Acceptance Letter for Resignation: Guide, Tips, and 4 Ready-to-Use Samples (2026)

When an employee submits a letter of resignation, responding with a formal written resignation acceptance letter allows you to acknowledge receipt of their letter and confirm their last date of employment.

In this article, we discuss what a resignation acceptance letter is and how to compose one. We also provide bonus tips, a template, and examples to help you write one easily.

What is a Resignation Acceptance Letter?

A resignation acceptance letter is a formal written response from an employer acknowledging that they have received and accepted an employee's resignation.

It confirms the last working day, outlines transition expectations, and serves as an official record of the employee's departure from the company.

When an employee submits a resignation letter, responding with a formal written acceptance allows you to acknowledge receipt, confirm the details of their departure, and leave the relationship on a positive note.

It also communicates important information — whether the employee is expected to serve their notice period, what the handover process looks like, and what the HR exit process involves.

Done well, it sets a professional tone for the final weeks of the employment relationship.

Why Should You Send a Resignation Acceptance Letter?

Some employers treat a verbal acknowledgement as sufficient. It is not. Here is why a written resignation acceptance letter matters:

It is a formal record. The letter — along with the resignation notice — forms part of the employee's HR file and provides a clear record of when and why they left. This matters if any dispute arises later.
It protects the company. In Malaysia, having documented evidence of an employee's voluntary resignation is important if the departure is ever questioned — for example, in an Employment Claims Tribunal (ECT) case.
It supports a smooth handover. A written letter confirms the handover expectations clearly, reducing the chance of misunderstanding about what the employee is expected to complete before leaving.
It maintains goodwill. Leaving employees with a positive impression of how the company handles exits builds your employer brand. Former employees become references, clients, partners, or even rehires.
It confirms the last working day. Stating this in writing avoids any ambiguity about when the employment relationship formally ends, which affects payroll, benefits, and leave calculations.

What to Include in a Resignation Acceptance Letter

Keep the letter professional and concise. Every resignation acceptance letter should cover these core elements:

Acknowledgement — Confirm that you have received and accepted the resignation.
Last working day — State the confirmed last date of employment clearly.
Reference to the notice period — Confirm whether the employee is expected to work the full notice period or if an adjusted arrangement has been agreed.
Handover expectations — Briefly outline what you expect during the transition, including project handovers and documentation.
HR exit process — Mention that HR will be in touch regarding the final paycheck, leave encashment, return of company property, and other exit formalities.
Appreciation — Acknowledge the employee's contributions genuinely but briefly.
Good wishes — Close with a professional and warm farewell.
Optional: Reference offer — If you are willing to serve as a referee, offer this in the letter.

Important for Malaysian Employers

Under Malaysia's Employment Act 1955 (as amended), notice periods must be honoured unless both parties agree otherwise in writing. If you accept an immediate resignation or agree to waive the notice period, document this clearly in the resignation acceptance letter to avoid any future dispute over salary-in-lieu of notice.

Do and Do Not: Checklist for Writing a Resignation Acceptance Letter

Use this checklist before sending your letter:

Do	Do Not
Send a copy via email and keep one for company records	Use casual or conversational language
Use formal language and a professional letter format	Reply directly to another unrelated email thread
Use a clear, specific subject line in the email	Make the letter excessively long — keep it focused
Confirm the last working day explicitly	Make any negative or critical comments about the resignation
Proofread carefully before sending	Leave the last working day vague or unconfirmed
Offer to provide a reference if you are willing	Ignore the letter entirely or rely on verbal acknowledgement alone
Invite the employee to stay connected via LinkedIn
Keep a copy of both the resignation notice and your acceptance

4 Ready-to-Use Resignation Acceptance Letter Samples

The following templates cover the most common resignation scenarios Malaysian employers face. Replace all fields in square brackets with the relevant details before sending.

Sample 1: Standard Acceptance of Resignation Letter

Use this for a standard resignation where the employee serves their full notice period.

[Date]

Dear [Employee's Name],

I am writing to formally acknowledge and accept your resignation from your position as [Employee's Position], effective [Last Working Day], as stated in your letter dated [Resignation Letter Date].

We understand and respect your decision to move forward with new opportunities. Your contributions to [Company Name] — particularly in [specific project, team, or role] — have been genuinely valued, and your commitment during your time here has made a real difference.

During your notice period, which ends on [Last Working Day], we would appreciate your support in ensuring a smooth handover. Please work closely with [Successor's Name or Colleague's Name] to complete the transition of your current responsibilities. This includes updating and transferring all relevant documentation, project files, and client information.

Our Human Resources team will be in touch with you to coordinate the exit process. They will provide details regarding your final paycheck, any remaining leave entitlements, and the return of company property — including your access card, laptop, and any other equipment issued to you — by your last working day.

Thank you for your hard work, your professionalism, and the positive contribution you have made to the team. We wish you every success in your next role and hope our paths cross again.

Should you need a reference in the future, please do not hesitate to reach out.

Sincerely,

[Your Name]

[Your Position]

[Company Name]

Sample 2: Acceptance of Resignation with Immediate Effect

Use this when the employee resigns immediately, without serving a notice period. This may occur in situations where both parties agree to an immediate departure, or where the company accepts the resignation on that basis.

[Date]

Dear [Employee's Name],

This letter confirms receipt and acceptance of your resignation from the position of [Employee's Position], effective immediately, as stated in your resignation letter dated [Resignation Letter Date].

We respect your decision, and while your immediate departure is sooner than anticipated, we understand. We request that you return all company property — including your access card, laptop, and any other issued equipment — to the Human Resources department before you leave.

