Letter Accepting Verbal Resignation
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Date]
[Employee Name]
[Employee Address]
[City, State ZIP Code]
Dear [Employee Name],
I am writing to confirm our conversation earlier today regarding your verbal resignation from your position as [Position] at [Company Name]. While we are sorry to see you go, we understand and respect your decision.
Your resignation will be effective from [Date], as per your request. Please be advised that you will receive your final paycheck on your last day of work, and any accrued benefits, such as vacation time, will be paid out in accordance with the company policy.
We appreciate the contributions you have made during your time at our company and we wish you all the best in your future endeavors. Please let us know if there is anything we can do to help make your transition as smooth as possible.
If you have any questions or concerns, please do not hesitate to contact me or the HR department.
Sincerely,
[Your Name]
Formal Letter Accepting Verbal Resignation
Subject: Acceptance of Your Verbal Resignation
Dear [Employee Name],
This letter is to formally acknowledge and accept your verbal resignation communicated on [Date]. Your last working day will be [Last Working Day] as discussed.
We appreciate your contributions during your tenure and wish you success in your future endeavors. Please ensure the completion of pending tasks and handover responsibilities before your departure.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Quick Email Accepting Verbal Resignation
Subject: Verbal Resignation Accepted
Hi [Employee Name],
We acknowledge your verbal resignation given on [Date]. Your last working day is confirmed as [Last Working Day]. Thank you for your time and efforts during your tenure.
Best regards,
[Your Name]
Heartfelt Letter Accepting Verbal Resignation
Subject: Acceptance of Your Verbal Resignation
Dear [Employee Name],
We regretfully accept your verbal resignation communicated on [Date]. Your contributions have been highly valuable, and it has been a pleasure working with you.
Your last working day will be [Last Working Day]. We wish you all the best in your future endeavors and hope our paths cross again.
Warm regards,
[Your Name]
[Position]
[Company Name]
Professional Letter Accepting Verbal Resignation With Instructions
Subject: Acknowledgement of Verbal Resignation
Dear [Employee Name],
This letter serves to formally acknowledge your verbal resignation dated [Date]. Your last working day is set for [Last Working Day]. Kindly ensure the completion of ongoing projects and the proper handover of responsibilities before your departure.
We appreciate your contributions and professionalism throughout your tenure. Wishing you continued success.
Sincerely,
[Your Name]
[Position]
[Company Name]
Informal Acceptance of Verbal Resignation
Subject: Your Resignation
Hi [Employee Name],
We’ve received and accepted your verbal resignation on [Date]. Your last working day will be [Last Working Day]. Thanks for all your efforts while part of the team, and best of luck ahead!
Cheers,
[Your Name]
Letter Accepting Verbal Resignation With Regret
Subject: Acceptance of Verbal Resignation
Dear [Employee Name],
We regret to accept your verbal resignation submitted on [Date]. Your dedication and contributions have been invaluable to our organization.
Your last working day is confirmed as [Last Working Day]. We wish you nothing but success in your next endeavors and hope you keep in touch.
Sincerely,
[Your Name]
[Position]
[Company Name]
Provisional Acceptance of Verbal Resignation
Subject: Provisional Acceptance of Verbal Resignation
Dear [Employee Name],
We acknowledge your verbal resignation communicated on [Date]. This is a provisional acceptance, pending completion of all formalities including final clearance and handover. Your last working day is tentatively set for [Provisional Last Working Day].
Please coordinate with HR for any required documentation.
Sincerely,
[Your Name]
[Position]
[Company Name]
What / Why a Letter Accepting Verbal Resignation is Necessary
- Formally documents the acceptance of a verbal resignation for HR and legal records.
- Confirms the last working day and clarifies responsibilities during the notice period.
- Provides professional closure to the employment relationship.
Who Should Send a Letter Accepting Verbal Resignation
- Immediate supervisors or managers who received the verbal resignation.
- HR department representatives responsible for personnel records.
- Company executives or authorized personnel for higher-level resignations.
Whom Should Receive a Letter Accepting Verbal Resignation
- The employee who tendered the verbal resignation.
- HR records for documentation and compliance.
- Relevant department heads for transition planning.
When to Send a Letter Accepting Verbal Resignation
- Immediately after the employee communicates their verbal resignation.
- After confirming the resignation details, including last working day and pending obligations.
- Ideally within 1–3 business days to maintain professional standards.
How to Write and Send a Letter Accepting Verbal Resignation
- Start with a clear subject stating the purpose (Acceptance of Verbal Resignation).
- Mention the date of verbal resignation and confirm the last working day.
- Include instructions for handover or pending tasks if applicable.
- Use professional or warm tone depending on context.
- Choose appropriate medium: printed letter or email based on formality and company policy.
Requirements and Prerequisites Before Sending
- Verify the verbal resignation with the employee to confirm intentions.
- Determine the last working day according to company policy and notice period.
- Prepare a list of pending obligations or projects for smooth transition.
- Ensure necessary approvals from HR or management if required.
Formatting Guidelines for Letters Accepting Verbal Resignation
- Length: One page is sufficient.
- Tone: Professional, courteous, and respectful; can include regret or appreciation.
- Wording: Clear, concise, and unambiguous.
- Style: Formal or informal depending on company culture and relationship with the employee.
- Include subject, salutation, acknowledgment of verbal resignation, last working day, instructions, and closing.
After Sending / Follow-Up Steps
- Confirm receipt with the employee.
- Update HR records and payroll for final settlement.
- Ensure proper handover of responsibilities and assets.
- Provide guidance for exit procedures and exit interviews if applicable.
Tricks and Tips for an Effective Acceptance Letter
- Keep the tone professional but friendly to maintain good relations.
- Clearly state the last working day and any pending obligations.
- Use templates for consistency across employees.
- Document all communications for HR compliance and legal protection.
- Be prompt in sending the letter to avoid confusion or disputes.
Common Mistakes to Avoid
- Delaying the acceptance letter for too long.
- Failing to specify the last working day.
- Omitting instructions for handover or pending tasks.
- Using ambiguous or overly casual language in formal settings.
Elements and Structure of a Letter Accepting Verbal Resignation
- Subject line: Indicating acceptance.
- Salutation addressing the employee.
- Reference to verbal resignation including date.
- Confirmation of last working day.
- Handover instructions or pending obligations (if applicable).
- Closing statement with appreciation or best wishes.
- Signature and designation of sender.
FAQ About Letters Accepting Verbal Resignation
- Q: Can this letter be sent via email?
A: Yes, emails are commonly accepted, though printed copies may be needed for formal records. - Q: Should we express regret or appreciation?
A: Optional, but it helps maintain a positive professional relationship. - Q: Is it necessary to include handover instructions?
A: Yes, to ensure smooth transition and completion of pending tasks.
