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Resignation Acceptance Letter Template
Seven resignation acceptance letters: standard, shortened notice, garden leave, pay in lieu, after a declined counter-offer, rehire eligible, and email.
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What you get
- Seven acceptance letters for HR and managers, from a two-line email to a garden leave letter
- A what-to-confirm table: last day, final pay, PTO, equipment, benefits end date, COBRA
- A worked example of PTO payout plus pay in lieu of notice
- At-will, unemployment, UK notice, and India relieving letter notes
- A list of things to keep out of an acceptance letter
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
What this letter does
The resignation letter comes from the employee. This is the employer's written reply. It confirms the resignation was received and accepted, fixes the last working day, and tells the employee exactly what happens to their pay, PTO, benefits, and equipment. Our resignation letter template includes one short acceptance reply. This template is for the cases that reply does not cover: releasing someone early, garden leave, counter-offers, and rehire status.
Details to fill in
- Employee name and job title
- Date the resignation was received— the date on the email or letter, not the date you read it
- Last working day— a specific date, e.g. Friday, October 16, 2026
- Separation date for payroll and benefits— differs from the last working day for garden leave or pay in lieu
Letter 1: Standard acceptance
[Company letterhead] [Date] Dear [Employee name], Thank you for your letter of [date received]. We accept your resignation from your position as [Job title], and confirm that your last working day will be [Last day]. Before you leave: - Your final paycheck, covering wages through [Last day] and [number] hours of accrued, unused PTO, will be paid on [date] by [direct deposit / check]. - Your medical, dental, and vision coverage ends on [date]. [COBRA administrator] will send you a notice explaining how to continue coverage. - Please return your laptop, badge, and corporate card to [name] by [Last day]. [Remote: A prepaid return box will arrive at your home address by [date].] - [Name] from HR will contact you to schedule an optional exit interview. Please use the next [two weeks] to hand over [specific work, e.g. the open vendor contracts and the month-end close checklist] to [colleague]. Thank you for your work on [specific contribution]. We wish you well. Sincerely, [Manager name] [Title] cc: HR, Payroll
Letter 2: Accepting with a shortened notice period
Dear [Employee name], Thank you for your letter of [date], giving notice of your resignation with a last day of [employee's proposed last day]. We accept your resignation. Because [reason, e.g. your accounts have already been reassigned], we will not need you to work the full notice period. Your last working day will be [earlier date]. We will pay your regular salary through [employee's proposed last day], the date you originally gave, so you will not lose pay because of the earlier finish. Your final paycheck on [date] will include that pay and [number] hours of accrued PTO. Your benefits continue through [date]. Please return your equipment by [earlier date]. Contact [HR contact] with any questions. Sincerely, [Name] [Title]
Letter 3: Garden leave
Dear [Employee name], We accept your resignation from the position of [Job title], received on [date]. Your employment will end on [Separation date], the end of your [one-month / three-month] contractual notice period. From [garden leave start date] until [Separation date], you will be on garden leave. During this time: - You remain an employee and will receive your full salary and benefits. - You should not come to the office, contact clients, suppliers, or colleagues about work, or access company systems, unless we ask you to. - You must stay available by phone and email during normal working hours in case we need to ask a question about your handover. - You remain bound by your employment contract, including confidentiality, and you may not start work for another employer before [Separation date]. Please return your laptop, phone, and building pass on [date]. Your final pay, including any accrued holiday not taken, will be paid on [date]. Sincerely, [Name] [Title]
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How to use this template
- 1
Reply within one or two business days
A written acceptance fixes the last day on record. If you wait, the employee may try to withdraw the resignation or dispute the date.
- 2
Decide the last day before you write
Accept the notice as given, shorten it, place the employee on garden leave, or release them now with pay in lieu. Each option has a matching letter below.
- 3
Check final pay and PTO rules for the work state
Final pay deadlines and PTO payout rules are state law. California, for example, pays on the last day when the employee gave at least 72 hours' notice.
- 4
Send it, copy HR, and keep the record
Email the letter or a signed PDF, copy HR and payroll, and save it with the employee's resignation letter in the personnel file.
Frequently asked questions
How do you write a resignation acceptance letter?
Thank the employee, state that you accept the resignation, and confirm the exact last working day. Then list the final paycheck date, PTO payout, benefits end date and COBRA information, equipment to return, and who to contact. Close with a short, specific thank-you. Keep it to one page and send it within a day or two.
Does an employer have to accept a resignation?
No. A resignation takes effect when the employee gives notice; the employer's letter acknowledges it and fixes the date. The employer cannot refuse to let someone leave, but in the UK and India the employer can hold the employee to the contractual notice period or agree a shorter one.
Can an employer make the last day earlier than the employee's notice?
In the US, usually yes, because employment is at-will. If you do not pay through the employee's proposed last day, some states treat the early end as a discharge for unemployment purposes. Paying through the original date avoids that. In the UK, you need a pay in lieu clause in the contract or the employee's agreement.
Can an employee withdraw a resignation after it is accepted?
Only if the employer agrees. Once the employer has accepted the resignation, especially in writing, it is generally entitled to hold the employee to it. That is one reason to send the acceptance letter promptly. If you allow a withdrawal, confirm it in writing and cancel the offboarding steps.
What is garden leave?
Garden leave means the employee stays employed and paid for the notice period but does not work, contact clients, or access systems. It is common in the UK and in financial services. It keeps the employee from starting with a competitor during notice. The contract should allow it; if not, agree it in writing.