Accepting Resignation with Regret
Dear [Employee name],
I received your resignation letter today and I have to say that I was really surprised.
I understand the reasons behind your decision but you must know that you are a very valuable member of this company and it would a great loss for us not to have you with us.
If there is anything that we can you do to keep you here, please do let us know, otherwise, we can only respect your wish and accept your resignation with great regret.
We wish you the best in your future endeavors.
Best Regards
Accepting Resignation with Regret
Dear [Employee Name],
It is with great regret that I accept your resignation from your position as [Job Title] which you submitted earlier on [Date].
I appreciate the early notice and the effort that you put to hand over your responsibilities in a smooth and transparent way.
As per the company’s policies and our agreement, your last working day will be [Date].
We wish you the best of luck.
Best Regards
Formal Acceptance of Resignation with Regret Letter
Subject: Acceptance of Resignation with Regret
Dear [Employee’s Name],
I am writing to formally acknowledge and accept your resignation from your position as [Job Title], effective [Last Working Day]. While we respect your decision, it is with genuine regret that we part ways with a valued member of our team.
Your contributions over the years, particularly in [specific project or achievement], have left a lasting impact. You have been an integral part of our success, and your professionalism and dedication will be missed greatly by both your colleagues and the management.
We sincerely wish you the very best in your future endeavors. Please let us know how we can support you during this transition. Do stay in touch, as we would be delighted to hear of your continued success.
With gratitude and best wishes,
[Your Name]
[Your Job Title]
Heartfelt Regretful Farewell Message
Subject: Wishing You the Best on Your Next Journey
Dear [Employee’s Name],
Accepting your resignation is one of the hardest things I’ve had to do as your manager. You have been more than just a colleague — you’ve been a mentor, a friend, and an inspiration to those around you.
While I am saddened to see you go, I also feel immense pride knowing that you are moving on to pursue new opportunities that will help you grow even further. Our team will not be the same without you, but your spirit and hard work will always remain a part of us.
Please stay in touch, and remember that you will always have a place here should our paths cross again.
Warm regards,
[Your Name]
Professional but Brief Acceptance Email
Subject: Resignation Acceptance
Dear [Employee’s Name],
I acknowledge receipt of your resignation dated [date] and accept it with regret. Your final working day will be [last day], and we will make the necessary arrangements for a smooth handover.
Thank you for your valuable contributions during your time with us. I wish you the very best in your future career.
Best regards,
[Your Name]
Official Acceptance with Transition Support Letter
Subject: Resignation Acceptance and Transition Plan
Dear [Employee’s Name],
I am writing to confirm receipt and acceptance of your resignation, effective [Last Working Day]. We understand your decision and accept it with sincere regret.
Over the next [notice period], we will work closely with you to ensure a smooth transition of your responsibilities. Please prepare documentation of your ongoing projects and assist in training your replacement, if possible. Your cooperation during this time is greatly appreciated.
We are grateful for the dedication and effort you have shown during your tenure. You will be missed, and we wish you continued success in your next endeavor.
Sincerely,
[Your Name]
Casual and Friendly Resignation Acceptance Message
Subject: Best Wishes for Your Next Chapter
Hi [Employee’s Name],
I can’t believe I’m actually writing this, but I accept your resignation. It’s hard to imagine the office without your energy and sense of humor. You’ve made a big difference here, and we’ll all miss you.
That said, I’m excited for you and your next adventure. Please keep us updated on how things go. And don’t be a stranger — the coffee breaks won’t be the same without you!
Take care,
[Your Name]
Provisional Resignation Acceptance Pending Handover
Subject: Provisional Acceptance of Your Resignation
Dear [Employee’s Name],
I am writing to acknowledge your resignation notice, which I regretfully accept on a provisional basis. Your final acceptance will be confirmed upon the successful completion of your handover duties and documentation of ongoing projects.
We highly appreciate your professionalism in ensuring a seamless transition. Once the transition is complete, we will finalize the process and provide you with all necessary clearance documents.
With appreciation,
[Your Name]
Regretful but Encouraging Acceptance Letter
Subject: Acceptance of Your Resignation
Dear [Employee’s Name],
With regret, I accept your resignation from your role as [Job Title]. While it saddens us to lose such a talented individual, we understand and support your decision to pursue new challenges.
Please remember that this is not a farewell forever. You have left behind an inspiring legacy, and I am confident you will excel wherever you go. Do keep us updated, as your success will always be celebrated here.
Wishing you all the best,
[Your Name]
What is an "Accepting Employee Resignation with Regret" letter and why is it important?
An "Acceptance of Resignation with Regret" letter is an official communication from an employer to acknowledge an employee’s decision to resign while expressing sorrow over the departure.
The purpose is to:
- Formally confirm the end of employment.
- Show appreciation for the employee’s contributions.
- Maintain goodwill and professional relationships for the future.
- Provide clarity on the employee’s last working day and any transition expectations.
Who should send this letter?
- Typically sent by the direct manager or supervisor of the resigning employee.
- In larger organizations, it may come from the HR department.
- For senior positions, it may be signed by an executive or director.
To whom should the resignation acceptance letter be addressed?
- Directly to the employee who has submitted their resignation.
- Copies may also be sent to HR, payroll, or administration for documentation.
- In rare cases, external stakeholders (e.g., clients) may receive a formal communication about the resignation, but not this specific letter.
When should you send a resignation acceptance with regret letter?
- Immediately after receiving and reviewing the employee’s resignation.
- Once management has decided there will be no counter-offer or negotiation.
- During the notice period, to formally document the acceptance and outline the final working date.
How to write and send the letter?
- Start with a clear subject line.
- Express regret for the employee’s departure.
- Confirm acceptance of the resignation and specify the last working day.
- Mention appreciation for their contributions.
- If applicable, outline transition expectations or next steps.
- End with good wishes for their future.
- Send it either via official email (for digital records) or as a printed letter for formality.
Common mistakes to avoid in resignation acceptance letters
- Forgetting to confirm the employee’s final working day.
- Using a tone that sounds dismissive or careless.
- Over-explaining or criticizing the employee’s decision.
- Failing to thank the employee for their contributions.
- Delaying the response, which may create confusion.
Elements and structure of a resignation acceptance with regret letter
- Subject line or heading.
- Greeting addressing the employee.
- Acknowledgment of the resignation.
- Expression of regret.
- Confirmation of the last working day.
- Appreciation of contributions.
- Transition or handover details (if needed).
- Closing statement with well wishes.
After sending the letter: follow-up actions
- Inform HR and payroll to update records.
- Begin the transition or handover process.
- Announce the departure to relevant teams or stakeholders.
- Plan a farewell or recognition activity for the employee.
- Keep communication open in case the employee needs support during the transition.
Tips and best practices for writing these letters
- Keep the tone respectful, professional, and empathetic.
- Customize the message with specific contributions or achievements.
- Avoid making promises that cannot be fulfilled.
- Be concise but detailed enough to provide clarity.
- Always maintain a positive and appreciative tone.
Compare and contrast with other resignation-related letters
- Resignation acceptance with regret: Acknowledges and expresses sadness at the departure.
- Simple resignation acceptance: Just confirms resignation without emotional tone.
- Counter-offer response letter: Proposes alternatives to encourage the employee to stay.
- Exit confirmation letter: Focuses on clearance, handover, and documentation.
This letter is unique because it balances professionalism with empathy.
