How to Acknowledge An Employee Resignation

Tips and advice on acknowledging an employee resignation. Provides an example of a resignation acceptance letter.

Dealing with an employee resignation can be a difficult time for a small business owner. As a managerial consultant and former head of human resources, I have had the opportunity to see resignations from both the business owner and employee's point of view. Resigning is stressful for both parties but there are things that you, as a business owner, can do to make the entire process simpler and easier.

Dealing With Resignation Requests

A resignation request will usually come in the form of a resignation letter. This formal letter will be written by the employee and detail the exact details of the resignation including the last day of work and a brief explanation.

Respond Positively to the Resignation

A written resignation letter response is not required, however, some employees may request a formal acknowledgement as a verbally agreed resignation may lead to legal issues in the future. Although there will documentation about their resignation, writing a formal acceptance letter gives you an opportunity to show your appreciation for the employee and also allows you to give an official account of the resignation.

Regardless of the reason for resignation, it is always a good idea to write positively in your acceptance letter. Use professional language in your letter and do not be tempted to add negative remarks as they can cause further disruption in the workplace.

Writing An Acceptance letter – Tips on Formatting and Content

The format of an acceptance letter does not have to be complicated. In fact, it can be as simple as three paragraphs. A format example along with some tips on what each section could contain has been provided below:

[Date]

[Name]
[Title]
[Organization]
[Address]
City, State, Zip Code]

[Employee Name]
[Address]
[City, State, Zip Code]
[Phone Number]

Dear [Employee]

[First Paragraph – The first paragraph should acknowledge the resignation and explicitly state the employee's final employment date]

[Second paragraph – The second paragraph should detail individual skills that the employee has excelled at along with the value he/she has brought to the organization].

[Final paragraph – The final paragraph thank the employee for the dedication and commitment to tasks and also wish them well for the future]

Sincerely,

[Signature]

[Your Typed Name Here]

Always make sure that your reply is on a company letterhead and includes the relevant address and contact details as in the resignation letter so that it can be easily identified as an official response from your company.

Replying to a resignation letter is something that should not be overlooked as it is an important step for showing appreciation and ensuring the resignation process moves as smoothly as possible.

Updated: 03/12/2012, MHeart

Thank you! Would you like to post a comment now?