Effective Guide on Resignation Acceptance Email From HR

Saying goodbye to an employee can be tough for HR professionals. It’s a moment of mixed emotions: As such, it’s essential to handle the situation with sensitivity and professionalism. That’s why crafting a well-written resignation acceptance email from HR is crucial.

In this article, we’ll cover some helpful tips for writing one and provide you with sample emails to make your task easier. So, let’s get started!

What Is a Resignation Acceptance Letter?

A resignation acceptance email is sent by an employer to acknowledge and accept the resignation of a departing employee. It usually confirms the date of resignation, expresses gratitude for the employee’s work, and may include details on any necessary procedures before departure.

Why Is HR Acknowledgement of a Resignation Letter Important?

The HR acknowledgment of a resignation letter is important because it confirms that the company has received and accepted the employee’s departure.

This helps ensure a smooth transition for the departing employee and their colleagues and provides the necessary documentation for HR records.

It also shows respect and appreciation for the employee’s time and contributions to the company, which can help maintain positive relationships in the future.

Tips on How to Write a Resignation Acceptance Email

Below are some valuable tips on how to write a resignation acceptance email:

1. Start With a Positive Tone

Begin the email on a positive note by addressing the employee by name and expressing gratitude for their service. Make sure to wish them well in their future endeavors.

2. Acknowledge the Resignation

Mention that you have received the employee’s resignation letter and acknowledge that it is effective from the date they provided.

3. Express Appreciation

Thank the employee for their contributions to the company, highlighting any specific achievements or positive qualities that stood out during their tenure.

4. Provide the Next Steps

Outline any logistical details related to the departure, such as the return of company property, final paychecks, or benefits information.

5. End on a Positive Note

Conclude the email by wishing the employee well in their future endeavors. And reiterate your appreciation for their time at the company.

black laptop computer
Photo by Stephen Phillips – Hostreviews.co.uk on Unsplash

Samples for Resignation Acceptance Email From HR

We have compiled a few effective samples to help you craft a compassionate yet professional resignation acceptance email.

Sample 1:

Dear [Employee],

I am writing to formally acknowledge receipt of your resignation letter. And I express my sincere appreciation for the contributions you have made during your tenure here at our company.

I understand this was not an easy decision for you to make. But please know that we support your choice and wish you all the best in your future endeavors. We will do everything possible to ensure your transition is as smooth as possible.

As per your request, we will begin processing your final paycheck immediately. This will include any accrued vacation time or other benefits owed to you. If there are any outstanding issues that need to be addressed before your departure, please don’t hesitate to contact us.

Once again, thank you for your service to our organization. We hope you stay in touch.


[HR Representative]

Sample 2:

Dear [Employee Name],

I received your resignation letter, and I want to express my gratitude for your time with our company. Your contributions were truly invaluable, and we will miss having you on our team.

We understand that life changes can happen unexpectedly, and we respect your decision to move forward with a new opportunity. It is always difficult when someone leaves, but we wish you all the best in your future endeavors.

Please let us know if there is anything we can do to make your transition as smooth as possible. We will work together to make all necessary arrangements before your last day of employment.

I would like to personally thank you for your dedication and commitment during your time here. Your hard work has not gone unnoticed, and we hope you carry these skills into your next venture.


[Your Name]

[HR Department]

[Company Name]

Sample 3:

Dear [Employee],

I received your resignation letter and wanted to formally accept it. We truly appreciate the hard work and dedication you put into our company.

Please know that your final paycheck will be processed within two weeks, and any outstanding benefits or vacation time will be paid out accordingly.

I wish you all the best in your future endeavors, and please don’t hesitate to reach out if you need anything from us.




Crafting a resignation acceptance email is an essential task for HR professionals. By following the tips and sample emails, you can ensure your response is professional, compassionate, and reflects your company’s values.

Remember to always acknowledge the employee’s contributions and express gratitude for their time with the company. With thoughtful communication, even a difficult situation, like accepting a resignation, can be handled with grace and respect.

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

Professional & Effective Sample Hr Emails To Employees

Companies rely heavily on HR managers to manage employees. Thus, this role requires several emails to communicate policies or updates.…

March 31, 2023

Effective Guide: Letter To Hr For Pay Raise 

Asking for a raise could be difficult– even if you pull out all the stops to make things work at…

March 31, 2023

Writing a Nice & Perfect Follow-up Email To HR

Acing an interview doesn’t necessarily ease your anxiety. In fact, the wait for a reply for the HR often feels…

March 31, 2023

Full Guide: Request & Final Settlement Letter To HR 

Following your resignation from a company, you are entitled to the payment for your last working month. If the payment…

March 31, 2023

Guide To Writing Best Email To HR Manager 

Whether you are seeking a new job or are currently employed, you will always have a reason to contact the…

March 31, 2023

Effective Welcome Email to the New HR Manager

A new HR manager has just joined, and you want to make a great first impression on behalf of the…

March 31, 2023