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Resignation Acceptance Letter for IT Company

An IT company resignation acceptance letter formally accepts a tech employee's resignation and confirms the last working day. It also locks in what IT exits need: notice period or buyout decision, a knowledge transfer plan for the project, return of laptop and access tokens, deactivation of client system access and the full and final settlement timeline.

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[Company Logo][Company Name]

RESIGNATION ACCEPTANCE LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Employee ID:: [Employee ID]

To,
[Employee Name]
[Designation], [Project Name]
[Work Location]

Subject: Acceptance of Resignation

Dear [Employee Name],

This is to acknowledge your resignation dated [Date of Resignation]. Your resignation has been accepted, and your last working day with [Company Name] will be [Last Working Day]. Notice period (retain one): (a) Your notice period of [Notice Period] will be fully served. (b) The shortfall of [Number] days will be adjusted as per your appointment letter. (c) The company has agreed to waive [Number] days of notice.

Handover and Exit Formalities

Knowledge transfer: Please complete knowledge transfer on [Project Name] to [KT Receiver Name] as per the KT plan agreed with [Reporting Manager], including code walkthroughs, documentation, open tickets and deployment notes.
Code and documents: Commit all work to the company repository and hand over documents stored in shared drives. Do not retain any copies.
Assets: Return your laptop, charger, ID card, access card, security tokens and any client-issued assets to the IT and admin teams on or before your last working day.
Access: Your access to email, VPN, repositories, cloud consoles and client systems will be revoked at the end of your last working day.
Clearance: Complete the exit checklist on the HRMS and attend the exit interview.

Please note that your obligations relating to confidentiality, intellectual property and non-solicitation under your appointment letter and NDA continue after you leave.

Your full and final settlement, including salary up to the last working day, leave encashment as per policy and any other dues, will be processed within [Number] days of your last working day, after clearance. Your relieving and experience letters will be issued after completion of exit formalities. Please keep your personal email and contact details updated for Form 16 and PF communication (UAN: [UAN]).

Thank you for your contributions to the team. We wish you success in your future endeavours.

Yours sincerely,

For [Company Name]
[HR Name]
Human Resources

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Date of resignation and accepted last working day
Notice period served, waived or bought out
Knowledge transfer and handover owner
Return of laptop, ID card, tokens and client assets
Revocation of repository, VPN and client access
Reminder of continuing confidentiality and IP obligations
F&F settlement and document issue timeline

When to use it

Accepting a developer's or tester's resignation submitted on the HRMS
Confirming an early release with notice buyout
Accepting resignation of an employee deployed at a client site
Documenting a negotiated last working day after a counter-offer is declined

How to customise this template

1Insert dates from the resignation email or HRMS
2Choose notice served, shortfall recovery or waiver wording
3Name the KT receiver and the project
4List assets assigned to the employee
5Add client-specific exit formalities if deployed onsite

HR tips

Accept in writing promptly to avoid disputes on the notice start date
Plan KT in the first week of notice, not the last
Coordinate with the client for badge and system access return
Do not withhold experience or relieving letters for unrelated reasons

This letter is a starting point. Review notice recovery, F&F timelines and confidentiality reminders against your appointment terms, applicable labour laws and with a legal adviser where needed.

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Frequently asked questions

Can an IT company refuse to accept a resignation?+

Generally an employer cannot force someone to keep working, but it can require the notice period as per the appointment letter or recover pay in lieu if allowed.

What is notice buyout in IT companies?+

It is when the employee or new employer pays the remaining notice period salary so the employee can leave early, if the company agrees.

When will I get my relieving letter after resignation?+

Usually on or soon after the last working day, once clearance and handover are complete.

All 55 industry editions →

[Company Logo][Company Name]
ACCEPTANCE OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
Token / Employee ID:
[Employee ID]
Department:
[Department]
To,
[Employee Name]
[Designation], [Department]
[Plant Name]
Subject: Acceptance of Your Resignation
Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. The Management has accepted your resignation, and you will be relieved from the services of the company at the end of your shift on [Last Working Day]. Notice (retain one): (a) You will serve the notice period of [Notice Period]. (b) The notice period has been waived. (c) Wages in lieu of the unserved notice will be adjusted as per the standing orders.
Before Your Last Working Day
1. Hand over your machine, line or shift responsibilities, log books and pending work to [Handover Person] under the supervision of [Reporting Manager].
2. Return all items issued to you: tools ([Tool List]), PPE, uniforms, locker key, token / ID card and any material in your custody.
3. Obtain clearance signatures from Stores, Safety, Canteen, Accounts and your department on the clearance form.
4. Settle any advance or loan balance as per records.
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Resignation Acceptance Letter for Manufacturing Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment – [Designation], [Department]
Dear [Candidate Name],

