Resignation Acknowledgement Letter
Dear [Employee Name],
I am writing to acknowledge receipt of your resignation letter dated [date of resignation letter]. We regret to receive your resignation but we respect your decision to move on to other opportunities.
We appreciate the contributions you have made during your time with our organization. Your hard work and dedication have been invaluable to our team, and we are grateful for the positive impact you have had on our company.
We would like to remind you of your obligations during the notice period, which will begin on [start date] and end on [end date]. We request that you complete all your outstanding projects and ensure a smooth transition of your responsibilities to your replacement.
We wish you all the best in your future endeavors and we hope that you will keep in touch with us.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Formal Resignation Acknowledgement Letter
Subject: Acknowledgement of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date].
Your last working day has been noted as [Last Working Day] as per the notice period mentioned in your resignation.
We thank you for your contributions during your tenure and wish you all the best in your future endeavors.
Sincerely,
[Manager Name]
[Designation]
[Company Name]
Casual Resignation Acknowledgement Email
Subject: Got Your Resignation
Hi [Employee Name],
Just to let you know, we’ve received your resignation. Your last day with us will be [Last Working Day].
Thanks for all your efforts and good luck in your next adventure!
Best,
[Manager Name]
Heartfelt Resignation Acknowledgement Letter
Subject: With Thanks and Best Wishes
Dear [Employee Name],
We have received your resignation effective [Last Working Day].
It is with mixed emotions that we accept your decision, as your dedication and positive spirit have been invaluable to the team.
We sincerely thank you for your contributions and wish you continued success in your journey ahead.
Warm regards,
[Manager Name]
[Designation]
Provisional / Conditional Resignation Acknowledgement
Subject: Acknowledgement of Resignation Submission
Dear [Employee Name],
We acknowledge receipt of your resignation letter submitted on [Date].
Please note that the final acceptance is subject to completion of pending handovers and exit formalities.
We will confirm your official last working day once the review is complete.
Regards,
[HR Name]
[Designation]
Quick Resignation Acknowledgement Message
Subject: Resignation Received
[Employee Name],
Your resignation has been received and your last working day is noted as [Last Working Day].
Thank you for your service and best wishes for your next role.
[Manager Name]
What is a Resignation Acknowledgement Letter and why it is important
- A formal communication sent by an employer confirming receipt of an employee’s resignation.
- Serves as proof of notice submission and acknowledgment of the employee’s intent to leave.
- Provides clarity on last working day, handover requirements, and exit formalities.
Who should issue a Resignation Acknowledgement Letter
- Direct managers or supervisors of the resigning employee.
- Human Resources department for official record-keeping.
- Senior management if the employee holds a key position.
Whom should the Resignation Acknowledgement Letter be addressed to
- The employee submitting the resignation.
- Relevant internal departments (HR, payroll) for processing exit formalities.
When to send a Resignation Acknowledgement Letter
- Immediately upon receiving a resignation letter or email.
- Before the employee begins notice period or exit procedures.
- When formal documentation is required for HR records.
How to write and send a Resignation Acknowledgement Letter
- Start with a clear subject line indicating acknowledgment.
- Reference the resignation submission date and proposed last working day.
- Express thanks and appreciation for the employee's contributions.
- Specify any pending procedures like handover or clearance.
- Send via official email or printed letter depending on company protocol.
Formatting and Tone Recommendations
- Tone: Professional, courteous, and appreciative.
- Length: 1–2 concise paragraphs plus closing.
- Style: Clear, polite, and unambiguous.
- Include identifiers like employee name, department, and last working day.
Elements and Structure of a Resignation Acknowledgement Letter
- Subject line clearly indicating “Resignation Acknowledgement.”
- Greeting addressing the employee.
- Reference to the resignation letter and submission date.
- Confirmation of last working day.
- Appreciation for contributions.
- Optional instructions for exit formalities.
- Closing with sender’s name, designation, and company.
Requirements and Prerequisites before sending a Resignation Acknowledgement Letter
- Ensure receipt of a formal resignation letter from the employee.
- Verify notice period and last working day.
- Confirm any pending work handover, exit checklist, or clearance processes.
Pros and Cons of sending a Resignation Acknowledgement Letter
Pros:
- Provides formal documentation and clarity for both parties.
- Maintains positive employer-employee relationship.
- Supports HR record-keeping.
Cons:
- Slight administrative delay if not sent promptly.
- Overly formal tone may feel impersonal if employee expects a casual approach.
Tricks and Tips for Effective Resignation Acknowledgement
- Keep it concise and professional.
- Add a personal touch if appropriate to acknowledge contributions.
- Confirm last working day and any pending procedures clearly.
- Use the company’s official email or letterhead for records.
Common Mistakes to Avoid
- Delaying acknowledgment after receiving resignation.
- Omitting important details like last working day or handover instructions.
- Using ambiguous or casual language in a formal context.
- Failing to send a copy to HR for record-keeping.
After Sending a Resignation Acknowledgement Letter
- Ensure HR updates records and payroll accordingly.
- Follow up on exit formalities and clearance procedures.
- Maintain courteous communication until the employee’s last working day.
- Provide references or recommendations if applicable.
