Resignation acceptance letter (letter and email versions)
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General information, not legal advice. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Every rule on this page links to its official source.
Fill in the resignation acceptance letter
Preview
Acceptance of Resignation
Dear [Employee name],
Thank you for your letter of resignation, received on [Date you received the resignation]. This letter confirms that your last day of employment with [Company name] will be [Last day of employment].
We appreciate the work you have done as [Employee job title] and wish you well in what comes next.
Final pay
Your final paycheck, covering wages earned through your last day, will be paid on [Date the final paycheck will be paid].
[Note for you: Choose your state above to see its rule on final pay after a resignation, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on paying out unused vacation or PTO, or check it with your state labor office before you send this.]
Before your last day
[Handover plan]
Please return the following company property on or before your last day: [Company property to return]
We would value your views on your time here. We have scheduled a short exit interview on [Exit interview date]; it is voluntary.
Benefits and contact
Information about any benefits that continue after your last day, and about any options to continue health coverage, will be sent to you separately. Please confirm the mailing address where you would like to receive your final pay documents and year-end tax forms.
If you have questions, please contact [Who to contact about pay and benefits].
Sincerely,
______________________ Date: __________
[Your name (signs the letter)], [Your job title]
For names with non-Latin characters, use .docx.
Fill in the resignation acceptance email
The short version: a reply to a resignation email that confirms the last day, the final pay date and who to contact, ready to paste into your email.
Preview
Hi [Employee first name],
Thank you for letting me know. This email confirms that we have received your resignation and that your last day at [Company name] will be [Last day of employment].
Your final paycheck, covering wages through your last day, will be paid on [Date the final paycheck will be paid].
[Note for you: Choose your state above to see its rule on final pay after a resignation, or check it with your state labor office before you send this.]
Could we meet this week to list your open work and plan the handover?
[Who to contact about pay, benefits and returning property] will be in touch about benefits and returning company property, and can answer any questions in the meantime.
Thank you for your work here. We wish you all the best.
[Your name], [Your job title]
For names with non-Latin characters, use .docx.
About this template
A short, neutral letter that acknowledges the resignation, confirms the last day, says when final pay arrives and lists what happens next. Pick your state to see its final-pay rule for resignations, with the official source.
A resignation acceptance letter is the employer's written reply to a resignation. It does not approve or refuse anything; it confirms the facts so there is one record of them: the date the resignation was received, the last day, when the final paycheck will be paid, what happens to benefits, and what to return.
Pick your state first. Where we have a verified rule for your state, it appears next to the letter with the law and the official source. Where we do not, the page tells you where to check instead of guessing. Nothing you type leaves your browser. There is also a shorter email version on this page.
Rules for this document in your state
Final pay after a resignationChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Paying out unused vacation or PTOChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Verified so far, by state
Each rule below was checked against official sources. States not listed have not been verified yet for these topics; check them with the state labor office.
