The way you accept a resignation letter is hugely important — it's more than just receiving a slip of paper and calling it a day.
Failing to adhere to the correct legal process could lead to complications or misunderstandings further down the road.
Our experts share actionable steps, best practices, and key considerations for a smooth transition that preserves your employer brand.
Do I have to accept my employee’s resignation letter?
Unfortunately, yes! Under UK law, you are not permitted to refuse an employee's resignation.
Although you aren't legally allowed to refuse the resignation letter, our experts recommend initiating an informal chat to see if a resolution can be reached before the resignation process is formally underway.
What’s the best response to give an employee when they resign?
How you react to receiving an employee resignation letter could save the relationship and even prevent that employee from leaving.
Avoid the temptation to push back — instead, ask what motivated them to resign and discuss potential solutions to those issues wherever possible. However, be wary about offering a pay rise or counteroffer; they're rarely a long-term fix, and many employees leave within 6 months regardless.
Read more: 3 serious consequences of a bad hire
Acceptance of a resignation letter: what’s the proper process?
According to GOV.UK, your employee's resignation must be confirmed in writing to prevent unfair dismissal claims, such as verbal resignations given in the heat of the moment. You should inform your employee of their contracted notice period and agree on their last day. You'll also need to confirm whether you expect your employee to work all or part of their notice period. You can find details on notice periods on GOV.UK or in your employee's contract.
Once the verbal discussion is over, you should file a copy of the resignation letter and draft a resignation acceptance letter. After this, it's wise to host an exit interview to gain actionable insights that you can use to improve retention.
How soon after resignation should you give a resignation acceptance letter?
You’re not legally required to give a resignation acceptance letter to your employee, but it’s good practice to do so, as it helps prevent any legal complications further down the line.
Your employee’s notice period starts as soon as they hand in their resignation letter, whether formally acknowledged by you or not.
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What information should I include in a resignation acceptance letter?
A letter acceptance of resignation should follow a formal business letter format, including a date, contact information, and space for a handwritten signature.
Important details to include are a formal confirmation of resignation letter receipt, the date of the employee's last day, a brief outline of the offboarding process, details of final pay, confirmation of their notice period, and details of anything specific you expect from them before they leave.
Accept resignation letter template
Dear [employee name],
This letter is to acknowledge and confirm the receipt and acceptance of your letter of resignation, received on [date the letter was received] for the position of [employee position] at [company name], effective [date of last working day].
During your remaining time with us, we request that you:
[Bulleted list of any handover tasks needed]
Please return all [company name] property on or before your last day of work [date of last working day], including:
[Bulleted list of company property for the employee to return]
Your final payment will be processed on [date] and will include:
[Bulleted list of holiday days, salary, and other payments due]
We would value your feedback through an exit interview, which will take place on [date and time] with [member of staff].
If you have any questions about the offboarding process or your final payment, please contact [HR contact name] at [contact details].
Thank you for your contributions to [company name]. We wish you the best in your future endeavours.
Kind regards,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
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The experience you provide from the moment of resignation onwards can help your employee leave with dignity while ensuring you maintain an excellent employer brand.
When you’re ready to fill your vacancy, visit our site and find your next hire from our global network of top candidates. Get insights on UK hiring trends by downloading your free copy of the Robert Half Salary Guide.
