Does an employer have to respond to a resignation letter? (samples)
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This blog post will examine whether it is a must to respond to a resignation letter and samples of how to write a response letter to a resignation.
Does an employer have to respond to a resignation letter?
No, an employer does not have to respond to a resignation letter. However, it it’s good practice to acknowledge the resignation by writing. Responding to a resignation letter is a clear way of showing that you have received the resignation letter. It also helps the resigning employee to know if their resignation has been accepted or rejected and the way forward.
When writing a response to a resignation letter these are some of the things to include:
- Use a formal business letter format. It would be best to keep the letter professional regardless of your relationship with your employee.
- The first step is to give a reply to your employee resignation request. You can accept or counter-offer the request.
- Finally, thank your employee for their service and convey your good wishes.
Sample 1: “Response to a resignation letter”
“[Date]
[Company Name]
[Company Address]
[Company Contact Number]
[Employee Name]
[Employee Job Title]
[Department]
Dear [Employee Name],
I am writing to formally acknowledge and accept your letter of resignation, received on [Date] for the [Job Title] position at [Company], effective [last working date].
[Use this section to express your gratitude and appreciation for the contributions the employee has made to the company. This is also a good time to inform the employee of the offboarding process with the company.]
Please do not hesitate to contact me or Human Resources if you have any questions. [Thank the employee for the hard work and convey your well-wishes.]
Sincerely,
[Employer Name]
[Employer Designation]”
Sample 2: “Response to a resignation letter”
“[Date]
[Employer name]
[Employer address]
{Employer phone number]
[Employee name]
[Employee title]
[Department]
Dear [Employee Name],
This letter is to acknowledge and confirm the receipt and acceptance of your letter of resignation, received on [date the letter was received] for the [name of title] position at [company name], effective [date of last working day].
Please return all [company] property on or before your last day of working [date of last working day], including keys, laptop, company-issued mobile phone, company credit card, ID badge, parking pass and any other company-owned property.
Attached, you will find information for exiting employees regarding benefit coverage, final wages and other information you may need going forward. Please feel free to reach out to Human Resources at [HR phone number] or [HR email] should you have any questions or need additional information.
Optionally, you may participate in an exit interview to provide valuable feedback to the company. If you wish to participate in an exit interview, please visit the following URL to complete the exit questionnaire. This process is anonymous and completely optional. If you choose to participate in a face-to-face exit interview, please let Human Resources know by calling [HR phone] or emailing [HR email].
Thank you for your work here at [company]. We wish you the best in your future endeavours.
Sincerely,
[Supervisor’s signature]
[Typed name of supervisor]”
Sample 3: “Response to a resignation letter”
“May 1, 2020
Julio Santos
Senior Finance Manager
Powell Financial Group, Inc.
136 Main Street, Ste. 7
Middleton, Iowa 41122
Giles Bronson
Junior Wealth Management Associate
Dear Giles,
Your resignation from the position of Junior Wealth Management Associate has been received and accepted as of May 1, 2020, effective on May 15, 2020, as requested. While we’re sad to see you go, the team at PFG does not doubt that your skill and professionalism will propel you forward in your future endeavours.
Please return all PFG-owned property on or before your last day of work, May 15, 2020, including keys, laptop, PFG-issued mobile phone, company credit card, ID badge, parking pass and any other company-owned property.
Attached, you will find information regarding your benefits coverage, final paycheck and final steps. Please feel free to reach out to Human Resources at 816-278-9403 or hr@pfg.com should you have any questions or need additional information.
Optionally, you may participate in an exit interview to provide valuable feedback to the company. If you wish to participate in an exit interview, please visit the company’s website and click on ‘Exit survey’ under the ‘Resources’ tab. This process is anonymous and completely optional. If you choose to participate in a face-to-face exit interview, please let Human Resources know by calling 816-278-9403 or emailing hr@pfg.com to schedule.
It has been a pleasure working with you, and Powell Financial Group wishes you the best in the future. Please do not hesitate to ask for a letter of recommendation.
Sincerely,
Julio Santos (signed)
Julio Santos (typed)”
Sample 4: “Response to a resignation letter”
“Subject line: Resignation Acceptance and Well-Wishes
Dear Lia,
I regret to hear that you’ll be moving on from JRS Inc., but I’m confident that you’ll have great success in your new role.
This email constitutes my formal receipt and acceptance of your official resignation. As requested, your last day will be June 27, 2020. Please feel free to keep in touch and don’t hesitate to ask me if you ever need a letter of recommendation. My email is JBarton@skymail.net and my mobile number is 764-897-3647.
Please be sure to return all company-owned materials issued to you on or before June 27, 2020, including your office keys, laptop and JRS-issued mobile phone. These items and any other JRS property in your possession can be returned to the Human Resources office during normal business hours. You will also be receiving a letter from HR regarding the status of your final paycheck and any other details that need to be addressed before you leave.
Thank you for all you’ve done for JRS. We wish you the very best in the future.
Best regards,
Jim Barton
Communications Manager, JRS Inc.
Jbarton@jrs-mail.com
764-153-4577”
Sample 5: “Response to a resignation letter”
“March 13, 2020
Samuel B. Grabowski
Managing Partner
Pierson, Grabowski and Witt, LLP
176 Centre Street, Ste. 14
Kipton, Pennsylvania 61132
Katherine Bourge, Legal Associate
Dear Katherine,
This letter is confirmation of receipt of your resignation letter received on March 12, 2020. I have discussed your request with the other partners and we all wish to find a way to encourage you to stay with us.
We understand the stress that full-time work in the legal profession can add when one is caring for a family member as you are. We want you to know that you have always been an exemplary employee that we’re proud to have at our firm. That said, we are not prepared to lose your valuable contributions to this firm.
We’d like to propose that you might try staying on in a limited capacity. As long as your home situation persists, the firm would like to offer you limited office hours and the opportunity to work from home as needed. We believe this solution could give you more freedom to effectively balance your personal and professional responsibilities.
Please think this over and let me know what you think. We will respect your decision either way but do hope that you choose to stay with us.
Sincerely,
Samuel B. Grabowski
Managing Partner, Pierson, Grabowski and Witt, LLP”
Frequently asked questions: Does an employer have to respond to a resignation letter?
Should a company respond to a resignation letter?
No, it is not a requirement; however, it is appropriate for a company to respond to a resignation letter. They should state whether they accept or reject the resignation.
How do you respond to an employee resigning?
- Acknowledge official receipt of resignation letter.
- Guide offboarding.
- Thank your employee for their work.
- Understand the reasoning behind their resignation.
- Transfer their duties to another employee.
We hope the above blog post was helpful. Please leave your comments and questions below.
Citations
https://www.thebalancecareers.com/resignation-acceptance-letter-example-2063509
https://www.indeed.com/career-advice/starting-new-job/response-to-resignation-letter
