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Resignation Acceptance Letter

A resignation acceptance letter is issued by HR or the employer to formally accept an employee's resignation. It confirms the approved last working day and sets out what the employee must complete before relieving, such as handover, clearance and asset return.

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[Company Logo][Company Name]

RESIGNATION ACCEPTANCE LETTER

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

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Acceptance of Your Resignation

Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].

Before your last working day, please complete the following:

Hand over your responsibilities, files and pending work to [Successor Name] and share a written handover note with [Reporting Manager].
Return all company property, including [laptop / mobile / SIM card / ID card / access card / tools], to the respective departments.
Obtain sign-off on the exit clearance form from IT, Admin, Finance and your department.
Attend the exit interview scheduled by HR on [Date].

On completion of the clearance, your full and final settlement will be processed within [number] days as per company policy, and your relieving letter and experience letter will be issued. The settlement will include your salary for days worked, eligible leave encashment and other dues, less any recoveries as per policy.

Please note that your obligations relating to confidentiality of company and client information continue after your exit, as set out in your appointment letter.

We thank you for your contribution to [Company Name] and wish you every success in the future. For any questions about exit formalities, please contact [HR Name] at [HR Email].

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the date of the employee's resignation letter
Clear acceptance statement with the approved last working day
Handover and knowledge-transfer expectations with the successor's name
List of company assets and documents to be returned
Exit clearance and exit interview instructions
Full and final settlement timeline and relieving letter issue
Reminder of continuing confidentiality obligations

When to use it

An employee has submitted a resignation and management has decided to accept it
You want to confirm the approved last working day in writing
The approved date differs from the date the employee requested
You need to list exit formalities and settlement timelines in one document

How to customise this template

1Enter the date of the original resignation and the approved last working day
2Edit the asset list to match what this employee was issued (laptop, SIM, ID card, tools)
3State your company's usual F&F processing time as per policy
4Add the HR contact who will coordinate exit formalities
5Ask the employee to sign the duplicate copy as acknowledgement

HR tips

Issue the acceptance quickly so the employee can plan their joining date elsewhere
Keep the tone warm; this letter is often read by the new employer later
Do not add new conditions that are not in the appointment letter or policy
If the last day is shortened or extended, explain the basis clearly

For HR & hiring managers

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Frequently asked questions

Is a resignation acceptance letter mandatory?+

It is not a universal legal requirement, but it is good practice. It gives both sides written confirmation of the last working day and avoids disputes about notice shortfall later.

Can the employer change the last working day in the acceptance letter?+

The employer may propose an earlier or later date in line with the notice period in the appointment terms. Any change should be explained and, ideally, agreed with the employee.

Who signs the resignation acceptance letter?+

Usually the HR manager or an authorised signatory. Some companies have the reporting manager countersign it as well.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
Letter · Word
Resignation Letter Format
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
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Resignation Acknowledgement Letter
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[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
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Resignation Rejection Letter
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[Company Logo][Company Name]
EMPLOYEE RESIGNATION FORM
Form No.:
[Reference Number]
Date Received by HR:
[Date]
[Company Name]
[Company Address]

To be filled by the employee and submitted to the reporting manager and HR. Please write clearly.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number
Section B: Resignation Details
Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release
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Employee Resignation Form
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[Company Logo][Company Name]
REQUEST FOR WITHDRAWAL OF RESIGNATION
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Request to Withdraw My Resignation Dated [Date of Resignation]
Dear [Reporting Manager],
I had submitted my resignation from the position of [Designation] in the [Department] department on [Date of Resignation], with my last working day proposed as [Last Working Day]. The resignation was [acknowledged / accepted] vide letter Ref. No. [Reference Number] dated [Date].
After further reflection, I would like to respectfully request that my resignation be withdrawn and that I be allowed to continue in my present role. [Reason, e.g. my personal circumstances have changed / after our recent discussion I am confident my career goals can be met here].
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Resignation Withdrawal Request
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[Company Logo][Company Name]
APPROVAL OF RESIGNATION WITHDRAWAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Your Request to Withdraw Resignation
Dear [Employee Name],
This refers to your resignation dated [Date of Resignation] and your subsequent request dated [Date of Withdrawal Request] to withdraw it. We are pleased to inform you that the management has approved your request. Your resignation is hereby treated as withdrawn and of no effect.
Your employment with [Company Name] will continue without any break in service from your original date of joining, [Date of Joining]. Your designation, reporting line, compensation and all other terms and conditions of your appointment remain unchanged, except as stated below.
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Resignation Withdrawal Approval
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[Company Logo][Company Name]
NOTICE PERIOD – TERMS AND EXPECTATIONS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Notice Period and Related Guidelines
Dear [Employee Name],
Further to your resignation dated [Date of Resignation], this letter sets out the arrangements that will apply during your notice period.
Item Details
Notice start date [Date]
Notice period as per appointment letter [Notice Period]
Last working day [Last Working Day]
Handover to [Successor Name]
HR coordinator [HR Name]
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Notice Period Letter
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[Company Logo][Company Name]
NOTICE PERIOD CONFIRMATION
Ref. No.:
[Reference Number]
Date:
[Date]
TO WHOMSOEVER IT MAY CONCERN
This is to confirm that [Employee Name], Employee ID [Employee ID], has been employed with [Company Name] since [Date of Joining] and is currently working as [Designation] in the [Department] department at our [Work Location] office.
[Employee Name] submitted a resignation on [Date of Resignation], which has been accepted by the company. As per the terms of employment, the notice period applicable is [Notice Period], and the employee is presently serving this notice.
Particulars Details
Date of resignation [Date of Resignation]
Notice period [Notice Period]
Expected last working day [Last Working Day]
Relieving documents To be issued after exit clearance
The employee will be relieved from the services of the company on the last working day stated above, subject to completion of handover and the standard exit clearance process. The relieving letter and experience letter will be issued thereafter.
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Notice Period Confirmation Letter
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