FREE TEMPLATE · HR LETTERS

Resignation acceptance letter

Accept a resignation gracefully and clearly: confirm the last working day, the handover, leave, company property and final pay, and thank them.

The details

CompanyEmployee’s full nameTheir job titleSigned bySigner’s job titleLetter date

Resignation received onLast working dayHandover to (optional)Unused annual leave (optional)Items to return (optional)A personal thank-you (optional)

[Company]
13 November 2026

Private and confidential
[Employee name]

Dear [Employee,

Acceptance of your resignation

Thank you for your letter. I confirm that we accept your resignation from your position as [job title]. Your last working day will be [date].

Please work with me on a handover plan for your work before you leave.

Your final salary and any amounts due will be paid in line with your contract. HR will be in touch about the details.

We wish you every success in the future.

Yours sincerely,

[Name]
[Job title]
[Company]

! Still to fill in: Company, Employee’s full name, Their job title, Signed by, Signer’s job title, Resignation received on, Last working day.

Have a short, warm conversation before the letter, and ask whether there is anything you could have done differently.
Agree the handover early and tell the team together.
Book an exit interview; it is your best source of honest feedback.

A starting point, not legal advice. Check your contracts and company policy, and ask HR or a lawyer if you are unsure.

THE GUIDE

How you handle someone leaving is watched by everyone who stays. Be warm, clear and practical.

Can I ask them to leave earlier than their notice?

Only by agreement or as the contract allows, usually with pay in lieu of the notice not worked. Check the contract and local rules.