Resignation acceptance letter (manager sample)

When an employee resigns, a short acceptance letter (or email) confirms the last day, thanks them, and points to handover or exit steps. Use this sample wording, then open the employee-facing template if you need a resignation letter instead.

How to write a resignation acceptance letter

  1. Acknowledge the resignation and restate the role and agreed last working day.
  2. Thank the employee briefly for their work — keep it sincere and professional.
  3. Outline next steps: handover, return of property, exit interview, final pay or leave questions (HR can detail these).
  4. Confirm contact for questions before the last day.

Sample acceptance letter

Dear Jordan,

Thank you for your letter dated 16 October 2026 resigning from your position as Operations Coordinator. We accept your resignation, and your last day of employment will be 30 October 2026.

We appreciate your contributions to the team and wish you every success in your next role. Please work with your manager on a handover plan and return company property by your final day. HR will follow up regarding final pay and benefits.

Sincerely,
Alex Rivera
Director of Operations
Northbridge Solutions Inc.

Email subject lines

US & AU notes

In both regions, acceptances are usually brief. In Australia, HR may also reference notice under the award or contract. This page is not legal advice — follow your company process.

Related: two weeks’ notice, immediate resignation, professional resignation letter.

Write yours on the free template

Cream letter on a wood desk — fill, copy, download .txt, export JSON, print with blank empty fields.

Open resignation letter template

FAQ

Who sends the acceptance letter — manager or HR?

Either can send it. Many companies prefer HR for policy consistency, with the manager adding a personal thank-you. Follow your internal process.

Should acceptance restate the last day?

Yes. Restating the final working day avoids confusion if the employee later asks to change dates.

Is this the same as the employee resignation template?

No. The free fillable template is for employees writing a resignation letter. This page is a manager/HR acceptance sample.