| State | Rule and law | Verified |
|---|---|---|
| Alaska | Final pay after a resignation: If the employee quits, final wages are due at the next regular payday that is at least three days after the employer received notice of the employee's termination of services. (Alaska Stat. § 23.05.140(b)) | Sep 24, 2026 · 2 official sources |
| Alaska | Paying out unused vacation or PTO: Alaska law does not require vacation pay by itself: an employer only has to pay vacation pay if it has a policy to pay it, or has made a promise or a contract with the employee to pay it. The Department enforces the employer's own rules for these payments. (Alaska Dept. of Labor, Wage and Hour FAQ) | Sep 24, 2026 · 2 official pages from the same agency |
| California | Final pay after a resignation: With 72 hours notice: An employee without a written contract for a definite period who gives at least 72 hours notice of quitting must be paid all wages at the time of quitting. Without 72 hours notice: An employee without a written contract for a definite period who quits without giving 72 hours notice must be paid all wages within 72 hours of quitting. (California Labor Code § 202(a)) | Sep 24, 2026 · 2 official sources |
| California | Paying out unused vacation or PTO: In California earned vacation is wages. When employment ends for any reason, all earned and unused vacation must be paid at the final rate of pay (unless a collective bargaining agreement provides otherwise), and a policy cannot make vested vacation forfeit at termination. (Cal. Labor Code § 227.3) | Sep 24, 2026 · 2 official sources |
| Colorado | Paying out unused vacation or PTO: In Colorado, earned vacation pay counts as wages. If an employer provides paid vacation, it must pay all earned vacation at separation. Policies may cap accrual, but they may not forfeit any earned (accrued) vacation pay. (C.R.S. § 8-4-101(14)(a)(III), as quoted in Wage Protection Rules 7 CCR 1103-7, Rule 2.17 (effective February 1, 2026)) | Sep 24, 2026 · 2 official pages from the same agency |
| Connecticut | Final pay after a resignation: When an employee quits (or is laid off), wages must be paid in full no later than the next regular payday, through regular payment channels or by mail. (Conn. Gen. Stat. § 31-71c(a) (CT DOL wage payment laws compilation)) | Sep 24, 2026 · 2 official pages from the same agency |
| Connecticut | Paying out unused vacation or PTO: If an employer policy or collective bargaining agreement provides for paying accrued fringe benefits (including paid vacation) at termination, a terminated employee must be paid them as wages in accordance with that policy or agreement. (Conn. Gen. Stat. § 31-76k (CT DOL Wage Payment Laws summary)) | Sep 24, 2026 · 2 official pages from the same agency |
| Delaware | Final pay after a resignation: Whether the employee quits, resigns, is discharged, suspended or laid off, wages are due on the later of the next regular payday for the period through the last day worked, or three business days after the last day worked. Payment goes through the usual pay channels, or by mail if the employee asks. (19 Del. C. § 1103(a)(1)) | Sep 24, 2026 · 2 official sources |
| Delaware | Paying out unused vacation or PTO: Delaware treats vacation pay as a 'benefit or wage supplement', not as wages. An employer that is party to an agreement to provide vacation pay must pay it under that agreement (see notes for the deadline). A vacation pay claim to the Department of Labor must include a copy of the employer's policy. (19 Del. C. § 1109) | Sep 24, 2026 · 2 official sources |
| District of Columbia | Final pay after a resignation: An employee who quits or resigns must be paid by the next regular payday or within 7 days of quitting, whichever is earlier. (D.C. Code § 32-1303(2)) | Sep 24, 2026 · 2 official sources |
| Hawaii | Final pay after a resignation: If the employee gives at least one pay period's notice of intention to quit, all wages earned must be paid at the time of quitting (the last day of employment). (Haw. Rev. Stat. § 388-3(b) (as stated by the Wage Standards Division)) | Sep 24, 2026 · 2 official pages from the same agency |
| Illinois | Final pay after a resignation: An employee who quits must be paid final compensation in full at separation if possible, and no later than the next regularly scheduled payday. (Illinois Wage Payment and Collection Act, 820 ILCS 115/5 (Illinois Department of Labor FAQ)) | Sep 24, 2026 · 2 official pages from the same agency |
