When an employee submits their resignation, it’s more than just an HR transaction—it’s a moment that requires professionalism, clarity, and empathy. One of the first formal responses is a resignation acceptance email. A well-written email can ensure smooth closure, maintain goodwill, and document the resignation process officially.

If you’ve ever found yourself wondering how to craft the perfect response, this article provides a complete guide with a resignation acceptance email reply sample, formatting tips, and customization ideas. Whether you’re a manager, HR representative, or small business owner, you’ll find a format that reflects professionalism and respect.

Later in this guide, we’ll also show you how HR Convo, an AI writing assistant built for HR teams, can help generate resignation acceptance emails quickly and professionally with just a few inputs.

2. Why a Resignation Acceptance Email Matters

An official response to a resignation letter isn’t just a formality—it serves several important purposes:

Acknowledges receipt of the employee’s resignation
Clarifies the effective resignation date
Expresses appreciation for the employee’s contributions
Sets expectations for the transition period
Documents the process for legal and HR records

Failing to respond formally or doing so with vague language can leave room for misunderstandings, and in some cases, legal issues.

3. When to Send a Resignation Acceptance Email

A resignation acceptance email should be sent within one to two business days after receiving the resignation letter. Delaying your response could lead to uncertainty, frustration, or misalignment about the last working date and next steps.

Timely communication demonstrates respect and helps maintain professionalism—even during offboarding.

4. Who Should Send the Resignation Acceptance Email?

Depending on your organizational structure and the nature of the employee’s role, the reply may come from:

The employee’s direct manager
A member of the HR department
A department head or director
In smaller companies, even the CEO or founder

Regardless of who sends the email, the tone should reflect clarity, appreciation, and support.

5. Key Elements of a Resignation Acceptance Email

While the content may vary slightly depending on the situation, every resignation acceptance email should include the following elements:

5.1 Subject Line

Use a clear and direct subject line, such as:

“Acknowledgment of Your Resignation – [Your Name]”
“Resignation Acceptance Confirmation”
“Confirmation of Your Last Working Day”

5.2 Greeting and Reference to Resignation

Begin by addressing the employee by name and referencing their resignation notice.

Dear [Employee Name],
Thank you for your resignation letter dated [Date].

5.3 Formal Acceptance of Resignation

Clearly state that the resignation has been accepted and specify the effective date.

We accept your resignation effective [Last Working Day].

5.4 Appreciation for Contributions

Take a moment to acknowledge the employee’s efforts and positive impact on the company.

We sincerely appreciate your contributions to [Team/Project/Company], especially your work on [Specific Example].

5.5 Transition Plans

Outline expectations for the notice period or transition tasks (if applicable).

During your remaining time with us, please coordinate with your manager to ensure a smooth handover of responsibilities.

5.6 Well Wishes and Support

End on a warm and supportive note, offering well wishes or future references.

We wish you all the best in your future endeavors and would be happy to provide a reference if needed.

5.7 Signature

Include your name, title, and contact information to close the message professionally.

6. Easily Generate a Resignation Acceptance Email with HR Convo

If you manage multiple resignations or simply want to save time while maintaining professional standards, tools like HR Convo can make a big difference.

HR Convo allows HR managers, business owners, or team leads to generate personalized resignation acceptance email reply samples in seconds. Just enter the employee’s name, resignation date, and any relevant context—such as their project or department—and HR Convo will automatically create a professional email.

The platform also supports:

Multiple tone options (formal, appreciative, neutral)
Custom signature formatting
Optional inclusion of transition instructions or farewell notes
Export options for email or PDF use

It’s especially helpful for maintaining consistent, polished communication across departments without starting from scratch each time.

7. Resignation Acceptance Email Reply Sample

Below is a professional resignation acceptance email reply sample that you can customize and use immediately:

Subject: Confirmation of Your Resignation – [Employee Name]

Dear [Employee Name],

Thank you for your resignation letter dated [Date]. I acknowledge and accept your decision to resign from your position as [Job Title] at [Company Name], effective [Last Working Day].

We appreciate your contributions to the team over the past [duration], particularly your efforts on [mention key project or responsibility]. Your dedication and professionalism have been truly valued, and your presence will be missed.

Please coordinate with [Manager or HR Contact] to ensure a smooth handover of your responsibilities. Let us know if there’s anything we can do to support your transition.

On behalf of the team, I wish you continued success in your future endeavors. Should you need a reference or recommendation in the future, feel free to reach out.

Warm regards,
[Your Full Name]
[Job Title]
[Company Name]
[Email Address]
[Phone Number]

8. Custom Variations for Different Scenarios

While the core structure remains the same, the tone and content may vary based on the context of the resignation. Here are a few variations to guide your customization:

8.1 Resignation with Short Notice

If the employee resigns with less notice than expected:

While we typically require [X] weeks’ notice, we understand your decision and appreciate your transparency. Please work with [Manager] to prioritize your remaining tasks and ensure a smooth handover.

8.2 Resignation Due to Retirement

A more appreciative tone is appropriate:

Congratulations on your retirement! After [years of service], your positive impact on the team and company culture will be long remembered. We thank you sincerely for your dedication and wish you all the best in this next chapter.

8.3 Internal Transfer or Promotion

If the resignation is due to a new internal role:

We’re pleased to see your career progressing within [Company Name], and we fully support your transition. Congratulations on your new position, and we look forward to your continued success in the organization.

8.4 Resignation from a Probationary Role

Keep it brief and professional:

Thank you for notifying us of your decision to resign. We appreciate your efforts during your time with us and wish you the best in your next opportunity.

9. Common Mistakes to Avoid in a Resignation Acceptance Email

To maintain professionalism and clarity, avoid these common errors:

Delaying the response: Respond within 24–48 hours to prevent confusion.
Being overly emotional: Stay professional even if the resignation is unexpected.
Omitting the last working day: Always state the effective resignation date.
Forgetting the handover: Mention expectations for a transition plan.
Skipping appreciation: A short acknowledgment of the employee’s work goes a long way.

10. Why HR Convo Is Perfect for Resignation Acceptance Emails

Responding to resignations doesn’t need to be time-consuming or inconsistent. With HR Convo, you can automate and personalize your resignation email replies in seconds.

Key benefits include:

Pre-built templates for resignations, retirements, internal transfers, and more
AI-assisted phrasing to ensure tone and clarity
Options to export emails for email clients or PDFs for record-keeping
Support for company branding, email headers, and footers

Whether you’re an HR manager or business owner, HR Convo ensures that every resignation acceptance is handled with the right balance of professionalism and respect.

11. Conclusion

Crafting the right response to a resignation letter shows leadership, maturity, and respect for the employee’s decision. A well-worded resignation acceptance email reply helps maintain positive relationships, aligns expectations, and documents the transition clearly.

By following the structure and examples in this guide—and using tools like HR Convo—you can save time, ensure consistency, and leave a lasting impression even as your team evolves.