Free letter template · Word

Resignation Rejection Letter

A resignation rejection letter tells an employee that the company cannot accept the resignation in its current form, for example because the notice period is not met or a disciplinary inquiry is pending. It explains the reason with reference to appointment terms or policy and sets out the way forward.

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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.

This letter does not deny your right to resign. To move forward, you may serve the notice period with a revised last working day of [Last Working Day], request a notice buyout as per policy, or submit a fresh resignation following the agreed process. We are also open to considering a partial notice waiver if business handover can be completed earlier.

Please meet [HR Name] on or before [Date] to agree the next steps. Until then, you are expected to continue your duties as usual. All your earned salary and statutory dues remain payable as per law and policy.

Yours sincerely,

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

Received by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the resignation date and content
Specific reason for not accepting it as submitted, linked to a clause or policy
What the employee can do: serve notice, pay in lieu, or resubmit
Clarification that the employee's right to leave is not being denied
Invitation to discuss and a time-bound response
Respectful, non-threatening language

When to use it

The resignation asks for immediate relieving without serving notice or offering buyout
A disciplinary inquiry is pending and the standing orders or policy require it to conclude first
The employee is under a training or service agreement that requires a defined process
The resignation was submitted incorrectly, for example without a signature or proper channel

How to customise this template

1Pick only the reason that applies and delete the other options
2Quote the exact clause number of the appointment letter or policy you rely on
3Offer a practical alternative such as a revised last working day
4Have the letter reviewed by HR head or legal before issue

HR tips

Do not use a rejection letter to force someone to stay indefinitely
Never threaten to withhold earned salary or documents
Keep the reason factual and verifiable
Follow up with a meeting rather than only a letter

Refusing or deferring a resignation is a sensitive step. Treat this template as a starting point and review it against the appointment terms, standing orders, applicable labour laws and state rules, with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

Can a company in India reject a resignation?+

A company generally cannot compel an employee to keep working indefinitely, but it can insist on the notice period or process agreed in the appointment terms. Where a disciplinary matter is pending, the standing orders or policy may require it to be concluded first.

What should an employee do after receiving a rejection letter?+

Read the reason given, then either serve the required notice, offer payment in lieu if the contract allows, or discuss a revised date with HR. Keep all communication in writing.

Is it better to say not accepted or not accepted as submitted?+

Not accepted as submitted is usually more accurate and fair. It makes clear that the issue is the terms or timing, not the employee's right to resign.

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]
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:
Letter · Word
Resignation Acceptance Letter
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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.
Letter · Word
Resignation Acknowledgement 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
Form · Word
Employee Resignation Form
Download .docx
[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].
Letter · Word
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.
Letter · Word
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]
Letter · Word
Notice Period Letter
Download .docx
[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.
Letter · Word
Notice Period Confirmation Letter
Download .docx