| Illinois | Paying out unused vacation or PTO: In Illinois, an employer that provides vacation under an employment contract or policy must pay the monetary equivalent of all earned, unused vacation to an employee who resigns or is fired. A policy cannot forfeit earned vacation at separation. Vacation pay is part of final compensation, which is due by the next regularly scheduled payday. (Illinois Dept. of Labor, Vacation FAQ (820 ILCS 115/5; 56 Ill. Adm. Code 300.520)) | Sep 24, 2026 · 2 official pages from the same agency |
| Iowa | Final pay after a resignation: When employment ends for any reason, all wages earned must be paid no later than the next regular payday. (Iowa Code § 91A.4) | Sep 24, 2026 · 2 official sources |
| Iowa | Paying out unused vacation or PTO: Iowa law does not require vacation pay. An employee is paid for accrued, unused vacation when employment ends only if the employer has a contract, policy or procedure to pay vacation to departing employees. (Iowa Division of Labor (DIAL), Wages page) | Sep 24, 2026 · 2 official pages from the same agency |
| Kansas | Final pay after a resignation: When an employee quits or resigns, earned wages must be paid no later than the next regular payday on which the employee would have been paid if still employed, through regular pay channels or by mail if the employee requests it. (K.S.A. 44-315(a)) | Sep 24, 2026 · 2 official sources |
| Kentucky | Final pay after a resignation: An employee who quits must be paid in full all wages earned no later than the next normal pay period after leaving or 14 days after it, whichever is later. (KRS 337.055) | Sep 24, 2026 · 2 official sources |
| Kentucky | Paying out unused vacation or PTO: In Kentucky, vested vacation pay is part of "wages" under the state wage statute, and an employee who leaves or is discharged must be paid in full all wages earned. Whether vacation is vested depends on the employer's agreement or established policy. (KRS 337.010(1)(c)1.) | Sep 24, 2026 · 2 official pages from the same agency |
| Maine | Final pay after a resignation: An employee who quits must be paid in full no later than the employee's next established (regularly scheduled) payday. (26 M.R.S. § 626) | Sep 24, 2026 · 2 official sources |
| Maine | Paying out unused vacation or PTO: In Maine, when the terms of employment or the employer's established practice include paid vacation, vacation pay at cessation of employment has the same status as wages earned. All unused paid vacation accrued under the employer's policy on and after January 1, 2023 must be paid at cessation of employment. Exceptions: employers with 10 or fewer employees and public employers; a collective bargaining agreement that addresses vacation payout supersedes the rule. (26 M.R.S. § 626) | Sep 24, 2026 · 2 official sources |
| Maryland | Final pay after a resignation: When employment ends, whether because the employee quits, the employer must pay all wages due for work performed before termination on or before the day the employee would have been paid had the employment not ended. (Md. Code, Labor and Employment § 3-505(a)) | Sep 24, 2026 · 2 official sources |
| Maryland | Paying out unused vacation or PTO: Accrued vacation must be paid at termination unless the employer has a written policy limiting payout of accrued leave, notified the employee of its leave benefits at hiring, and the employee is not entitled to payment under that written policy. (Md. Code, Lab. & Empl. § 3-505(b)) | Sep 24, 2026 · 2 official sources |
| Michigan | Final pay after a resignation: An employee who quits must be paid all wages due on the regularly scheduled payday for the period in which the termination occurs (hand harvesters of crops follow a separate rule). (Mich. Admin. Code R 408.9007(1)) | Sep 24, 2026 · 2 official sources |
| Minnesota | Final pay after a resignation: When an employee quits, wages are due by the first regularly scheduled payday after the final day of employment; if that payday is less than five calendar days away, payment may be delayed to the second regularly scheduled payday, but no later than 20 calendar days after the final day. (Minn. Stat. § 181.14(a)) | Sep 24, 2026 · 2 official sources |
| Minnesota | Paying out unused vacation or PTO: In Minnesota, company policy determines when benefits such as vacation are due, including at separation. Once due under the policy or agreement, benefits must be paid within 30 days. (Minnesota Dept. of Labor and Industry, Employment termination (Minn. Stat. 181.74)) | Sep 24, 2026 · 2 official sources |
| Montana | Final pay after a resignation: When an employee quits, unpaid wages are due on the next regular payday for the pay period of separation or within 15 days, whichever comes first. (Mont. Code Ann. § 39-3-205(1)) | Sep 24, 2026 · 2 official sources |
