How to Write a Resignation Acceptance Email

When an employee submits their resignation, employers must respond professionally and courteously. Crafting a well-written resignation acceptance email is a matter of courtesy and an opportunity to maintain a positive relationship with the departing employee. 

In this article, we will discuss the best practices for writing a resignation acceptance email, offer some important things to remember, and provide you with a sample template to make the process smoother.

Things to Remember for Writing a Resignation Acceptance Email

• Timeliness: Respond promptly to the resignation. Acknowledging the employee's decision as soon as possible to demonstrate your respect for their choice is considerate.
• Keep it Professional: Maintain a professional tone throughout the email. Avoid personal opinions or emotions, and focus on the facts and well-wishes for the departing employee.
• Express Gratitude: Start your email by expressing gratitude for the employee's contributions to the company. This ensures a positive tone for the rest of the message.
• Acknowledge the Resignation: Clearly acknowledge the receipt of the resignation letter and confirm the last working day as mentioned in the letter. This shows that you've read and understood their decision.
• Best Wishes: Convey your best wishes to the departing employee. Express your hope that they succeed in their future endeavors, even if you're sad to see them go.

Best Practices for Writing a Resignation Acceptance Email

• Be Concise: Keep the email short and to the point. The departing employee may be emotionally transitioning, so avoid unnecessary details or lengthy explanations.
• Avoid Negative Remarks: Never use the resignation acceptance email as an opportunity to discuss any negative issues or grievances. Maintain a positive and supportive tone.
• Offer Assistance: Let the employee know you are available to help with the transition, such as providing information on handing over responsibilities or conducting an exit interview.
• Follow Company Policy: Ensure that your response aligns with your company's policies and procedures regarding resignations, including any notice periods or exit processes.

Sample Resignation Acceptance Email Template

Subject: Acceptance of Resignation

Dear [Employee's Name],

I am writing to express my sincere gratitude for your dedicated service to [Company Name]. We have appreciated your hard work and contributions during your time here.

I have received your resignation letter dated [Resignation Date]. We accept your decision, and your last working day will be [Last Working Day], as stated in your letter.

We understand this decision was not made lightly, and we wish you all the best in your future endeavors. Please do not hesitate to contact us if you require any assistance during the transition period or have any questions.

Once again, thank you for your commitment to [Company Name], and we hope you find success and fulfillment in your next chapter.

Best regards,

[Your Name]

[Your Title]

[Company Name]

Conclusion

Writing a resignation acceptance email is a crucial step in the offboarding process, and it should be handled with care and professionalism. 

By following the best practices and considering the essential elements mentioned in this article, you can ensure that your response is respectful, supportive, and in line with your company's policies. 

This will help maintain a positive relationship with the departing employee and leave a lasting impression of professionalism within your organization.