Resignation Acceptance Letter Format (India), Sample & Free Generator

The acceptance letter is the employer's formal reply to a resignation. Its value is certainty: it fixes the last working day, records how notice is being treated, and sets out what happens next. Without it, the leaving date tends to be disputed exactly when nobody has time for it.

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What a resignation acceptance letter format should include

✓ Reference to the employee's resignation letter and its date
✓ Formal acceptance of the resignation
✓ The agreed last working day
✓ How the notice period is being treated: served, shortened by agreement, or paid or recovered in lieu
✓ Handover expectations and to whom
✓ Return of company assets
✓ What follows: full and final settlement, relieving letter and experience certificate

Sample resignation acceptance letter format

[Company Name], Ref: HR/RES/[Year]/[Serial], [Date]

To, [Employee Name], [Designation], [Employee Code]

Subject: Acceptance of Resignation

We acknowledge receipt of your resignation letter dated [date].

Your resignation is accepted, and your last working day with the Company will be [date].

[Your notice period will be served in full / has been waived by mutual agreement / will be settled as pay in lieu.]

Please complete the handover of your responsibilities to [name, designation] on or before your last working day, and return all Company assets.

Your full and final settlement will be processed within [period], and your relieving letter and experience certificate will be issued accordingly.

We thank you for your contribution and wish you well.

For [Company Name], [Authorised Signatory], [Designation].

Square-bracketed values are placeholders, replace them with your details.

Tips

• Always state the last working day as a date. 'After the notice period' is how disputes start.
• Say explicitly how notice is being treated, because that is the term with money attached.
• Keep the tone gracious. This letter is often the last impression an employee has of the company.

Frequently asked questions

Is an employer required to accept a resignation?

A resignation is the employee's decision, and the practical question is usually the leaving date rather than whether it is accepted. The acceptance letter records the employer's position on the last working day and the treatment of notice, which is what both sides need in writing.

Can an employer refuse to relieve an employee early?

The notice period in the appointment letter applies, and the employer can require it to be served. Many employers instead agree a shorter period, with the balance recovered as pay in lieu. Whatever is agreed should be stated in the acceptance letter.

What is the difference between a resignation acceptance and a relieving letter?

The acceptance confirms the resignation and fixes the last working day. The relieving letter is issued on or after that day and confirms the employee has been relieved and has completed their handover and formalities.

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