Resignation Acceptance Letter Template

Use this template to formally acknowledge an employee's resignation.

Standard Resignation Acceptance

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[Company Name] [Company Address]

[Date]

[Employee Name] [Address]

Dear [Employee Name],

Acceptance of Resignation

Thank you for your letter/email dated [date] in which you tendered your resignation from your position as [Job Title].

I write to confirm acceptance of your resignation.

Notice Period

Your contractual notice period is [X] weeks/months. Based on your resignation date of [date], your last day of employment will be [date].

Working Arrangements

During your notice period, you will be expected to [choose one]:

• Continue in your current role and duties
• Complete a handover of your responsibilities to [Name/TBC]
• [Other arrangements as applicable]

Handover

To ensure a smooth transition, please:

• Document your current projects and their status
• Prepare handover notes for your responsibilities
• Brief [colleague name/your replacement] on key matters
• Complete any outstanding work where possible

Please arrange a meeting with [manager name] to discuss handover priorities.

Annual Leave

You currently have [X] days of accrued but untaken annual leave. [Choose one]:

• These will be paid as part of your final pay
• Please take these days during your notice period, subject to manager approval
• days will be taken and [Y] days will be paid

Final Pay

Your final salary, including any outstanding holiday pay, will be paid on [date] via the normal payroll process. Your P45 will be sent to you separately.

Company Property

Please return all company property on or before your last day, including:

• [Laptop/computer equipment]
• [Mobile phone]
• [ID badge and keys]
• [Company credit card]
• [Any other items]

Exit Interview

We would like to invite you to an exit interview with [HR/Manager name] on [date]. This is an opportunity to share feedback about your time with us. Please contact [Name] to arrange a suitable time.

Post-Employment Obligations

I remind you that the confidentiality and [if applicable: restrictive covenant] clauses in your contract of employment continue to apply after your employment ends.

Reference

If you require a reference, please direct requests to [HR contact/email].

I would like to thank you for your contribution to [Company Name] during your employment. We wish you every success in your future career.

Yours sincerely,

[Name] [Job Title]

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With Garden Leave

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Dear [Employee Name],

Acceptance of Resignation - Garden Leave

Thank you for your resignation dated [date]. I confirm acceptance of your resignation from your position as [Job Title].

Notice and Garden Leave

Your contractual notice period is [X] weeks. Your last day of employment will be [date].

In accordance with your contract of employment, the Company has decided to place you on garden leave for [all/part of] your notice period, effective from [date].

During Garden Leave

While on garden leave:

• You remain employed by the Company and bound by your contract
• You will continue to receive your normal salary and benefits
• You must remain available to assist with handover if required
• You must not contact clients, customers, or suppliers
• You must not work for any other employer
• You must not attend the workplace unless requested

Handover

Before your garden leave commences, please:

• Complete handover of your responsibilities to [Name]
• Provide access to files and passwords as required
• Return company property including [list items]

Confidentiality and Restrictions

You remain bound by all terms of your contract including confidentiality obligations. Your restrictive covenants will commence from [date of departure/end of garden leave as per contract].

We wish you well in your future endeavours.

Yours sincerely,

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Early Release from Notice

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Dear [Employee Name],

Acceptance of Resignation - Early Release

Thank you for your resignation and your request for early release from your notice period.

I am pleased to confirm that we agree to release you from your notice period early. Your last day of employment will therefore be [date] rather than [original end date].

Terms of Early Release

• You will be paid up to and including [last day]
• You will not receive payment in lieu of the remaining notice period
• Your accrued holiday entitlement to [date] is [X] days, which will be paid in your final salary
• All other terms regarding handover, property return, and post-employment obligations remain as per your contract

We wish you success in your new role.

Yours sincerely,

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Checklist

Before Sending

Item	Check
Last day calculated correctly	[ ]
Holiday balance confirmed	[ ]
Handover plan in place	[ ]
Company property list prepared	[ ]
Restrictive covenants reviewed	[ ]
Exit interview scheduled	[ ]

In the Letter

Must Include	Done
Confirmation of acceptance	[ ]
Last day of employment	[ ]
Notice period arrangements	[ ]
Holiday position	[ ]
Property return requirements	[ ]
Final pay date	[ ]
Confidentiality reminder	[ ]

Follow-Up Actions

Action	Responsible
Notify IT for access removal	Manager/HR
Arrange exit interview	HR
Process leaver on payroll	Payroll
Collect property	Manager
Remove from systems	IT
Archive personnel file	HR