Email template · Resignation and offboarding
Resignation acceptance email
In short
A resignation acceptance email confirms that you received and accept an employee's resignation, states their last working day, and explains next steps: handover, final pay, benefits, return of equipment and an exit interview. Below are four reply templates (standard, warm, short notice, early release), subject lines, an SMS and an offboarding checklist.
When to send it: Reply within one business day of receiving the resignation, after the manager has spoken with the employee. A quick, gracious reply sets the tone for the notice period; a slow one makes people wonder whether their notice was received.
Resignation acceptance email: 4 versions
Standard (from HR)
SubjectRe: Resignation - confirming your last day, [Last Working Day]
Hi [First Name], Thank you for letting us know about your decision to resign from your position as [Job Title]. This email confirms that we have received and accepted your resignation, and that your last working day will be [Last Working Day]. Here's what happens next: - Handover: [Manager Name] will work with you on a transition plan for your current work. - Final pay: your final paycheck, including [accrued unused PTO, if applicable under our policy and state law], will be paid on [Final Pay Date] by [Payment Method]. - Benefits: your health coverage ends on [Benefits End Date]. You'll receive information about COBRA continuation coverage separately. - Company property: please return your [laptop, badge, keys, other items] by [Return Date]. We'll send instructions. - Exit interview: [HR Contact] will reach out to schedule a short conversation about your experience. Please make sure your mailing address is up to date in [HR System] so you receive your W-2. Thank you for your contributions to [Company]. If you have questions, contact me at [Email / Phone]. [Your Name] [Title], [Company]
Warm (from manager)
SubjectRe: My resignation
Hi [First Name], Thanks for telling me in person yesterday, and for the thoughtful note. I'm sorry to see you go, but I'm genuinely happy for you. [New Opportunity / Next Step] sounds like a great fit. I accept your resignation, and I've confirmed [Last Working Day] as your last day with HR. Over the next [Notice Period], I'd like your help with [Key Handover Items, e.g. documenting the vendor scorecards and training Maria on the weekly forecast]. [One specific line of appreciation, e.g. The way you rebuilt the new-hire nesting program last spring is still the model the whole site uses.] HR will follow up with the details on final pay, benefits and equipment. Let's grab lunch before you go. [Your Name] [Title], [Company]
Short notice
SubjectConfirming your resignation and last day
Hi [First Name], We received your resignation on [Date Received] and accept it. Your last working day is confirmed as [Last Working Day]. Because the notice period is short, please prioritize [Handover Item] before you leave. [Manager Name] will meet with you on [Date] to go through it. Please return [Company Property] on or before your last day. Your final pay will be issued on [Final Pay Date]. Thank you for your work with us, and best of luck. [Your Name] [Title], [Company]
Early release from notice
SubjectYour resignation and final day
Hi [First Name], Thank you for your resignation notice dated [Date Received]. We accept your resignation. After reviewing the transition plan, we won't need you to work the full notice period. Your final day will be [Early Last Day]. [We will pay you through your original last day of [Original Last Day] / Choose wording per your policy.] Your final pay, including [Final Pay Items], will be paid on [Final Pay Date]. HR will contact you about benefits, company property and an optional exit interview. We appreciate everything you've done for the team. [Your Name] [Title], [Company]
Subject line ideas
- Re: Resignation - confirming your last day, [Last Working Day]
- Confirming your resignation and last day
- Your resignation: next steps
- Acknowledgment of your resignation
- Re: My resignation
- Your final day and offboarding details
- Thank you, and next steps before [Last Working Day]
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company] HR. We've received your resignation and confirmed [Last Working Day] as your last day. Details on final pay and returning equipment are in your email. Questions? Text me here. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Last Working Day], [Date Received], [Notice Period], [Manager Name], [Final Pay Date], [Benefits End Date], [Return Date], [Company Property], [HR Contact], [Your Name], [Title], [Company]
Manager conversation first, written confirmation second
Most resignations arrive as an email or a letter after a conversation, or sometimes instead of one. Either way, the manager should talk to the employee before HR sends anything formal. That conversation is where you learn the real reason, decide whether a counteroffer makes any sense, and agree on a handover plan.
