] [Designation]

Subject: Acceptance of resignation

Dear [Employee Name],

Thank you for your letter of resignation dated [Resignation Date]. We are sorry to see you go, and we appreciate the way you have told us.

We confirm that [Company Name] has accepted your resignation from the position of [Designation]. The details of your exit are set out below.

  1. Last working day: Your last working day with [Company Name] will be [Last Working Day].
  2. Notice period: The Company has waived or shortened your notice period, and you are not required to serve the balance.
  3. Handover: Before your last working day, please hand over your responsibilities and pending work to the person your manager names, with a written handover note.
  4. Company property: Please return all Company property in your possession, including any laptop, access cards, documents and data, on or before your last working day.
  5. Exit interview: Your manager or HR will contact you to schedule an exit interview before your last working day.
  6. Full and final settlement: Your full and final settlement, including your salary up to the last working day and any other amounts due to you, will be processed as per Company policy and applicable law.
  7. Relieving and experience letters: Your relieving letter and experience letter will be issued once your handover and exit clearance are complete.
  8. Continuing obligations: Your obligations of confidentiality, and in respect of the Company's intellectual property, as set out in your terms of employment, continue after your employment ends.
  9. Questions: If you have any questions about the exit process, please contact [Contact person and title].

Thank you for everything you have brought to [Company Name]. We are grateful for your contribution and wish you every success in what comes next.

_______________________________

[Name], HR Manager

For and on behalf of [Company Name]

Date: ____________________

_______________________________

Acknowledged by: [Employee Name]

Signature and date

Date: ____________________

Fill in your details and download this as Word

Resignation acceptance with pay in lieu of notice

For an employee leaving sooner, with the unserved notice paid and included in settlement. No exit interview.

[Company Name]

[Registered office address]

[Date]

To, [Employee Name] [Designation]

Subject: Acceptance of resignation

Dear [Employee Name],

This refers to your letter of resignation dated [Resignation Date].

We confirm that [Company Name] has accepted your resignation from the position of [Designation]. The details of your exit are set out below.

  1. Last working day: Your last working day with [Company Name] will be [Last Working Day].
  2. Notice period: Instead of asking you to work your notice period, the Company will pay you in lieu of notice, and this will be included in your full and final settlement.
  3. Handover: Before your last working day, please hand over your responsibilities and pending work to the person your manager names, with a written handover note.
  4. Company property: Please return all Company property in your possession, including any laptop, access cards, documents and data, on or before your last working day.
  5. Full and final settlement: Your full and final settlement, including your salary up to the last working day and any other amounts due to you, will be processed as per Company policy and applicable law.
  6. Relieving and experience letters: Your relieving letter and experience letter will be issued once your handover and exit clearance are complete.
  7. Continuing obligations: Your obligations of confidentiality, and in respect of the Company's intellectual property, as set out in your terms of employment, continue after your employment ends.
  8. Questions: If you have any questions about the exit process, please contact [Contact person and title].

We thank you for your contribution to [Company Name] and wish you well in the future.

_______________________________

[Name], HR Manager

For and on behalf of [Company Name]

Date: ____________________

_______________________________

Acknowledged by: [Employee Name]

Signature and date

Date: ____________________

Fill in your details and download this as Word

How to write a resignation acceptance letter

  1. 1

    Note the resignation date

    Use the date on the employee's resignation letter or email.

  2. 2

    Fix the last working day

    Work it out from the notice terms in the appointment letter, or as agreed in writing.

  3. 3

    Say how notice is treated

    Served, waived or shortened, or paid in lieu.

  4. 4

    Set the handover

    Name who takes over and ask for a written handover note.

  5. 5

    List what must come back

    Laptop, ID and access cards, documents and data.

  6. 6

    Send it and keep it with the resignation

    Sign on letterhead, email a PDF, and file it with the resignation letter.

Why you should reply in writing

When an employee resigns, the employer's reply is the document that fixes the facts: that the resignation was received on a date, that it was accepted, and what the last working day is. Without it, the two sides can end up with different ideas about when employment ended, how much notice was owed, and what has to be handed over.

A reply also gives you a calm place to put the practical side: handover, return of company property, the exit interview and the route to the full and final settlement and relieving letter. It turns an awkward moment into a checklist.

Resignation acceptance letterRelieving letterTermination letter
Who ended the employmentThe employeeEither: issued once the person has leftThe company
When it is issuedSoon after the resignation is receivedOn or after the last working dayWhen the decision is communicated
What it recordsThat the resignation is accepted and the last day agreedThat the person is relieved and handover is doneThe decision, its basis and the last day
Risk levelLowLow, if the facts are rightHighest: may be challenged

What to put in the reply

Acknowledge the resignation, accept it, and be clear about the dates and the next steps.

