Free letter template · Word

Resignation Withdrawal Approval

A resignation withdrawal approval letter is the employer's written consent to an employee's request to cancel a resignation. It confirms that the resignation stands withdrawn, that employment continues on existing terms without a break in service and that any exit steps already started are stopped.

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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 Your resignation is hereby treated as withdrawn and of no effect.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.

Revised terms, if any: [Describe any agreed change in role, location or compensation, or write Not applicable]. Where compensation has been revised, a separate letter will be issued.

The following actions initiated after your resignation will be cancelled:

Exit clearance and separation entry in the HRMS
Scheduled exit interview and full and final settlement processing
Any planned withdrawal of system access or company assets
Backfill requisition for your position, where raised

Your reporting manager, [Reporting Manager], will discuss your current priorities and any responsibilities that were handed over during the notice period.

We value your decision to continue with us and look forward to your contribution. Please sign the duplicate copy of this letter as acknowledgement.

Yours sincerely,

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

Acknowledged by
[Employee Name]
Date: [Date]

Cc: [Reporting Manager], IT Department, Finance and Payroll

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What this template includes

Reference to both the resignation and the withdrawal request with dates
Clear approval that the resignation is treated as withdrawn
Confirmation of continuity of service for gratuity, leave and seniority
Statement that all other terms of appointment remain unchanged
Optional paragraph for revised role or compensation with a separate letter
Instruction to HR, IT and Finance to cancel exit actions
Employee acknowledgement

When to use it

An employee asked to withdraw their resignation and management has agreed
A retention discussion succeeded and you need to formally close the exit file
Exit clearance or F&F had already been initiated and must be cancelled
You want to record any revised terms agreed as part of retention

How to customise this template

1Enter the dates of the original resignation and the withdrawal request
2Delete the revised-terms paragraph if nothing has changed
3If compensation changes, issue a separate revision letter and refer to it here
4Copy the letter to IT and Finance so access and payroll are not disturbed
5File it with the original resignation in the personnel file

HR tips

Confirm continuity of service explicitly to avoid later gratuity disputes
Reverse any HRMS separation entry and PF exit date if already marked
Avoid adding a penalty or new bond as a condition of withdrawal without legal review
Communicate the change to the team the employee was handing over to

For HR & hiring managers

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Frequently asked questions

Does withdrawal of resignation create a break in service?+

Not if the employer approves the withdrawal before the last working day and states that employment continues. The approval letter should say so clearly.

Can the company put conditions on approving a resignation withdrawal?+

The company may set reasonable conditions in line with its policy, such as a minimum commitment to a project. Conditions that change core terms should be agreed in writing and reviewed for legal compliance.

What happens to the handover already done?+

The manager decides whether responsibilities return to the employee or stay with the new owner. It is best to note this in the letter or in a follow-up email.

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

[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]
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]
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
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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]
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.
Letter · Word
Resignation Rejection Letter
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[Company Logo][Company Name]
APPROVAL OF NOTICE PERIOD WAIVER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Notice Period Waiver
Dear [Employee Name],
This refers to your request dated [Date of Request] for waiver of your notice period. Your original last working day, based on [Notice Period] notice from your resignation dated [Date of Resignation], was [Original Last Working Day].
The management has approved a waiver of [Number] days. Your revised last working day will be [Last Working Day].
Letter · Word
Notice Period Waiver Approval
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Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number

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

[Company Logo][Company Name]

EARLY RELEASE APPROVAL

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

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

Subject: Approval of Early Release from Service

Dear [Employee Name],

With reference to your request dated [Date of Request] and the endorsement of your reporting manager, [Reporting Manager], we are pleased to approve your early release from the services of [Company Name].

Particulars	Date
Last working day as per acceptance letter	[Original Last Working Day]
Approved last working day	[Last Working Day]
Exit clearance to be completed by	[Date]
System access to be withdrawn at	[Time] on [Last Working Day]

Letter · Word

Early Release Approval Letter

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