HR & employment 2 signers 2 pages 17 blanks to fill in

Resignation Acceptance Letter Template

Reply to a resignation with a gracious letter that pins down the last day, the final pay and everything that needs doing before then.

Use this template — free See the agreement Signers don’t need an account
Resignation acceptance letter
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Resignation acceptance letter — page 1 of 2
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Resignation acceptance letter — page 2 of 2
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Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a resignation acceptance letter?

When an employee resigns, the clock starts. A prompt written reply confirms you have accepted the resignation and agrees the last working day, so neither side is guessing. It is also the natural place to answer the questions every leaver has about final pay, unused holiday and what to hand back.

This letter thanks the employee for their resignation, whether by letter, email or in conversation, and confirms the last working day. It sets out how unused leave will be handled, lists anything extra in the final pay such as an earned bonus, and gives the pay date or says it will be the next normal payday. It sets out handover tasks and company property to return. It reminds the employee that confidentiality continues, and can invite them to an optional exit interview. Add a personal note to end on a warm footing. The employee signs to acknowledge the letter and the agreed last day.

Best for
Replying to any resignation in writing
Signed by
The employer, and the employee to acknowledge
Covers
Last day, final pay, unused leave, handover, property, exit interview
Length
1–2 pages

When to use a resignation acceptance letter

  • Confirming a resignation an employee handed in by email
  • Putting a verbal resignation in writing so the last day is clear
  • Recording an earned bonus or commission that will be paid on leaving
  • Setting out a handover plan for a key team member
  • Inviting a leaver to an exit interview

What you fill in

17 blanks, then the name and email of each person who signs: employer, employee.

1 The letter

  • Date of the letter*
  • Employer (company name)*
  • Employer address
  • Employee's full name*
  • Job title*

2 The resignation

  • Date of the resignation*
  • How they resigned* letter · email · conversation, which this letter confirms
  • Last working day*

3 Final pay

  • Accrued unused leave (days)
  • Unused leave will be* paid with your final pay · taken before your last working day, as agreed with your manager · dealt with as your contract and the law require
  • Final pay date
  • Anything else in the final pay

4 Handover

  • Handover tasks
  • Company property to return
  • Exit interview (optional)
  • Contact for questions*
  • A personal note (optional)

5 Who signs

  • Employer signature and date, job title · Usually the employee's manager or an HR manager.
  • Employee signature and date · The employee who has resigned.

What the resignation acceptance letter covers

  1. Acceptance of your resignation
  2. Your final pay
  3. Before you leave
  4. Questions

Using the resignation acceptance letter, step by step

1 Confirm the resignation

Enter the employee's name and job title, the date they resigned and how, and the last working day you have agreed.

2 Explain final pay

Add their unused leave balance and choose how it will be handled. List anything extra in the final pay, and enter the pay date if it isn't the next normal payday.

3 Plan the departure

List handover tasks and company property to return. Add exit interview details if you hold them, and a contact for questions.

4 Add a personal touch and send

A short personal note helps the letter feel like a thank-you rather than paperwork. Send it, and the employee signs to acknowledge. The letter is kept with their records in your vault.

Tips before you send it

  • Reply within a day or two. A quick acknowledgement avoids disagreement about when notice was given.
  • Check the last day against the notice period in the contract. If you want them to leave sooner, use a notice period waiver agreement or garden leave letter.
  • Confirm the leave balance with payroll before quoting a number.
  • Turn off system access on the last day and collect equipment in person where you can.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the resignation acceptance letter template — it’s free

Resignation acceptance letter: frequently asked questions

Do I have to accept a resignation?

In many places a resignation takes effect once notice is given, whether or not you accept it. This letter confirms receipt, agrees the practical details and gives you both a written record.

Can the employee withdraw their resignation after this letter?

That is usually up to you. Many employers treat a resignation as final once it is confirmed in writing, but you can agree to let the employee stay. If you do, put the change in writing too.

What if the employee wants to leave earlier than the notice period?

Agree the earlier date separately using a notice period waiver agreement, which covers pay for the waived time, then enter the agreed date here.

Why ask the employee to sign?

Their signature confirms the last working day and that they have received the final pay details. FileIt's audit trail shows when the letter was sent, opened and signed.

Use this template — free