| Montana | Paying out unused vacation or PTO: Montana does not require private employers to provide vacation, but once vacation is earned under the employer's policy it is wages and is due and payable like regular wages, including at termination. The Department of Labor & Industry says 'use it or lose it' policies are not permitted in Montana, although caps on accumulation are allowed. PTO payout depends on the employer's policy. (Montana Dept. of Labor & Industry, Wage and Hour FAQ (citing Attorney General Opinion 56, Volume 23)) | Sep 24, 2026 · 2 official sources |
| New Jersey | Final pay after a resignation: Whether the employee quits, the employer must pay all wages due no later than the regular payday for the pay period in which the employment ended. (N.J.S.A. 34:11-4.3) | Sep 24, 2026 · 2 official pages from the same agency |
| New Jersey | Paying out unused vacation or PTO: New Jersey state law does not require vacation or other fringe benefits. If an employer chooses to provide them, they must be administered uniformly according to its established policy or employment agreement, so payout of unused vacation at separation depends on that policy or agreement. (NJ Dept. of Labor and Workforce Development, Wage and Hour Employer FAQs) | Sep 24, 2026 · 2 official pages from the same agency |
| New York | Final pay after a resignation: When an employee resigns, the final wages are due no later than the regular payday on which they would have been paid; on request the employer must mail them. (New York State Department of Labor, Wages and Hours Frequently Asked Questions) | Sep 24, 2026 · 2 official pages from the same agency |
| New York | Paying out unused vacation or PTO: New York does not require paid vacation. If an employer has a vacation policy, an employee who resigns or is discharged must be paid for earned, accrued vacation unless the employer told employees in writing of a forfeiture policy; forfeiture conditions must be written and explicit. (NY Dept. of Labor, Wages and Hours FAQ (Labor Law 195.5, 198-c)) | Sep 24, 2026 · 2 official sources |
| North Carolina | Final pay after a resignation: Whether the employee is fired or quits, all wages due must be paid on or before the next regular payday, through the regular pay channels or by mail if the employee requests it. (NC Department of Labor, Payment of Final Wages to Separated Employees (G.S. 95-25.7)) | Sep 24, 2026 · 2 official pages from the same agency |
| North Carolina | Paying out unused vacation or PTO: North Carolina does not require vacation pay, but an employer that promises vacation (including PTO) must pay what is earned under its policy or practice. Earned vacation cannot be forfeited unless employees were notified in writing of a forfeiture policy; even then, payout at termination depends on the wording of the forfeiture clause and the reason employment ended. (NC Dept. of Labor, Promised Wages Including Wage Benefits (N.C.G.S. 95-25.13)) | Sep 24, 2026 · 2 official pages from the same agency |
| North Dakota | Final pay after a resignation: When an employee quits, unpaid wages are due on the next regular payday established in advance by the employer for the periods worked. (N.D. Cent. Code § 34-14-03) | Sep 24, 2026 · 2 official sources |
| North Dakota | Paying out unused vacation or PTO: In North Dakota, once paid time off is made available, unused PTO is generally considered wages at separation. A private employer may withhold it only on a voluntary quit if it gave written notice of the limitation at hiring, the employee worked there less than one year, and the employee gave less than five days' notice; or for PTO awarded but not yet earned, if the employer gave written notice of that limitation before awarding it. (N.D. Dept. of Labor and Human Rights, Wage and Hour FAQ (N.D. Admin. Code § 46-02-07-10; N.D.C.C. § 34-14-09.2)) | Sep 24, 2026 · 2 official sources |
| Oklahoma | Final pay after a resignation: Whether the employee is fired or quits, wages must be paid in full (less offsets and amounts in bona fide dispute) by the next regular designated payday for the pay period in which the work was performed. (40 O.S. § 165.3(A), as published by the Oklahoma Department of Labor (Wage Law compilation)) | Sep 24, 2026 · 2 official pages from the same agency |
| Oklahoma | Paying out unused vacation or PTO: Oklahoma has no mandatory benefits law. If the employer has a written policy (like an employee handbook) that promises payout of vacation, that vacation payout is legally considered wages; eligibility depends on the employer's policy. (Oklahoma Dept. of Labor, Protect Your Pay) | Sep 24, 2026 · 2 official pages from the same agency |
