GUIDELINES
- Make sure that you are courteous when you accept the resignation of an employee.
- Take care to include in the acceptance letter you will be writing the name of the employee, the position that the employee currently has, and the date when the employee would be officially leaving the position.
- If the employee has given adequate notice before resignation, you should make sure to thank him or her for that.
- Thank the employee for the work he or she has done, and if applicable, try to give some sort of compliment or commendation for something which is notable about them.
- Hope for his or her success in the future, and if it is appropriate, you can also include a personal message of sorts.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for informing me in advance of your wish to leave the company on June 12, 2008. That should give me enough time to look for a replacement and for you to turn over the various company files that are in your care.
The past four years of your hard work for our company is very much appreciated. You have been a most valuable asset, and our team will miss you.
I wish you the very best for all of your future endeavors. Good luck.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Accept a resignation letter properly. Sample letter.
Further things to consider when writing acceptance letters to employees
Acceptance Letters
Acceptance letters are a form of written communication exercised by people to accept a proposal or request formally. The purpose of these letters is to acknowledge your acceptance of the request at hand or express your readiness to do something. The simple act of replying in writing demonstrates a bright side of your character to those inviting. Some of the situations you might want to reply with an acceptance letter include admission requests, franchising opportunities and invite to meetings or celebrations. Proposals, job opportunities, privy membership invites, or speaking engagements may also require you to write an acceptance letter.
When writing acceptance letters, you should thank the person at the beginning of the letter and state how happy you are about accepting the proposal. Be sure to write the exact title of the proposal. Mention any needs, to your situation, for example, address and directions to the venue or agreed amount for charitable donations. If you are accepting an employment offer, restate the terms to show the other person you clearly understand them. Keep the letters as brief as possible and straight to the point. Where appropriate, inform the other person what is going to happen next.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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