As an employer, it’s your obligation to send a proper response when your employees hand in their resignation letters. Whether or not this was your trustworthy direct employee, writing a response to resignation letter is the ideal way to conduct as a person who holds a position of authority. The letter will help you to showcase your good intention toward your employee.
What is a Response to a Resignation Letter?
It’s a formal way to inform that an employer accepts the employee’s intention to resign from their current position. The letter helps the employer to appreciate all the employee’s contributions and wish them good luck.
Does a Resignation Letter Need to be acknowledged?
A resignation is a process that every employer has to deal with. Whenever you receive a resignation notice from your employees, it will always be a good idea to acknowledge their letters in a writing form. This way, you can explain to your employees about the specific date they will end their employment and other details related to their resignation.
How Do You Respond to a Resignation Letter?
Resignations are often unpredictable, and it’s important to give a proper response to those who are leaving the positions. Here are some simple steps to respond to a resignation letter:
If your employee verbally shows their intention to leave the job, you can respond to it verbally as well
Compose a formal response in the form of a letter which includes the resignation date of the employee and a statement that you accept their resignation
Express your understanding of the decision in a professional tone
Duplicate the response letter and send the copy to your employee
How to Respond a Resignation Letter via Email?
Here are some tips to response to resignation letter by email:
Compose the letter in a business letter format with a professional tone
Be sure the subject line has accurately covered the content of the email
Encourage the employee to always keep in touch
Review the letter to avoid any grammatical and spelling errors
The Sample of a Response to Resignation Letter
Dear Jane,
I am sending this letter as a formal response to a resignation letter you have submitted on January 24 for the junior merchandiser position at DG Apparel, effective on February 2.
Please arrange the date to return all the company property in your possession before your last working day, including your ID badge, mobile phone, and parking pass. Enclosed with this letter, you will find the details regarding your final paycheck, benefits for resigned employees, and other related information.
Should you require any additional information, please contact the human resources department at 999-999-9999 or hrdgapparel@email.com. If possible, we hope that you could attend an exit interview. Please contact the human resources department if you wish to participate in the interview.
Thank you for all the contributions you have made at DG Apparel.
Best regards,
James Barnes
When you write a response to resignation letter, make sure to keep it short and straightforward.
