Your employees might resign from a specific job held within your organization for many reasons. It could be that they have been offered a better position than the current one or may be due some personal reasons. Once they decide to leave the job, they provide you with a formal job resignation letter. Now, it is the responsibility of the company to accept their resignation letter in return and inform them through a resignation acceptance letter. It is always better to keep a proper format of the official resignation acceptance letter.
Write your (sender /company) contact information at the left top corner of the page.
(Company’s City, State, Zip code)
(Company’s Phone Number)
Once you write your contact information, leave one line, and write the exact date of writing the resignation acceptance letter.
Again, leave one line below the date and write complete contact information of the employee who wants to resign from your organization.
(Resigning Employee’s Name)
(Resigning Employee’s Designation)
(Resigning Employee’s Address)
(City, State, Zip code)
Now, write a salutation along with the second name of the employee, addressing him or her by their surname. Like, “Dear MR. /Ms. / Mrs. XYZ.”
Keep the introductory paragraph of your resignation acceptance letter simple and to the point, describing the purpose of the letter clearly. You can mention that you have accepted their resignation letter by referring the exact date.
Now, talk about the status of their job resignation letter. Make sure to state the name of the concerned person in your Human Resource Management Department whom he or she will meet prior to the end of their employment. It is better to let them know about the date and timings of the meeting with HR department.
Acknowledge the contribution of the resigning employee in the third paragraph of the letter. Keep your heart open in the last paragraph of the letter and wish him or her best of luck in his or her new endeavor. In addition to that, it is better to let your ex-employee know that you will be available for any kind of reference in future.
Write a closing salutation like “Yours Faithfully,” “Yours Sincerely,” and “Your Truly” etc.
Now, sign your hand written name right below the closing salutation and write typed name just below it.