Sample letter to accept a resignation notice


  1. You should accept a resignation with dignity. Maintain a positive tone even if the circumstances aren't right. You may express regret over the loss of your employee if you valued him/her and you have a positive feeling about the arrangement. If that's not the case, avoid personal statements.
  2. Accept the resignation in a dignified and humble manner. State the name of the position the employee will be leaving. Also, mention the time when his/her employment will officially end. You can also thank the employee for giving proper notice if it is appropriate.
  3. Complement the good aspects of the employee's services.
  4. Wish future success.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

It came as a real shock to hear that you were quitting your position with the firm. It is with great remorse I acknowledge the receipt of your intent to resign.

We greatly appreciate the success brought about by your involvement in the workings of your department. You will be an asset wherever you go.

On behalf of the entire staff out here, I wish the very best for your future job at Avensys.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sample letter to accept a resignation notice.

Further things to consider when writing resignation letters to employees

Further things to consider when writing resignation letters to employees

Resignation Letters

Resignation letters are letters written to employers to announce the intent to leave a currently held position. While the main objective of a resignation letter is to inform your employer that you are leaving, you can use it to maintain a positive relationship with the recipient by leaving with a positive final impression. Though you may feel as if this is a great opportunity to say how much you hated the company, it's always in your best interest to be polite so that your professional future remains secure. A resignation letter should be sent well in advance or as required by the contract to give the recipient enough time to fill your position.

Resignation letters are formal letters, and therefore, the writing tone must be professional. State your intention to resign clearly. If appropriate, give your reasons for the same. Thank the recipient for the experience and state how this position has positively influenced your profession. While at it, resist the temptation to make negative comments unless you want the recipient to remember you as an ungrateful employee. Wrap it up with a kind note and mention that you are willing to offer any assistance needed during the transition.

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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