How to Respond to Resignation Letter (+5 Samples)
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This blog post will guide you on how to respond to a resignation letter. We have also included some samples of the same that you can look at.
How to Respond to Resignation Letter
Here are some important pointers to remember when responding to a resignation letter:
- Acknowledge the intention to accept an employee’s resignation
- Use a formal business letter format
- State your acceptance
- Express compassion
- Keep records and a copy of the letter
- Invite the employee to keep in touch
- Proofread the letter
Sample 1: How to Respond to Resignation Letter
“Dear Ms. Gutierrez,
We have received your resignation letter dated August 28, 2014. I wished to personally inform you that we have accepted your resignation and wish you luck in your future endeavors. Although it is a great loss to Smith Communications to no longer have an employee like you, we hope that you are able to achieve success elsewhere. I will personally ensure that you receive all of your belongings as well as your last paycheck.
If there is anything else that you need from me, I encourage you to contact me at your convenience either by telephone at (555)-555-5555 or by email at [email] Please do not hesitate to contact either me or my assistant if you have any questions or concerns. I am willing to provide you with an excellent reference if needed and look forward to hearing from you again.
We hope that your journey with Smith Communities has been productive and satisfying for you as well as providing great work experience in the business world. Our whole team appreciates the work you have done and would be pleased to welcome you back to Smith Communications one day if you ever wish to return. We would also be pleased to remain in professional association with you. Thank you for your correspondence.
Yours sincerely,
Michael Boxer (Signature)
Michael J. Boxer
Manager
Smith Communications”
Sample 2: How to Respond to Resignation Letter
“On behalf of management, I hereby accept your resignation which goes into effect on [insert date].
You have accomplished quite a lot during your short time here, therefore I must express my gratitude for your faithful service and contributions to growing the company.
We will miss having you around the office. I expect to hear great things about you in the future.”
Sample 3: How to Respond to 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 has no doubt that your skill and professionalism will propel you forward in your future endeavors.
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: How to Respond to 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 endeavors.
Sincerely,
[Supervisor’s signature]
[Typed name of supervisor]”
Sample 5: How to Respond to 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]”
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FAQs (How to Respond to Resignation Letter)
Can the employer accept the resignation immediately?
Yes, an employer can and should accept a letter of resignation graciously and file it immediately. In case any important information is missing, ask the employee to add the details and sign with the date.
How do I accept a graceful resignation?
You can accept the resignation gracefully too. Make it a polite and reflective interaction where the agenda is in touch with the bigger picture instead of present inconveniences.
Is acceptance of resignation necessary?
All employers have the right to resign if they do not wish to continue working. Acceptance or rejection of the resignation on the part of the employer is obsolete.