Then reply in writing within a business day. The written acceptance is the record: it confirms you received the resignation, the date it was received and the agreed last day. When the employee or a later unemployment claim disputes the timeline, this email settles it. For a more formal version on letterhead, use our resignation acceptance letter template.
What to include in a reply to a resignation
- Acceptance, in plain words: "we accept your resignation."
- Last working day, as a specific date.
- Handover expectations and who coordinates them.
- Final pay: date, method, and what's included, such as unused PTO where your policy or state law requires payout.
- Benefits: when coverage ends and that COBRA information will follow (for employers covered by COBRA).
- Company property to return and how.
- Exit interview invitation.
- A genuine thank-you, specific if the manager is writing.
Don't include counteroffer terms, negotiations about the reason for leaving, or anything about the employee's new employer beyond good wishes. Many HR teams keep an approved version in document templates so every site sends the same core facts.
Final pay and state rules
Final paycheck timing is set by state law and varies widely. In California, an employee who quits with at least 72 hours' notice must be paid on the last day, and within 72 hours if they give less notice; California also requires payout of earned, unused vacation. Other states allow final pay on the next regular payday, and PTO payout rules depend on state law and your written policy. Check the rule for the state where the employee works, not where headquarters is.
If you release someone before the end of their notice period, be careful. In some states, ending employment early can be treated as an employer-initiated separation for unemployment purposes, and it can change final pay deadlines. Paying through the original notice date avoids most of those issues. Rules vary, so involve HR or counsel before deciding.
Use the notice period well
A two-week notice period disappears fast. In the first two days, the manager and employee should agree on a written handover list: open work, recurring tasks, key contacts, passwords transferred properly, and documents saved to shared drives. For frontline roles, the handover is often about schedules: a team lead in a contact center leaving mid-month affects coaching sessions, shift bids and new-hire nesting.
Announce the departure to the team only after the employee agrees on the wording and timing. The employee departure announcement email has versions for internal teams and clients. Book the exit interview for the last week, not the last afternoon, and send the last working day email with logistics a few days before they leave.
Tone
People remember how they were treated on the way out, and they talk. Rehire rates in hourly workforces are significant; a good agent who leaves on friendly terms may come back in six months. Keep the email warm and businesslike even when the resignation stings or comes during peak season. Avoid guilt ("this leaves us in a tough spot"), and never imply consequences for the reference they'll need later.
Mistakes to avoid
- Not confirming the last day in writing.
- Cutting system access before the conversation, unless security requires it.
- Forgetting state final pay deadlines, which can trigger waiting-time penalties.
- Announcing to the team before the employee is ready.
- Arguing with the resignation in the acceptance email. Have that conversation in person, if at all.
Frequently asked questions
How do I reply to a resignation email?
Thank the employee, state clearly that you accept the resignation, confirm the last working day, and list next steps: handover, final pay, benefits, company property and an exit interview. Send it within one business day.
Do I have to accept an employee's resignation?
In US at-will employment, a resignation doesn't need the employer's acceptance to take effect. The acceptance email is still useful because it confirms the date received and the last working day in writing.
What is a resignation acknowledgement email?
It's a short reply confirming you received the resignation. An acceptance email goes further by confirming the last day and next steps. Many employers combine both in one message.
Can I make an employee's last day earlier than their notice date?
Usually yes in at-will employment, but it can affect final pay timing and unemployment eligibility in some states. Paying through the original notice date is the safer option.
Who should send the resignation acceptance email, HR or the manager?
Often both: a short personal note from the manager and a formal confirmation from HR covering final pay, benefits and property. If only one is sent, HR's version should include all the facts.
How soon should I respond to a resignation letter?
Within one business day. Talk to the employee first if you can, then confirm in writing.