Resignation Acceptance Letter Format

A resignation acceptance letter is a formal response from an employer acknowledging and accepting an employee's resignation. It confirms the last working day, notice period treatment, and next steps for exit formalities, providing both parties with a clear written record of the separation terms.

In India, HR issues this letter promptly after receiving a resignation, especially where the notice period, its waiver, or buyout needs to be agreed upon, since disputes over last working day and final settlement often stem from unclear or delayed acceptance communication.

Resignation Acceptance Letter — sample format

Copy the template below and replace the [bracketed] fields.

[Company Letterhead]

Date: [Date]

To,
[Employee Name]
[Employee ID]
[Designation], [Department]

Subject: Acceptance of Resignation

Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Resignation Date], in which you have tendered your resignation from the position of [Designation] at [Company Name].

We accept your resignation and confirm your last working day as [Last Working Day], in accordance with [the notice period specified in your appointment letter / the mutually agreed notice period].

Notice Period
[Select applicable: "You are required to serve your full notice period of [X days/months] as per your appointment terms." / "Your request for early release has been approved; your last working day will be [Date], and [notice period buyout/deduction, if any] will apply." / "Your notice period has been waived at the Company's discretion."]

Handover and Exit Formalities
You are requested to complete a proper handover of your responsibilities to [Name/Team] and complete all exit formalities, including return of company assets and clearance from relevant departments, before your last working day.

Your full and final settlement will be processed as per company policy following the completion of exit formalities. A relieving letter and experience certificate will be issued on your last working day, subject to a clean exit.

We thank you for your contribution to [Company Name] and wish you success in your future endeavours.

Regards,
[HR Manager Name]
[Designation]
[Company Name]

What to include

✓ Reference to original resignation letter and date — creates a clear paper trail of the resignation timeline
✓ Confirmed last working day — the single most disputed detail in exits, stated unambiguously
✓ Notice period treatment — clarifies whether full notice is served, waived, or bought out, and any deduction implication
✓ Handover requirement — sets an expectation for a clean transition of responsibilities before exit
✓ Reference to relieving letter and settlement — links this letter to the downstream exit documents

Legal notes (India)

§ Notice period requirements for confirmed employees are governed by the employment contract and the applicable state Shops and Establishments Act, which varies by state — there is no uniform central notice period for resignation across India.
§ If an employer waives or reduces the notice period at its own discretion (without the employee's request), it generally cannot recover notice pay from the employee for the unserved period, since the waiver is the employer's choice.
§ Full and final settlement following resignation should still be processed within a reasonable time and, per the Payment of Wages Act, 1936, wages due must be paid within the statutory timeline applicable to termination of employment (within two working days where the employment ends by termination; for resignations, standard practice is to align with the next wage cycle unless company policy commits to a shorter period).

FAQ

Frequently asked questions

Can an employer refuse to accept a resignation?

No — an employee has the right to resign; an employer cannot refuse the resignation itself, though it can insist the employee serve out the contractual notice period or negotiate an alternative arrangement.

Can the notice period be reduced or waived after resignation?

Yes, by mutual agreement — either the employee can request early release (sometimes with a buyout of the remaining notice), or the employer can waive the notice period at its discretion, typically without financial recovery from the employee in the latter case.

Is a resignation acceptance letter mandatory in India?

It is not mandated by statute, but it is strongly recommended as it creates written confirmation of the last working day and notice terms, protecting both employer and employee. Kredily automates this letter once a resignation is recorded and approved in the system.

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