Template · Separation and offboarding
Resignation acceptance letter
In short
A resignation acceptance letter is the employer's written reply to an employee's resignation. It confirms the resignation was received, states the agreed last day, and sets out what happens next: handover, final pay, benefits end dates, property return and the exit interview. This template gives you a complete, professional letter you can send within a day of notice.
Resignation Acceptance Letter template
Resignation Acceptance Letter
Send within one business day of receiving the resignation. Replace every [Placeholder] and delete bracketed options that do not apply. Optional paragraphs are marked.
Header
[Company Legal Name] [Company Address]
[Date]
[Employee Full Name] [Employee Home Address or Personal Email] Employee ID: [Employee ID]
Acknowledgment
Dear [Employee Name],
Thank you for letting us know about your decision to leave [Company Name]. This letter confirms that we received your resignation from your position as [Job Title] in [Department] on [Date Resignation Received], and that we accept it.
Your last day of employment will be [Last Day of Employment]. [As discussed with [Manager Name], this date reflects your [two-week / [number]-week] notice period.] [Optional, if the employer shortens the notice period: The Company has decided not to require you to work the remainder of your notice period. Your last working day will be [Date], and you will be paid through [Date].]
Handover
Between now and your last day, please work with [Manager Name] to hand over your current responsibilities. This includes [documenting open work and recurring tasks / transferring files and accounts to [Successor Name] / introducing [Successor Name] to your key contacts]. We appreciate your help in making the transition smooth for your team.
Final pay and time off
Your final paycheck will include all wages earned through your last day [and payment for any accrued, unused paid time off, in line with Company policy and [State] law]. It will be paid on [Final Pay Date] by [direct deposit to your account on file / check mailed to your home address]. [Any commission or bonus earned under the [Plan Name] will be paid according to the terms of that plan.] Please submit any outstanding expense reports by [Date].
[Optional:] Please note that, under the PTO policy, [paid time off may not be used during the notice period without manager approval / any approved time off already scheduled during your notice period will be honored].
Benefits
Your [medical, dental and vision] coverage will end on [Benefits End Date]. You will receive a COBRA notice from [Plan Administrator] explaining how to continue your health coverage. Information about your [401(k) account / life insurance conversion / FSA or HSA balance] will be sent to you separately. [If applicable: Your eligibility under the [Stock or Equity Plan] ends on your last day, and the terms of your grant agreement apply to any vested or unvested awards.]
Company property and access
On or before your last day, please return all Company property, including [laptop and charger, phone, ID badge, keys, access cards, uniforms and any Company files]. [For remote employees: We will send a prepaid return kit to your home address.] Your access to Company systems will end at [Time] on [Last Day]. Please make sure you have saved any personal files from Company devices before then, and remove any Company data from personal devices.
Exit interview
[HR Contact Name] will contact you to schedule a short exit interview before your last day. Taking part is voluntary, but your feedback helps us improve, and we would value hearing it.
Continuing obligations (optional)
Please remember that the [Confidentiality Agreement / Non-Solicitation Agreement] you signed on [Date] continues to apply after your employment ends. A copy is enclosed for your records.
Closing
Please confirm your forwarding address and personal email so we can send your Form W-2 and any other correspondence. If you have questions about your final pay, benefits or anything else in this letter, contact [HR Contact Name] at [Phone Number] or [Email Address].
Thank you for your contributions during your time with us, [optional personal note, e.g. especially your work on [Project or Achievement]]. We wish you every success in your next step.
Sincerely,
[Manager or HR Name] [Title] [Company Name]
cc: Personnel file
Employee acknowledgment (optional)
- I confirm my last day of employment is
- Forwarding address
- Personal email
- Employee signature
- Date
How to use this template
- Get the resignation in writing; if the employee resigned verbally, ask them to confirm by email before you send this letter.
- Agree the last day with the manager and decide whether the employee will work the full notice period.
- Check the final pay date and PTO payout rules for the employee's work state and fill in exact dates.
