Resignation Acceptance Letter Template to Respond Professionally and Maintain Positive Relationships

Acknowledge employee resignations with clarity and professionalism in minutes using our free, customizable resignation acceptance letter template-designed for HR managers to ensure smooth, respectful offboarding.

How It Works: Accept a Resignation in Three Simple Steps

Creating a downloadable resignation acceptance letter is simple and fast:

Enter Employee and Resignation Details

Fill in the employee’s name, position, resignation date, and last working day.

Download Your Letter

Instantly export your resignation acceptance letter template in Word format for easy editing and record-keeping.

Customize and Send

Add any personal notes or company-specific information, then send to the employee and update your HR records.

What Is a Resignation Acceptance Letter?

A resignation acceptance letter is a formal document from an employer acknowledging receipt and approval of an employee’s resignation. It confirms the last working day, expresses appreciation for the employee’s contributions, and outlines next steps for offboarding or transition.

A well-designed resignation acceptance letter template includes:

Formal Acknowledgment

Clear receipt and acceptance of the resignation

Employee & Company Details

Names, job title, department, and relevant dates

Confirmation of Last Working Day

Ensures clarity for payroll and handover

Appreciation Statement

Thank the employee for their contributions

Transition Instructions

Outlines next steps, such as handover or exit interview

Professional Closing

Maintains goodwill and offers future support or references

Why HR Teams Need a Resignation Acceptance Letter Template

Resignation acceptance letters are essential for clear communication and compliance. Our template:

Reduces Administrative Burden

Cut letter creation time from 20+ minutes to under 3 minutes

Ensures Consistency

Standardizes offboarding language and process

Documents Transitions

Creates a formal record for HR files and legal compliance

Supports Positive Departures

Maintains goodwill and professional relationships

Simplify HR Documentation with Winslow

Winslow automates routine HR tasks like employee questions and onboarding, boosting efficiency. It integrates seamlessly with Slack, Teams, and email, allowing HR teams to focus on strategic priorities.

How HR Managers Use Our Resignation Acceptance Letter Template

Our template supports a variety of resignation scenarios:

Personal reasons

Career changes or new opportunities

Family responsibilities

Health reasons

Internal transfers or conflicts

Retirement

Don’t see your position? Don’t worry – our templates are customizable for any role.

Complete Your HR Documentation Toolkit

Access our full library of HR templates:

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Frequently asked questions

Have further questions about Winslow, contact us at sales@usewinslow.com

How can I customize this resignation acceptance letter template for my company?

Our template is fully customizable – add your company logo, adjust language to suit your tone, and include company-specific offboarding instructions.

Is the resignation acceptance letter template free to use?

Yes! The basic resignation acceptance letter template is free.

When should HR managers send resignation acceptance letters?

Best practice is to send the acceptance letter within 1-2 business days of receiving the employee’s resignation, confirming their last working day and next steps.

Can the template be used for different resignation reasons?

Yes, our template supports a range of scenarios, including personal reasons, new jobs, health, family, and retirement.

How do resignation acceptance letters support compliance?

They create a formal, dated record of the resignation and terms of departure, supporting legal and HR requirements.

Trusted by Modern HR Teams

Built to lighten HR’s workload, Winslow ensures employees get fast answers while HR focuses on what matters most. Guided by HR industry experts from Xerox, BetterUp, and more, and backed by investors like Jeff Bezos, Bill Gates, and Reid Hoffman.