The Empuls Glossary

Glossary of Human Resources Management and Employee Benefit Terms

Resignation Acceptance Letter

A resignation acceptance letter is a formal letter sent by an employer to an employee in response to their resignation letter. The resignation acceptance letter confirms that the employer has received and accepted the employee's resignation, and provides information on the next steps in the resignation process, such as the employee's last day of work and any outstanding tasks or responsibilities.

It is an important document that helps ensure that both parties are on the same page regarding the resignation and can move forward with the transition in a professional and organized manner.

What is a resignation acceptance letter?

A resignation acceptance letter is a formal document sent by an employer in response to an employee's resignation letter. It acknowledges the employee's decision to resign and outlines the employer's acceptance of the resignation.

Why is a resignation acceptance letter important?

A resignation acceptance letter is important for several reasons.

It confirms that the employer has received and accepted the employee's resignation, which helps to avoid any confusion or misunderstandings about the employee's status within the organization.
It provides a clear timeline for the employee's departure and any necessary steps that need to be taken before their final day of work, such as transitioning their work to another employee or completing outstanding tasks.
It serves as a formal record of the employee's resignation and the employer's acceptance, which can be important in legal or HR matters.
A well-written and professional resignation acceptance letter can help maintain a positive relationship between the employer and employee, even as the employee prepares to leave the organization.

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What should be included in a resignation acceptance letter?

A resignation acceptance letter should include the following:

Acknowledge the resignation: Start the letter by acknowledging the resignation of the employee and mentioning the date on which the resignation is effective.
Express gratitude: Express your appreciation for the contributions made by the employee during their tenure with the company.
Offer support: Offer your support during the transition period and mention any assistance that you can provide to help the employee in their departure.
Provide information: Provide any relevant information to the employee, such as information regarding their final paycheck, benefits, or exit interview.
End on a positive note: End the letter on a positive note by wishing the employee the best for their future endeavors.

How to write a resignation acceptance letter?

Writing a resignation acceptance letter involves several key steps:

Acknowledge the employee's resignation: Begin by acknowledging the employee's resignation and thanking them for their service to the organization.
Confirm acceptance: State clearly that the employer accepts the employee's resignation and provide a specific end date for their employment. If there are any outstanding tasks or responsibilities that need to be completed before the employee's final day of work, mention them here.
Express well wishes: Offer well wishes to the employee for their future endeavors, and express appreciation for the contributions they have made to the organization.
Provide contact information: Include contact information for the employee's supervisor or HR representative, in case they have any questions or concerns as they prepare to leave the organization.
Close with a professional tone: Close the letter with a professional tone, expressing gratitude for the employee's service and reiterating the employer's acceptance of their resignation.

What is an example of resignation acceptance letter?

Here's an example resignation acceptance letter:

‍

Dear [Employee],

I am writing to acknowledge receipt of your resignation letter, dated [date]. We are sorry to see you go and wish you all the best for your future endeavors.

I want to express our appreciation for your contributions during your tenure with our company. Your hard work and dedication have been valued and have contributed to the success of our team.

We understand that leaving a company can be a difficult transition, and we want to offer our support during this period. If you need any assistance or have any questions, please do not hesitate to contact us.

Please be aware that your final paycheck will be processed and any benefits that you are entitled to will be communicated to you in a separate letter.

Once again, we wish you the best of luck in your future endeavors.

Sincerely,

[Your Name]

For more such letters, you can refer to our blog on resignation acceptance letter.

How to ask for resignation acceptance letter?

Asking for a resignation acceptance letter is a common practice, and it is important to do so to ensure that both parties are on the same page regarding the terms of the resignation. Here are some tips for asking for a resignation acceptance letter:

Follow up after submitting your resignation: After submitting your resignation letter, wait a day or two and then follow up with your employer to confirm that they have received it and ask for a resignation acceptance letter.
Be professional and polite: When making the request, be professional and polite. Express your appreciation for the opportunity to work with the organization and your desire to ensure a smooth transition.
Provide context: If your employer is not familiar with the practice of sending a resignation acceptance letter, provide some context and explain why it is important to you.
Set a deadline: If you need the resignation acceptance letter by a certain date (for example, if you need it to apply for a new job), be sure to communicate this to your employer and set a deadline for when you need to receive it.

What is an example of email asking for resignation acceptance letter?

Here's an example of how to ask for a resignation acceptance letter:

Dear [Employer Name],

I wanted to follow up on my resignation letter, which I submitted to you on [date]. I am writing to request a resignation acceptance letter, which confirms the acceptance of my resignation and outlines the next steps in the process.

I understand that this is a standard practice in many organizations, and I would greatly appreciate receiving a resignation acceptance letter as soon as possible. If it is not customary for your organization to provide such a letter, I would be happy to discuss why it is important to me and to see if we can come to a mutually agreeable solution.

I would appreciate receiving the resignation acceptance letter by [date], as I need it to finalize my plans for my next career move.

Thank you for your understanding, and please let me know if you need any further information from me.

Sincerely,

[Your Name]

Employee pulse surveys:

These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).

One-on-one meetings:

Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.

eNPS:

eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.

Based on the responses, employees can be placed in three different categories:

Promoters
Employees who have responded positively or agreed.
Detractors
Employees who have reacted negatively or disagreed.
Passives
Employees who have stayed neutral with their responses.

When should a resignation acceptance letter be sent?

A resignation acceptance letter should be sent as soon as possible after receiving the employee's resignation letter. Ideally, it should be sent within a day or two to ensure that both parties are clear on the terms of the resignation and can begin making arrangements for the transition.

Can a resignation acceptance letter be refused?

In most cases, a resignation acceptance letter cannot be refused. Once an employee has submitted their resignation letter, they have made a firm decision to leave their position, and it is the employer's responsibility to acknowledge and accept that decision.

However, in some rare cases, an employer may negotiate with the employee to try to convince them to stay or to explore alternative solutions.

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