- Confirm the benefits end date with your benefits administrator.
- Add a short personal line of thanks that is specific to the employee.
- Send the letter by email within one business day, keep a copy in the personnel file, and start the offboarding checklist.
Why put a resignation acknowledgement letter in writing
A short written reply to a resignation does three jobs. It fixes the last day, which matters for final pay deadlines, benefits end dates and any later dispute about whether the employee quit or was let go. It tells the employee exactly what to expect, which cuts down on anxious emails to HR. And it is a courteous close to the relationship, which matters more than people think: today's leaver is tomorrow's rehire, referral source or customer.
It also helps with unemployment claims. If a former employee later says they were dismissed, a dated letter confirming their own resignation and last day is clear evidence. Keep a copy with the resignation itself in the personnel file.
Accepting a resignation: timing and tone
Reply within one business day. The longer you wait, the more it looks like you are unsure or trying to change their mind. If you do want to make a counteroffer, have that conversation first, then send this letter once the decision is final.
Keep the tone warm but brief. One specific line of thanks ("your work rebuilding the weekend schedule cut overtime for the whole team") reads far better than a generic paragraph about valued contributions. Leave out anything about the reasons they are leaving; that belongs in the exit interview.
If you are replying by email rather than with a formal letter, our resignation acceptance email gives a shorter version that covers the same essentials.
Refusing a resignation and shortening the notice period
In the US, at-will employees can resign whenever they choose, and an employer cannot refuse to accept a resignation. "Accept" here simply means acknowledge. Employees under a contract with a notice clause may owe notice, but the remedies are usually limited.
Employers often release people early, especially in sales, finance or roles with access to sensitive data. That is generally allowed for at-will employees, but think about the consequences. If you end employment before the notice period runs out and do not pay through it, some state unemployment agencies may treat the separation as involuntary, and the employee may qualify for benefits. Paying through the notice period avoids that argument and is the more common practice. Rules vary by state.
Final pay and benefits details to get right
Final pay deadlines for resignations differ by state. California, for example, requires payment within 72 hours if the employee gives less than 72 hours' notice, and on the last day if they give more. Many other states allow payment on the next regular payday. Whether unused vacation must be paid out also depends on the state and your written policy. Look up the rule for the state where the employee works before you put a date in the letter.
For benefits, confirm whether coverage ends on the last day or at the end of the month, since plans differ. The COBRA notice normally comes from the plan administrator, but the employer must notify the administrator of the qualifying event within 30 days, so build that into your process.
What happens after the letter
The letter starts offboarding. Open the offboarding checklist the same day, agree the handover plan with the manager, and schedule the exit interview using the exit interview form for the last week.
Some employees, particularly outside the US or moving to employers who ask for one, will request a formal relieving letter confirming they were released from duties. Issue that on or after the last day, not with the acceptance letter.
In high-turnover teams, standardize this. A contact center processing 15 resignations a month should have the letter generated from the HRIS with the last day, final pay date and benefits end date filled in automatically, and the manager adding only the personal line.
Frequently asked questions
How do I write a letter accepting a resignation?
Thank the employee, confirm you received and accept the resignation, state the last day, explain handover, final pay, PTO payout, benefits end date, property return and the exit interview, and give an HR contact. Keep it to one page.
Is a resignation acceptance letter required?
No federal law requires one, but it is good practice. It documents that the separation was voluntary and the agreed last day, which helps with final pay deadlines, unemployment claims and any later dispute.
How should I respond to a resignation email?
Reply within one business day, thank them, confirm the last day and tell them HR will follow up with details on final pay, benefits and next steps. Then send the formal letter or a fuller email with those details.
Can an employer reject a resignation?
Not in a practical sense. In US at-will employment, an employee can resign at any time. The employer acknowledges it and can choose to release the employee before the end of the notice period.
Can an employee withdraw a resignation after it is accepted?
Only if the employer agrees. Once a resignation has been accepted in writing, the employer generally has no obligation to let the employee take it back, though many do if the role has not been filled.