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Resignation Acceptance Letter

When workers decide to leave their place of employment, they sometimes write a resignation letter to their boss. In order to formally accept this resignation, the supervisor may write a resignation acceptance letter to that individual acknowledging that he or she is leaving a particular position within the company.

Format and Content

When designing a resignation acceptance letter format, it is important to be respectful and solemn no matter what the reason for the resignation is. Even if the resignation is happening under less-than-favorable terms, there should be no condescending tone in the letter whatsoever. In fact, it is best if the letter does not mention the reason for the resignation at all, but instead only gives details such as when the departure will be effective and actions the company plans to take in order to ensure the transition happens as smoothly as possible.


This resignation acceptance letter sample is being written by Mr. Bill Simmons, the owner of an auto repair shop known as Engines ‘R Us. After a number of customer complaints, Mr. Simmons decided to initiate disciplinary action against his shop manager Richard Blevins. In response to this action, Mr. Blevins submitted a resignation letter, which Mr. Smith is formally accepting in the following correspondence. The letter is very general in tone, and does not mention the disciplinary action that was planned for Mr. Blevins had he stayed with the company.

Dear Mr. Blevins,

I am writing to acknowledge acceptance of your resignation letter dated October 18, 2013. In this letter, you ask to resign your position as shop manager with Engines ‘R Us effective immediately, and I am willing to honor this request.

Your final paycheck will be ready for you to pick up here at the shop on Wednesday, October 23, 2013. I will put your belongings aside in a secure area of the shop so that you may retrieve them at that time as well. If this date is not convenient for you, please let me know so that alternate arrangements can be made.

I can also mail your final paycheck and belongings to you if you prefer. If this option is better for you, please be sure we have your correct mailing address on file in the office before you depart. You can expect to receive your W-2 forms around the end of January as well.

Mr. Sam Caseman has agreed to step up and act as interim shop manager until a replacement for your position can be found. Feel free to give him any advice you have garnered during your tenure here that would make this transition a little easier for him. Thank you for the time you have spent working here at Engines ‘R Us. I wish you the best of luck in your future career endeavors.

Yours Truly,

Bill Simmons

Bill Simmons


Engines ‘R Us