| Oregon | Final pay after a resignation: With notice: An employee who quits with at least 48 hours’ notice (excluding weekends and holidays) must be paid on the last day of employment; if that day is a weekend or holiday, by the next business day. Without notice: An employee who quits with less than 48 hours’ notice must be paid within five business days or on the next regular payday, whichever comes first. (Oregon BOLI, Paychecks (ORS 652.140)) | Sep 24, 2026 · 2 official pages from the same agency |
| Oregon | Paying out unused vacation or PTO: Oregon law does not require employers to offer vacation pay, but an employer must honor any established policy or agreement on paying accrued vacation at termination. If the worker qualifies under the policy, it must be paid at termination. (Oregon BOLI, Benefits, holiday and vacation pay) | Sep 24, 2026 · 2 official pages from the same agency |
| Pennsylvania | Final pay after a resignation: When an employee quits or resigns, earned wages are due no later than the next regular payday. (Pennsylvania Wage Payment and Collection Law, Act of July 14, 1961, P.L. 637, No. 329, Section 5(a) (43 P.S. § 260.5)) | Sep 24, 2026 · 2 official pages from the same agency |
| Pennsylvania | Paying out unused vacation or PTO: No Pennsylvania law requires an employer to provide vacation pay. An employer only has to pay vacation if it has a policy or a contract to pay it, and must follow its own rules. Vacation pay owed under an agreement is a 'fringe benefit or wage supplement' under the Wage Payment and Collection Law. (Pennsylvania Dept. of Labor & Industry, Wage FAQs) | Sep 24, 2026 · 2 official pages from the same agency |
| South Dakota | Final pay after a resignation: When an employee without a written fixed-term contract quits, earned wages are due by the next regular payday for those hours, or as soon afterwards as the employee returns all employer property in their possession. (S.D. Codified Laws § 60-11-11) | Sep 24, 2026 · 2 official sources |
| Texas | Final pay after a resignation: An employee who leaves employment other than by discharge (quits, resigns, retires) must be paid in full not later than the next regularly scheduled payday. (Texas Labor Code § 61.014(b)) | Sep 24, 2026 · 2 official sources |
| Texas | Paying out unused vacation or PTO: Texas requires a payout of accrued leave only if the employer promised it in a written policy or agreement, and the payout is controlled by the wording of that policy. Vacation pay owed under a written agreement or written policy counts as wages under the Texas Payday Law. With no such policy, no payout is owed. (Texas Workforce Commission, Accrued Leave Payouts) | Sep 24, 2026 · 2 official sources |
| Utah | Final pay after a resignation: An employee without a written fixed-term contract who resigns must be paid earned wages by the next regular payday. (Utah Code § 34-28-5(2)) | Sep 24, 2026 · 2 official sources |
| Vermont | Final pay after a resignation: An employee who voluntarily leaves must be paid on the last regular payday, or, if there is no regular payday, on the following Friday. (21 V.S.A. § 342(b)(1)) | Sep 24, 2026 · 2 official sources |
| Vermont | Paying out unused vacation or PTO: Vermont does not require employers to provide paid vacation or to pay vacation when an employee leaves. Employers that have a written agreement (including an employee handbook, memorandum or correspondence) providing for vacation time are liable to their employees for that benefit. (Vermont Dept. of Labor, A Summary of Vermont Wage and Hour Laws (2019)) | Sep 24, 2026 · 2 official pages from the same agency |
| Virginia | Paying out unused vacation or PTO: Under Virginia's payment of wage laws, vacation leave and paid time off are 'fringe benefits', not wages, and the Department of Labor and Industry does not enforce them. An employee who believes a fringe benefit is owed may file a civil suit against the employer. (Virginia DOLI, Payment of Wage Claim Form and Instructions (LL-POW-01)) | Sep 24, 2026 · 2 official sources |
| Washington | Final pay after a resignation: Whether the employee is fired or quits, wages due must be paid at the end of the established pay period, on or before the next regularly scheduled payday. The employer cannot hold the final paycheck until keys, uniforms or tools are returned. (RCW 49.48.010(2)) | Sep 24, 2026 · 2 official sources |
