At the workplace, individuals build personal and professional relationships as it becomes like their second home. However, most of the relationships are temporary. The employees work for the growth and there comes a time when an employee resigns to end the tenure at your workplace. There can be multiple reasons that made them take the decision.

Nonetheless, whatever the reason is, as an employer you should understand. If solving their reason for leaving the company is not in your hands, you know that it is time to accept their offer letter. From seeing the appointment letter format too seeing their resignation letter, there is a lot that an employer manages.

Tip: It is a bad practice to not treat the employee rightly and making him feel like a traitor in the company. You should stay humble and cooperate with them through the notice period. Remember, it’s the reason that is making them leave the company and there are no personal grudges between the employee and the company. SUSTAIN THAT. Period.

Here is how you can write a letter of acceptance which conveys your respectfulness and greatness towards them.

Tips to Write a Letter Accepting a Resignation

The first and foremost thing you should do is acknowledge the fact that you have accepted the resignation request.

One of the first steps in a good resignation policy is to acknowledge that you accept an employee’s request to resign. Besides, here are some more tips to follow. Take a look.

1. Use the format of business letter- Using this format will make your letter sound more professional and structured. Top left corner should have contact information of the company and then the data and contact information of the employee. The letter should also include a handwritten signature.
2. Accept the resignation- Accept the resignation letter and then mentioned the date of release i.e. the last day at work.
3. Express that you understand- You should tell the employee how valuable he or she has been to your company. Also, mention that you understand, and respect the decision they have made. Infact, you are also willing to provide assistance, if required. Give them a reference letter if you want to.
4. Keep the letter in records- You should keep a copy of the letter in the employee records before giving one to the employee who has resigned.

Now let us quickly look at the sample just like you look at the appointment letter format at the time of hiring any employee.

Sample Resignation Acceptance Letter –

Your Name

Title

Address

City, State Zip Code

Date

Employee Name

Address

City, State Zip Code

Dear ABC,

This gives me great regret to formally acknowledge the receipt of your resignation notice on ________. Your resignation letter has been approved. As per your request, your final day at work would be _______ at ___________.

Working with you has indeed been a true pleasure. I, on behalf of the team and myself, wish you all the luck for your future endeavors. Let us begin the resignation process as you talk to the HR team.

In case you have any questions, please contact the office. Once again, thank you for the positive attitude you have had and all the hard work you have put in all these months/years to accomplish the company goals.

Best,

Signature

Name of the Manager