Most employers have to deal with losing an employee at some point. However, challenging these situations may be, when someone sends you a resignation letter, it’s important to reply promptly and professionally.

In this guide, we’ll explore the importance of replying to a resignation letter. We’ll also provide you with expert tips and best-practice examples on how to respond to a resignation letter. Read on to learn more with Adobe Express.

Why send a response to a resignation letter?

While you do not have to formally respond to an employee’s resignation, responding in writing or sending them a resignation acceptance letter can be good practice for several reasons.

Firstly, when an employee expresses their decision to leave the company, it’s your responsibility as their employer to ensure that the situation is handled professionally. This includes making sure the employee has signed off their acknowledgement of their resignation’s acceptance and clarifying any final details of their departure, such as their last working day and the offboarding process.

Secondly, if you have not formally accepted an employee’s resignation in writing, the employee could change their mind and argue that the resignation was never accepted.

Finally, in some cases, employers may wish to counter an employee’s resignation with a more attractive offer to try and convince them to stay.

How to reply to a resignation letter.

While it can be tough saying goodbye to hardworking employees, it’s important to provide a professional and timely response to a resignation letter. Here are some key considerations to keep in mind when crafting your response:

1. Choose an appropriate format.

Accepting a resignation letter in an appropriate format is important. For example, you can either send your resignation acceptance letter in an official letter format or as an email. The choice is entirely up to you.

You can also write a resignation acceptance letter yourself or you can use a resignation acceptance letter template to help you craft a professional response.

2. Be clear and formal.

When crafting your resignation acceptance letter, make sure to be clear and use formal language. This avoids any misunderstandings and miscommunication. It can also make your response feel less personal and more official, which can reduce any awkwardness between you and the employee.

3. Acknowledge receipt and accept the resignation.

The first part of your resignation acceptance letter should start by making it clear that you have received an employee’s resignation letter and accept the resignation. This shows the employee that you respect their decision to leave and are willing to work with them as they undergo this transition. An official acceptance of resignation also ensures everything is on record and official to avoid any misunderstandings. It can also protect you and the company legally should you ever need it.

4. Show understanding.

Your response should show understanding towards the employee. For example, while you may regret losing them, it’s important to avoid holding any grudges and to make it clear that you understand and respect their decision to leave.

5. Express the company’s gratitude.

As well as accepting and showing understanding toward an employee’s resignation, it’s also important to take the opportunity to thank the employee for their contributions. This can include acknowledging any great work they’ve done and thanking them for their efforts. This can avoid any awkward feelings and ensure your employees depart on a positive note.

6. Outline the next steps.

To help employees make a smooth exit, it’s important to highlight what the next steps will entail. This should include specifying a final date, so they can let their new employer know when they are able to start and familiarising them with the offboarding process.

7. Keep a copy on file.

As well as sending a resignation acceptance letter to the employee, don’t forget to keep a copy on file too. Maintaining clear records as to when employees left the company can avoid any complications in the future.

Editable resignation acceptance letter examples.

Example of how to accept a resignation letter via email.

Not sure how to write a resignation acceptance letter? We’ve pulled together an example of how to accept a resignation letter via email below:

Dear [Insert name of employee here],

I confirm receipt of your resignation from the position of [Insert job title here] at [Insert company name here] dated [Insert date of employee’s resignation here].

I can confirm your final working day will be [Insert here] as requested.

Please be sure to return any company-owned items issued to you on or before [Insert date here], including [Insert items to be returned here]. These can be returned to [Insert return location here] during [Insert opening hours here]. You will receive a follow up letter shortly regarding your final pay, exit interview date, and any other important information you need to be aware of.

Thank you for all you’ve done at [Insert company name here]. I wish you the best of luck in your new role.

Yours sincerely

[Insert your name here]

[Insert your job role and company name here]

[Insert your contact information here]

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Good to know.

Should you reply to a resignation letter by email or letter?

That’s entirely up to you. You can reply to a resignation letter by email or letter. While a letter can often serve as a more formal response, if an employee has written a resignation email, it may feel more natural to reply via email. You can attach a formal document to the email or write it in the body of the email itself. Just be sure to make the acknowledgement of the resignation letter clear in your response.

How do you say ‘thank you and goodbye’ professionally?

Sometimes you may wish to send employees a more personalised goodbye to thank them for their hard work and efforts. There are several ways you can do this while remaining professional. For example, you could give them a special shoutout on their final day or pull together a farewell card signed by their team.

How should I respond to a colleague resigning?

It can be tough when one of your colleagues resigns. Especially if you have a close relationship with them. While you may be sad to see them go, it’s polite to express your congratulations and wish them the best of luck in their next role.

Is Adobe Express free?

Yes, our free plan offers many core features including thousands of templates, photo editing and effects, animation, and 2GB of storage. See our  pricing page for details and to compare plans.