With reference to your application and the interviews held, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name], based at [Work Location]. You will report to [Reporting Manager]. We request you to join on or before [Date of Joining].
1. Compensation
Your annual Cost to Company (CTC) will be ₹[CTC], as detailed below. Statutory deductions such as PF, ESI (if applicable), professional tax and income tax will be made as per law.
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Candidate ID:
[Candidate ID]
To,
[Candidate Name]
[Candidate Address]
[Email Address]
Subject: Offer of Employment – [Designation] ([Grade])
Dear [Candidate Name],

Congratulations! Following our discussions, [Company Name] is pleased to offer you the position of [Designation] at grade [Grade] in our [Department] practice. Your base location will be [Work Location] and you will report to [Reporting Manager]. Your expected date of joining is [Date of Joining].
Compensation
Component Annual (₹)
Fixed Pay (Basic, HRA, allowances) [Amount]
Employer PF Contribution [Amount]
Gratuity [Amount]
Target Variable Pay [Amount]
Total CTC [CTC]
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Offer Letter Format for IT Company
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[Company Logo][Company Name]
LETTER OF OFFER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer for the Role of [Designation] – [Team Name]
Dear [Candidate Name],

It was great speaking with you. We are happy to offer you the role of [Designation] in the [Team Name] team at [Company Name]. You will primarily work on [Product / Client Project] using [Tech Stack], reporting to [Reporting Manager]. Your work arrangement will be [Onsite / Hybrid / Remote] with base location [Work Location], and your proposed date of joining is [Date of Joining].
1. Compensation and Benefits
- Annual CTC: ₹[CTC], including fixed pay, employer PF contribution and gratuity.
- Performance bonus: up to ₹[Amount] per year, based on the bonus plan.
- ESOP: a proposed grant of [Number] options, subject to the company's ESOP plan, board approval and the vesting schedule in your grant letter.
- Equipment: a company laptop with licensed tools / a monthly device allowance of ₹[Amount].
- Health insurance for you and dependants as per policy.
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Component	Annual (₹)
Fixed Pay (Basic, HRA, allowances)	[Amount]
Employer PF Contribution	[Amount]
Gratuity	[Amount]
Target Variable Pay	[Amount]
Total CTC	[CTC]

[Company Logo][Company Name]

OFFER OF EMPLOYMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Plant:: [Plant Name]

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

Component	Monthly (₹)
Basic Salary	[Basic Salary]
Dearness Allowance (DA)	[Amount]
HRA	[HRA]
Conveyance / Shift Allowance	[Amount]
Gross Monthly Wages	[Amount]
Employer PF (12% of basic + DA, as per rules)	[Amount]
Employer ESI (if eligible)	[Amount]

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Offer Letter Format for Manufacturing Company

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[Company Logo][Company Name]

OFFER LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Process:: [Process Name]

To,
[Candidate Name]
[Candidate Address]
Mobile: [Mobile Number]

Subject: Offer of Employment – [Designation], [Process Name]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] for the [Process Name] ([Voice / Non-Voice]) process at our [Work Location] centre, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Salary Structure

Component	Monthly (₹)
Basic Salary	[Basic Salary]
HRA	[HRA]
Other Allowances	[Amount]
Night Shift Allowance (eligible shifts)	[Amount]
Attendance Incentive (on meeting criteria)	[Amount]
Employer PF / ESI	[Amount]
Monthly CTC	[Amount]

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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Store Code:
[Store Code]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Store Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at our [Store Name] store, [Work Location], reporting to the Store Manager, [Reporting Manager]. Please report at the store at [Time] on [Date of Joining].
1. Pay and Incentives
- Monthly gross salary: ₹[Amount] (Basic ₹[Basic Salary], HRA ₹[HRA], other allowances ₹[Amount]).
- Annual CTC: ₹[CTC], including employer PF and ESI as applicable.
- Sales incentive: as per the store incentive scheme, linked to achievement of store and individual targets.
- Staff discount: [Percentage]% on store purchases as per the staff purchase policy.
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Offer Letter Format for Retail Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Project:
[Project Name]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Project Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] with [Company Name]. You will initially be posted at our [Project Name] site at [Work Location], reporting to the Project Manager, [Reporting Manager]. Please report at the site office on [Date of Joining].
1. Compensation
Component Monthly (₹)
Basic Salary [Basic Salary]
HRA [HRA]
Site Allowance [Amount]
Outstation / Remote Area Allowance [Amount]
Employer PF [Amount]
Monthly CTC [Amount]
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Resignation Acceptance Letter for IT Company

Preview of the letter

Subject: Acceptance of Resignation

Handover and Exit Formalities

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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