Please ensure that all ongoing tasks and responsibilities are handed over to [Colleague's Name or Manager's Name] before your departure, so the team can continue without disruption.

Our HR team will be in touch shortly to discuss your final paycheck, any accrued leave entitlements, and the necessary exit procedures. They will also be able to answer any questions you may have about the process.

We appreciate the contributions you have made to [Company Name] and wish you well in your next role. If you need a reference or any further assistance, please feel free to reach out.

Best regards,

[Your Name]

[Your Position]

[Company Name]

Sample 3: Acceptance of Resignation for Career Advancement

Use this when the employee is resigning to take up a new opportunity or advance their career. This version strikes a warm, supportive tone while maintaining a professional structure.

[Date]

Dear [Employee's Name],

I am writing to formally acknowledge and accept your resignation from your position as [Employee's Position], effective [Last Working Day], as mentioned in your resignation letter dated [Resignation Letter Date].

We fully understand and support your decision to pursue new opportunities for career advancement. It has been a genuine pleasure having you as part of the team, and your contributions — especially in [specific project, department, or role] — have had a lasting impact on the work we do here at [Company Name].

During your notice period, we would be grateful if you could prioritise the handover of your current responsibilities to [Colleague's Name]. Please schedule time with key team members and stakeholders to walk them through ongoing projects, and document your processes, key contacts, and any outstanding tasks so your successor can hit the ground running.

Our HR team will reach out to you to complete the exit process, including your final paycheck, remaining leave entitlements, the return of company property, and any continued benefits or entitlements that apply after your last working day.

Thank you for your professionalism, your commitment, and the time you have invested in this team. We have no doubt that you will do very well in your next role. Please do not hesitate to contact us if you need a reference or any further support.

We wish you every success in this next chapter.

Best regards,

[Your Name]

[Your Position]

[Company Name]

Sample 4: Acceptance of Resignation During Probation Period

Use this when an employee resigns while still in their probationary period. Keep the tone professional and respectful, regardless of the short tenure.

[Date]

Dear [Employee's Name],

I am writing to confirm acceptance of your resignation from the position of [Employee's Position], effective [Last Working Day], as per your letter dated [Resignation Letter Date].

We acknowledge that your resignation falls within the probationary period and respect your decision to pursue other opportunities. While your time with us has been brief, we appreciate the effort you put into [specific tasks or responsibilities] during this period.

Please ensure that all company property — including your access card, laptop, and any other issued equipment — is returned to the Human Resources department by your last working day. Please also document any ongoing tasks to help ensure a smooth transition for the team.

Our HR team will be in touch to discuss the settlement of your final salary, reimbursement of any outstanding expenses, and the procedures for closing out your employment benefits.

Thank you for your efforts during your time at [Company Name]. We wish you success and fulfilment in your next role. If you require any references or further assistance, please do not hesitate to reach out.

Sincerely,

[Your Name]

[Your Position]

[Company Name]

Summary — Key Points to Remember

Quick Reference Checklist

Always respond to a resignation with a formal written letter — verbal acknowledgement is not sufficient.
Confirm the last working day clearly in the letter to avoid any ambiguity.
Keep the tone professional and warm — how you handle departures affects your employer brand.
Outline handover expectations briefly in the letter so the transition is clear from the start.
Mention that HR will follow up on exit formalities — salary, leave, company property, and benefits.
Keep a copy of both the resignation letter and your acceptance letter on the employee's HR file.
If accepting an immediate resignation or waiving the notice period, state this explicitly in writing.
Offer a reference if you are willing — this is good practice and maintains goodwill.

Frequently Asked Questions

Is a resignation acceptance letter required by Malaysian law?

There is no specific provision in Malaysia's Employment Act 1955 that requires employers to issue a formal written resignation acceptance letter. However, it is strongly recommended as a best practice. A written acceptance, along with the resignation notice, forms part of the employee's personnel file and provides important documentation if the departure is ever disputed.

What happens if an employer does not respond to a resignation letter?

If an employer does not formally respond, the resignation still takes effect based on the terms in the employee's letter and the notice period set out in the employment contract. However, failing to respond in writing leaves the company without documentation of the departure and can create confusion about the last working day and handover expectations.

Can an employer reject an employee's resignation?

In Malaysia, an employee generally has the right to resign by giving the required notice under their employment contract. An employer cannot legally prevent an employee from resigning. However, if the employee fails to serve the required notice period, the employer may be entitled to salary-in-lieu from the employee for the unserved notice period, as set out under the Employment Act 1955.

How quickly should I send a resignation acceptance letter?

Send it within two to three working days of receiving the resignation notice. A prompt response signals professionalism and helps set clear expectations early — particularly around the handover process and last working day.

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

A resignation acceptance letter confirms that the employee has chosen to leave voluntarily and the employer accepts that decision. A termination letter is issued by the employer to end the employment, which is an involuntary departure initiated by the company. The two documents serve very different legal and HR purposes.

Should I send the letter by email or post?

Email is the most common and practical method in Malaysia. You can attach the formal letter as a PDF or include the text in the email body. Keep a printed or digital copy for the employee's personnel file. If the employee works on-site, you may also hand them a physical copy alongside the email.

What if the employee wants to retract their resignation after I have accepted it?

This depends on the circumstances and the terms of the employment contract. Once a resignation is formally accepted in writing, the employer is generally not obligated to allow the employee to retract it. However, if you choose to allow the employee to stay, document this in writing to update the employment record and avoid confusion.

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