How to use it
- 1Enter your company name, address and logo once. They are saved on your device for next time, along with who signs.
- 2Fill in the employee's name, ID, designation and department, the date of their resignation letter, and the last working day you agree.
- 3If they asked to be relieved early and you agree, tick it and choose how the notice shortfall is handled: adjusted against their leave, recovered in the settlement, or waived.
- 4Choose what else to say: the handover (and to whom), when the relieving letter, experience letter and settlement will come, a thank-you, and a line for the employee to sign as received.
- 5Check the preview, press Download PDF / Print, sign and stamp it, and give it to the employee. Press Word (.docx) to change the wording.
Resignation Acceptance Letter – a filled-in sample
Made with the tool above from made-up details: every name and number in it is invented. Press “See a filled-in example” in the tool to open it there and download it.
What the letter says
- The resignation accepted: the date of the employee’s letter, the post and the department
- The last working day, the one you agree
- An early release, if you agree to one, and how the notice shortfall is handled
- The handover: hand over the work, to whom, and return company property
- The paperwork: when the relieving letter, experience letter and settlement will come
- A thank-you, your signature, and a line for the employee to sign as received
Reply in days, not weeks
An employee who has resigned wants to know two things: that the resignation is accepted, and the last day. A short letter within a day or two answers both, puts the handover on record, and heads off the “when will I get my relieving letter?” emails. The employee’s side of this exchange is the resignation letter.
What comes next
On the last working day: the relieving letter, the experience letter and the full and final settlement. Handing all three over together closes the file.
Questions people ask
Is a resignation acceptance letter the same as a relieving letter?
No. The acceptance letter comes soon after the resignation and looks ahead: the resignation is accepted, this is the last working day, this is the handover. The relieving letter comes on the last working day and looks back: the employee has been relieved of their duties from that date. Most employees will be asked for the relieving letter by their next employer; the acceptance letter settles the dates in the meantime.
What should it say?
That the resignation dated so-and-so is accepted, from which post, and the last working day. Then, as needed: an early release and how the notice shortfall is handled, the handover and to whom, and when the relieving letter, experience letter and settlement will come.
Can we agree to an earlier last day than the notice period?
That is your decision, under your policy and the employee's appointment letter. If you agree, tick the early-release box and give the agreed date. The letter then says how the shortfall in the notice period will be handled: adjusted against their leave balance, recovered in the full and final settlement, or waived.
When do the final dues have to be paid?
Section 17(2) of the Code on Wages, 2019 says that where an employee resigns, among other cases, the wages payable must be paid within two working days of that event. Gratuity and provident fund follow their own timelines. Our guide to what to collect when you leave a job explains both; the full and final settlement format works the figures out.
Why add a line for the employee to sign?
It records that they received the letter and its dates. It is optional; untick it if you send the letter by email.
Can the letter be in Hindi?
Yes. Switch Document language to हिंदी above the preview and the whole letter is worded in Hindi, under the subject 'त्यागपत्र की स्वीकृति'. It is written to the employee ('आप'), so it reads the same whoever the employee is.
Can I download it in Word?
Yes. Press Word (.docx) above the preview. The file is laid out like the PDF and every word can be edited. It is an ordinary .docx file, the format used by Microsoft Word, Google Docs, WPS Office and LibreOffice.
Is there a blank format?
Yes. Press 'Blank format', or use the blank PDF and Word files linked at the top of this page.
Last reviewed: 21 October 2026