Resignation acceptance letter (letter and email versions)
Reviewed Sep 27, 2026 State rules cited to official sources How we verify
Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use
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Also on this page: the email version.
Fill in the resignation acceptance letter
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Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.
Your resignation acceptance letter is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file. The next document in this process is the exit interview form.
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.
The full resignation acceptance letter text
This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Keep state-rule notes in the download" under Options to add them to the preview and the download.
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]
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
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]
Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/resignation-acceptance-letter/”. Tick the box to leave it out. Nothing else is added to your document.
Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.
Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.
Your resignation acceptance email is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file.
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.
Every state's rule, side by side, is in the state rulebooks.
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.
Sources (4)
General information, not legal advice. Not a substitute for the advice of an attorney. 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. Report an error