#Human Resources #Employer

How to Write a Resignation Acceptance Letter

Mohamad Danial bin Ab Khalil
by Mohamad Danial bin Ab Khalil
Sep 26, 2022 at 11:59 PM

Everyone dreads the day when they must part ways with that one long-term employee. Saying goodbye to an employee who has been with you for a long time cannot be easy. 

How do you respond such that the relationship ends on a positive note?


Everyone will leave, sooner or later

According to studies, the average length of time an employee stays with a company is 4.6 years. Employees used to stay for far longer periods, often as long as 20 years or more. As a manager, you will see many new faces and many old ones arrive and depart. It is all part of the natural cycle.

One of the most challenging aspects is bidding your staff farewell.

You will have to exit the relationship without burning bridges, just like you helped your staff find their way around your organisation.


How to properly end an employee relationship

1. Consider what is required on your end.

What do you have to do when your employee submits their resignation letter?

You may need to organise some papers or documents. For example, examine your contracts, your employee's final salary, and any unresolved benefits and commitments from the past.

Some employees may be too shy to raise these concerns on their own. You can keep your company's reputation intact by tying up these loose ends on your own.


2. Determine their last day of work.

You can negotiate with your employee on the date for their last day at your organisation. Determine what their final project should be or what dates must be met.

Organising a get-together on your employee's last day is also a good idea. This tells that you are excited for your employee's future endeavours, whatever they may be.


3. Hold an exit interview.

Before your employee leaves, speak with them. These exit interviews cover everything from the employee's time at the organisation to any improvements you can make.

Explain to your employee why this dialogue is essential to you since it may also benefit them. The interview may give them insights they did not have while working for you.


4. Complete all deliverables.

Make sure to wrap up loose ends on your employee's last day. Prepare all necessary documentation and certifications. Give them their check. Determine how much you owe for yearly leaves.

It is preferable not to send your employee back for any future deliverables. Instead, you should prepare all of these ahead of time. This is done to ensure your employee's last day is as easy and pleasant as possible.


5. With sincerity and grace, wish them well.

Some employees are hesitant to leave their firms because they are concerned about what their superiors or coworkers think of them.

Dispel their anxiety by wishing them the best of luck in their future undertakings. Maintain a positive relationship, even if you are no longer involved at work. All of this will benefit your company's reputation in the long run.

Be genuine in your congratulations to your employee. Others may leave for other factors, such as medical or familial obligations. Let them know that they are in everyone's thoughts and prayers regardless of the circumstances.


6. Finish with an official resignation acceptance letter.

It would help if you also learned how to submit a formal resignation acceptance letter. Depending on your personality, there are numerous methods to compose these types of letters. These letters typically include the following elements:

  1. Acceptance of their departure

  2. Approval of their resignation request

  3. Accolades or compliments

  4. Well wishes in the future.

We have included a few templates of resignation acceptance letters for you to edit and use as you see fit.


Free Resignation Acceptance Letter Templates


Resignation Acceptance Letter
Resignation Acceptance Letter 1
Click here to download


Resignation Acceptance Letter 3

Resignation Acceptance Letter 2
Click here to download


Resignation Acceptance Letter
Resignation Acceptance Letter 3
Click here to download