| Washington | Paying out unused vacation or PTO: Washington does not require employers to pay vacation: vacation time is a voluntary benefit negotiable between employer and employee, and employers can choose to pay it out on the final paycheck. L&I does not accept vacation pay complaints; an employee owed agreed-upon vacation benefits can contact an attorney or file in small claims court. (Washington L&I, Getting Paid) | Sep 24, 2026 · 2 official sources |
| West Virginia | Final pay after a resignation: Whether the employee is fired or quits, wages due must be paid on or before the next regular payday on which they would otherwise be due. (W. Va. Code § 21-5-4(b)) | Sep 24, 2026 · 2 official sources |
| West Virginia | Paying out unused vacation or PTO: West Virginia law does not require employers to provide vacation. Fringe benefits include vacation, and accrued fringe benefits that are capable of calculation and payable directly to the employee are wages under the Wage Payment and Collection Act. Whether vacation is owed at separation depends on the terms of the employer's written policy, which the Division of Labor enforces as written. (W. Va. Code § 21-5-1(c)) | Sep 24, 2026 · 2 official sources |
| Wyoming | Final pay after a resignation: Whether the employee quits or is discharged, wages due must be paid no later than the employer's next regularly scheduled payday (or a time set by a collective bargaining agreement). (Wyo. Stat. § 27-4-104(a)) | Sep 24, 2026 · 2 official sources |
| Wyoming | Paying out unused vacation or PTO: In Wyoming, wages include fringe benefits, and accrued vacation is paid at termination unless the employer's written policy provides that accrued vacation is forfeited at termination and the employee acknowledged that policy in writing. An employer can deny vacation payout only on that basis. (Wyo. Stat. § 27-4-501(a)(iii)) | Sep 24, 2026 · 2 official sources |
How to use this template
- Reply within a day or two of receiving the resignation, and keep a copy with the resignation in the personnel file.
- Confirm the last day the employee gave, or the date you agreed with them. If you want them to leave earlier, check your state's final-pay rule first.
- Pick your state and check the final-pay rule for resignations before you fill in the final pay date.
- Keep the tone neutral. The letter confirms facts; it is not the place for a counteroffer or for comments on the reasons for leaving.
- Use the offboarding checklist for the practical steps on the last day: property, access and final pay.
Resignation acceptance email
- Reply to the employee's own resignation email, so the resignation and your confirmation sit in the same thread.
- Check the final-pay rule for your state before you fill in the final pay date.
- Remove the note for you before sending, then file the thread in the personnel record.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Handover plan (letter version): Please list your open client accounts and their next deadlines by Friday, June 7, and spend the following week handing them over to Sam Lee.
- Agreed earlier last day (letter version): As we discussed on May 28, your last working day will be June 7, and you will be paid for the remainder of your notice period through June 14.
- Subject line (email version): Your resignation: last day Friday, June 14
Questions people ask
What should a resignation acceptance letter include?
The date you received the resignation, the confirmed last day, when the final paycheck will be paid, what happens to benefits, the company property to return, and a contact for questions. A short thank-you is common.
Do you have to send a resignation acceptance letter?
It is not a general federal requirement, but it gives both sides one written record of the last day and the next steps. That helps if there is a later question about whether the employee resigned or was let go, and when.
When is the final paycheck due after a resignation?
It depends on the state, and some states set a different deadline for a resignation than for a termination. The U.S. Department of Labor says employers are not required by federal law to give former employees their final paycheck immediately, and that some states may require immediate payment.
How do you reply to a resignation email?
Reply in the same thread within a day or two: thank the employee, confirm the last day and the final pay date, suggest a handover meeting and name a contact for benefits and company property.
The full process
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Sources (4)
Checked Sep 24, 2026 · How we verify every rule · Report an error