Resignation Approval Letter

What a Resignation Approval Letter Is and Why You Need It

A Resignation Approval Letter is an official document confirming that an employee’s resignation has been accepted.
Purpose:

• Provides formal acknowledgment and clarity for both employee and employer.
• Confirms the last working day and exit procedures.
• Protects the company legally by documenting the acceptance.
• Serves as a reference for HR and administrative records.

Who Should Send a Resignation Approval Letter

• Immediate supervisors or department managers.
• Human Resources department.
• Senior management or company executives when appropriate.
• Authorized personnel as per organizational policy.

Whom the Resignation Approval Letter Should Be Addressed To

• The employee who has submitted the resignation.
• Copy to HR for official records and payroll processing.
• Optional: Department head or team members for awareness.

When to Send a Resignation Approval Letter

• Immediately after receipt of the resignation letter.
• Before the employee’s last working day.
• Following confirmation of final exit procedures and handovers.
• After discussing any transitional or notice period arrangements.

How to Write and Send a Resignation Approval Letter

• Begin with a clear subject confirming acceptance.
• State the employee’s name, position, and effective last working day.
• Acknowledge contributions and express gratitude if appropriate.
• Include instructions for exit formalities or document handovers.
• Maintain a professional and courteous tone.
• Send via email for fast communication or printed letter for official records.

Requirements and Prerequisites Before Sending the Letter

• Verified receipt of employee’s resignation letter.
• Confirmation of last working day, notice period, and exit process.
• HR and management approvals if required.
• Details of pending responsibilities and company property to be returned.

Formatting Guidelines for Resignation Approval Letters

• Length: Typically one page or concise email.
• Tone: Professional, formal, or warm depending on relationship.
• Wording: Clear, polite, and appreciative if appropriate.
• Style: Subject, greeting, body with acceptance and instructions, closing.
• Attachments: Optional checklist for exit formalities or forms.
• Etiquette: Acknowledge contributions and maintain cordial tone.

After Sending a Resignation Approval Letter

• Track confirmation of receipt by the employee.
• Ensure all exit formalities are completed on or before the last working day.
• Update HR records, payroll, and system access accordingly.
• Optionally, conduct an exit interview or gather feedback.

Common Mistakes to Avoid in Resignation Approval Letters

• Using vague language or failing to specify the last working day.
• Forgetting to acknowledge contributions (if appropriate).
• Delaying the approval letter and creating confusion.
• Not providing clear instructions for handovers or exit procedures.
• Sending a letter with typos or incorrect employee details.

Elements and Structure of a Resignation Approval Letter

• Subject line indicating resignation acceptance.
• Salutation addressing the employee by name.
• Statement confirming acceptance and effective last working day.
• Optional acknowledgment of contributions.
• Instructions for exit formalities or company property return.
• Closing statement wishing the employee well.
• Signature and designation of the sender.
• Optional attachment: exit checklist or form.

FAQ About Resignation Approval Letters

• Q: Is it mandatory to send a formal resignation approval letter?
  A: Yes, it ensures clarity, legal documentation, and proper HR processing.

• Q: Can it be sent via email?
  A: Yes, email is commonly accepted; printed letters may also be used for official records.

• Q: Should the letter include appreciation?
  A: Optional but recommended if the employee has made significant contributions.

• Q: What if the employee wants to withdraw resignation?
  A: Approval letters should not be sent until withdrawal possibilities are finalized with HR and management.

Tricks and Tips for Resignation Approval Letters

• Confirm all details before sending (dates, role, and notice period).
• Keep the tone polite and professional; include gratitude if appropriate.
• Send promptly to avoid confusion and maintain good employee relations.
• Include a checklist or next steps for smooth exit transition.
• Retain a copy for HR records and future reference.

Pros and Cons of Sending Resignation Approval Letters

Pros:

• Provides clear confirmation and prevents disputes.
• Maintains professionalism and positive workplace relationships.
• Facilitates smooth HR and administrative processes.

Cons:

• Delayed letters may create confusion.
• Impersonal letters can negatively impact morale if tone is too formal or cold.

Compare and Contrast Resignation Approval Letters with Exit Confirmation Letters

• Resignation Approval Letter: Confirms acceptance of resignation and specifies last working day.
• Exit Confirmation Letter: Confirms completion of exit formalities and release from company obligations.
• Both are official documents but serve different stages in the resignation process.
• Approval letters are sent early in notice period; exit letters are sent at the end of employment.