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Voluntary Termination Letter Writing Tips

There are many unexpected circumstances that make you have to resign from your current job. A voluntary termination letter is a letter composed by your boss to acknowledge and accept your decision to resign from the position.

120 Voluntary Termination Letter

What is Voluntary Termination?

It occurs when an employee, voluntarily send a verbal and written notice of decision to resign from the current position to the boss. After discussing resignation plan with supervisor, they will receive a voluntary termination letter that’s written by the boss to accept the resignation plan.

Is Voluntary Termination the Same as Quitting from Job?

Yes, both are the same. A letter of voluntary termination also uses the same format for composing a resignation letter. However, the information regarding the decision that’s needed to include in the letter should be accurate and factual.

How Do I Write a Voluntary Termination Letter?

As a supervisor, you are asked to write a termination letter to accept your employee’s resignation. Here are the things that must be included in the letter.

State the effective date of the termination

A request for an employee exit

Mention the final paycheck of the employee

If you want, you can also include the information on the return of company property

How Do You End a Voluntary Termination Letter?

You can end the letter by mentioning that you are willing to help them in their job search if it’s possible. Use encouraging words and encourage the employee to have a better future. Accepting the employee’s decision to quit their current position is an easy process, but it should be refined.

The Sample of a Voluntary Termination Letter

Now, it’s time to know about the sample of a letter of voluntary termination. You can use the example as a guide to get started.



Dear Mr. Komeda,

It is with great regret that I formally received your notice of resignation on June 13th. Your resignation has been accepted, and your last day of work here at the J & J Group will be on June 28th, as requested. According to your letter, you are leaving your current position in this company to take a job that will enable you to expand your current expertise in logistics.

Our company encourages professional and personal growth. As a multinational company, we are unable to offer you the same opportunity. I do appreciate your loyal service, and I wish you all the best in your new job. I would really appreciate the opportunity to have an exit interview with you during your last working week at the company.

To arrange an appointment for an exit interview, please don’t hesitate to call my office at 333-333-3333. My secretary will give you the exact dates and times I am available to conduct the interview. I hope you would find a time of appointment that would benefit both of us. Please inform my secretary if you are unable to schedule an exit interview due to work obligations.

On your last working day, I hope you could return any company property in your possession. You will receive your final paycheck on July 1st. If there are any further questions, please don’t hesitate to contact me.

Best Regards,

Brian Caine


After you finished writing the voluntary termination letter, make sure to review it before sending it to your employee.


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