HR acceptance of resignation letters(5 samples)

This blog post will show you samples of “HR acceptance letters for a resignation.”

Writing an “HR acceptance letter for a resignation.”

When writing a response to a resignation letter, these are some of the things you need to keep in mind.

  • 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 the employee resignation request. You can accept or counter-offer the request.
  • Finally, thank the employee for their service and convey your good wishes.

Sample 1: “HR acceptance of resignation letter”

“Julia Sanchez

Human Resource Manager

Acme Corp

12 Main Street, Ste. 3

HR acceptance of resignation letters(5 samples)

Middleford, Ohio 44822

July 18, 2022

Miles Johnson

7 Oak Street

Middleford, Ohio 44822

Dear Miles,

Your resignation from your position has been accepted, effective on July 29, 2022, as requested.

I have no doubt you will continue to perform to your usual high standards during your remaining time with the company.

It has been a pleasure working with you, and I wish you all the best in the future. If I can provide a reference, please do not hesitate to ask.


Signature (hard copy letter)

Julia Sanchez”

Sample 2: “HR acceptance of resignation letter”

“George Baptiste

Human Resources

7 Star Avenue, Second Floor

Village Creek, Calif. 94019

July 20, 2022

Sara Smith

34 Bay Street

Village Creek, Calif. 94019

Dear Sara,

It is with regret that I formally acknowledge receipt of your resignation notice on July 18th. Your resignation has been approved and, as requested, your final day of work here at JQB and Sons will be July 29, 2022.

It has been a pleasure working with you, and on behalf of the team, I would like to wish you the very best in all your future endeavors. Included with this letter, please find an information packet with detailed information on the resignation process.

If you have any additional questions, please do not hesitate to contact the office. Thank you again for your positive attitude and hard work all these years.

All the best,

Signature (hard copy letter)

George Baptiste”

Sample 3: “HR acceptance of resignation letter”

“Subject Line: Resignation Acceptance and Congrats

Dear Liz,

I was sorry to hear that you’ll be moving on from QRS Inc., but I’m pleased to hear that you have such an exciting new opportunity in the works. I know you’ll be a tremendous success there, as you are in all your roles.

This constitutes my formal receipt of your resignation. As requested, your last day will be August 5, 2022. Please keep in touch and let me know if you ever need a letter of recommendation.

Best regards,

Jon Burton

Manager, QRS, Inc.


Sample 4: “HR acceptance of resignation letter”


[Company Name]

[Company Address]

[Company Contact Number]

[Employee Name]

[Employee Job Title]


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.]


[Employer Name]

[Employer Designation]”

Sample 5: “HR acceptance of resignation letter”

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.


[Huma Resources signature]

[Typed name of HR Manager]”

Frequently Asked Questions: Writing an “HR acceptance letter for a resignation.”

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.