The resignation it replies to
Its date, so there is no confusion if the employee sent more than one.
Acceptance
A clear statement that the company accepts the resignation from the named position.
Last working day
The exact date, worked out from the notice terms in the appointment letter or as agreed in writing.
How notice is treated
Served, waived or shortened, or paid in lieu. Do not state a number of days unless the contract does.
Handover
Who takes over, and that a written handover note is expected before the last day.
Company property
What must come back: laptop, ID card, access card, documents and data.
Settlement and documents
That full and final settlement follows as per policy and law, and that relieving and experience letters follow once clearance is complete.

Working out the last working day

The last working day normally comes from the notice period in the appointment letter, counted from the date the resignation was received. Check the contract rather than relying on a company default, because roles, seniority and probation can all change it.

If the employee asks to leave earlier, or you want them to go sooner, the notice can be shortened or waived by agreement. Put that in writing, in this letter, so the settlement later matches what was agreed. If the notice is bought out, say that it will be paid in lieu and included in settlement.

Do not accept a resignation 'with immediate effect' by default. Check what the contract allows and what the employee is actually offering, and agree the date in writing.

Handover and exit checklist

The reply works best when it is followed by a short, owned checklist.

Handover note
Pending work, passwords and access held, client contacts and where files live.
Knowledge transfer
Time with the successor, scheduled before the last week so it is not rushed.
Return of property
Laptop, accessories, ID and access cards, and any documents or data.
Access removal
Email, systems and tools switched off on the last working day, not before, unless agreed.
Exit interview
A short, honest conversation, useful for the company and optional for the employee.
Settlement and letters
Full and final settlement statement, relieving letter, experience letter and Form 16 for the year.

When to hold off on accepting

Most resignations can simply be accepted. A few need advice first, such as a resignation sent in the middle of a disciplinary inquiry, or one the employee says was forced. Do not accept until you know the facts. If the company is considering ending the person's employment itself, use a termination letter instead, because the resignation wording would then be untrue.

You are also free to talk with the employee about staying, or to negotiate the notice. Do that before you issue the letter, and issue the letter once the date is fixed.

Frequently asked questions

What is a resignation acceptance letter?

It is the employer's written reply to an employee's resignation. It confirms the resignation has been received and accepted, fixes the last working day, explains how notice and handover will work, and lists the exit steps.

Is a resignation acceptance letter mandatory?

Replying in writing is standard practice and protects both sides. It fixes the last working day and the exit steps on record, and it avoids disputes about when employment ended.

What should a resignation acceptance letter include?

The employee's name and designation, the date of the resignation letter, a clear acceptance, the last working day, how the notice period is treated, handover instructions, return of company property, a line on full and final settlement, a note that relieving and experience letters follow, and an authorised signature.

How do I work out the last working day?

Normally from the notice period in the appointment letter, counted from the date the resignation was received. If the notice is shortened, waived or bought out by agreement, state that in the letter. Check the contract; the template does not assume a number of days.

Can a company refuse to accept a resignation?

In general an employee can resign by giving notice as the contract requires, and a company cannot force someone to stay. A resignation made during a disciplinary inquiry, or one the employee says was forced, is a special case; take advice from a lawyer or HR adviser before you accept.

Can I accept a resignation by email?

Yes. Electronic records are recognised under the Information Technology Act, 2000, and most companies reply with a signed PDF. Ask the employee to acknowledge it and keep the email thread with the resignation.

What if the employee wants to leave before the notice period ends?

That needs agreement. The company can shorten or waive the notice, or accept pay in lieu of the unserved portion, as the contract allows. Put whatever you agree in the letter, so the settlement later matches.

When do I issue the relieving letter?

On or after the last working day, once handover and exit clearance are complete. The acceptance letter says it is coming. Use our relieving letter generator for that document.

Should the acceptance letter say anything about salary or settlement amounts?

Only that full and final settlement will be processed as per company policy and applicable law. Amounts and dates belong in the settlement statement, where the working can be shown.

Can I use this if I am terminating the employee instead?

No. The wording would be untrue. If the company is ending the employment, use a termination letter, and take advice first because termination carries much more risk than accepting a resignation.

More free document formats

Funding for Indian startups, without the equity

Government grants and schemes you can apply to right now — see what is closing this month.

See grants closing soon