Offboarding
Resignation Acceptance Letter Email Template
Acknowledge and formally accept an employee's resignation with transition details and well wishes.
When to use this template
An employee has submitted their resignation and you need to formally acknowledge it, confirm their last working day, and outline the transition plan.
Example subject line
Acceptance of Your Resignation — Last Day Confirmed as April 15
Tips for writing this email
- Confirm the resignation acceptance and the agreed-upon last working day in the first sentence to eliminate any ambiguity.
- Outline the knowledge transfer expectations — who the employee should train, what documentation they need to complete, and key handoff deadlines.
- Include details about final pay, benefits termination date, 401(k) rollover options, and any exit paperwork that needs to be completed.
- Express genuine appreciation for their contributions and wish them well — this preserves the relationship and your employer brand.
What to avoid
- Do not guilt-trip the employee or express disappointment in a way that makes the remaining transition period uncomfortable.
- Avoid delaying the acceptance — respond within one to two business days to keep the offboarding process on track.
- Do not skip mentioning the transition plan — an unstructured handoff leads to knowledge loss and team disruption.
- Avoid being so brief that important offboarding details like benefits and final pay are left unaddressed.
Ready to write your offboarding email?
Use our AI generator to create a personalized version of this template tailored to your specific situation.
Generate This EmailFrequently Asked Questions
How quickly should I acknowledge an employee's resignation?
Respond within one to two business days. A prompt acknowledgment confirms the last working day and keeps the offboarding process on track for both parties.
What should a resignation acceptance letter include?
The confirmed last working day, knowledge transfer expectations, handoff deadlines, final pay and benefits termination details, exit paperwork requirements, and a note of appreciation for their contributions.
Can I ask a resigning employee to leave immediately instead of working their notice?
Yes, this is called garden leave. However, in most cases you must still pay the employee through their notice period. Check your employment contract and local labor laws before making this decision.
You Might Also Need
Other Offboarding Templates
Termination Notice
Formally notify an employee of their termination with clear reasoning, final day details, and next steps.
Exit Interview Invitation
Invite a departing employee to an exit interview to gather feedback on their experience.
Reference Letter
Write a professional reference letter for a departing employee highlighting their contributions and skills.
Last Day Announcement Email
Announce a departing colleague's last day to the team with appreciation and transition instructions.