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Resignation Acceptance Letter

Quit Job/Relocate

This document can be used as a template for the investigator / HR department to accept / confirm the employee's resignation or to respond to the notice to quit given by the employee. It sets out the last workday, the last payment day and the amount of total final pay. 

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Document Description

The Resignation Acceptance Letter is a document used by employers to formally acknowledge an employee's resignation. It is an important document as it serves as a confirmation of the employee's resignation and outlines important details such as the final day of work, final pay, deductions, and the return of company property.

 

The entire document consists of several sections. The first section includes the account holder's first name, last name, job address, and a single line address. This information helps identify the employee and their current job location. The next section includes the current date and a salutation addressing the recipient as 'sir/madam'. This sets the formal tone of the letter.

 

The main body of the letter confirms the receipt of the employee's resignation and specifies the final day of work as well as the date of the final pay. It also mentions the total final pay, including any owed holiday and deductions. The letter may also include optional sections regarding deductions from the final pay, such as training costs or outstanding loans, and the possibility of offering pay in lieu of notice.

 

The letter then instructs the employee to return any company property on their final day, listing examples of items that need to be returned, such as an ID card, security pass, laptop, mobile phone, company car, and any other equipment provided by the company. Finally, the letter mentions that if the employee needs an employment reference, they should contact their manager or the human resource department. The letter concludes with a thank you for the employee's work during their time at the company and a closing signature.

 

Each section of the document serves a specific purpose and provides important information to both the employer and the employee. The detailed description ensures that all aspects of the document are covered and explained thoroughly.

How to use this document?


1. Confirm receipt of resignation: Upon receiving the employee's resignation, acknowledge it by confirming the receipt of their resignation letter.

2. Specify final day of work: Inform the employee about their final day of work, which should be clearly stated in the letter.

3. Mention date of final pay: Provide the employee with the date on which they will receive their final pay, including any owed holiday and deductions.

4. Optional deductions: If there are any deductions from the final pay, clearly state the reason for the deduction, such as training costs or outstanding loans.

5. Pay in lieu of notice: If applicable, discuss the possibility of offering pay in lieu of notice with the employee.

6. Return of company property: Instruct the employee to return any company property, including a list of specific items that need to be returned.

7. Employment reference: Inform the employee that if they require an employment reference, they should contact their manager or the human resource department.

8. Express gratitude: Thank the employee for their work during their time at the company.

 

Note: This guidance focuses on the practical steps involved in using the document and emphasizes the importance of clear communication and adherence to company policies and procedures.

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