How to respond to a resignation letter from your best employee

Employees having a group meeting

Image Source

At some point, any company plans to cope with employee resignations. Though it’s difficult, even in the best of situations, it’s critical to treat a dismissal maturely, tactfully, and professionally. The relevance of reacting to an employee’s dismissal is discussed in this post. 

We’ll show you how to write an approval letter that says goodbye to the employee but still following the laws of employment legislation. We’ve also provided a handy framework and several examples to assist you in writing your own reply for the letter of resignation.

Why should you revert to a resignation letter?

When an individual orally feels the urge to resign, it is best to practice for you, as the boss, to immediately follow up with a detailed, written resignation letter. The letter must detail the particulars of the resignation. After that, the boss ought to have the person sign a document acknowledging their termination approval with their last day at work.

For a variety of causes, having these measures in place and validated is critical. Employees also extend their resignations only to subsequently open their opinions. If the employer has not yet acknowledged the dismissal in writing, the worker will say it was never approved or never occurred. The employee may also claim that the dismissal was a discharge and apply for unemployment insurance. As a result, an employer must react formally in a reasonable time. The above will be accomplished as a result of this:

  • Keep a record of the employee’s dismissal and the employer’s approval for clarification purposes.
  • Highlight the exit interview procedure so that the employee is aware of what to prepare until their last day.
  • Determine deadlines for things like recovering a property key, ID card, or smartphone.

After all, you might be adamant about keeping your worker. Many businesses react to employee resignations by making a more enticing bid to get them to stay. It’s usually a professional trick to carry the document of explanation through the corporation’s counsel before sending it to the individual, regardless of how you want to proceed. The governmental employee rights and regulations request a clear wording of resignation.

Image Source

How to handle an employee’s plans of resignation:

All is going well at work, and everyone appears to be content. Your department is doing fantastic work, and the most recent job is a breeze for everyone. They connect, assign, cooperate, and perform all tasks required by the organization. 

Out of nowhere, one of your strong staff requests a meeting at your workplace. You don’t suspect anything because all is going on. Nevertheless, the employee comes up to the door and informs you that they wish to quit. Most bosses and team leaders fear this situation because it can change in a variety of ways. If a valuable member moves the team, the team’s performance and success will weaken. About the fact that certain resignations are unforeseeable, there are a few tactics you can bear in mind to avoid the negative consequences of the failure.

Here are eight rules you must follow to professionally deal with resignations. These rules explain how to respond to a resignation letter.

·        Lend your ears to what the employee explains:

When an employee breaks the news, you can be tempted to complain a lot. You must, moreover, make an effort to listen and comprehend that he or she is going. You may come across any presumed drawbacks to performing for the employer. 

When an employee claims that an unviable benefits plan is the primary cause for quitting, check to see if the employer pays a fair wage. If the reason is a scarcity of career development resources, you should consider if the employer has too few opportunities. As a consequence, you can begin to see indicators of dissatisfied workers.

·        React professionally and show concern:

The manner you respond to the choice to abandon may have a big impact on how they use their final days at your firm. If you have a negative reaction, the employee will have an adverse attitude as well. As a consequence, they could not do much in their final days. 

You must prevent this by replacing the rage with compassion. Show empathy as well as a good outlook to be an empathetic leader that makes things easy for them.

·        Manage the sudden disruptions in the department:

Any team member’s resignation will have a significant impact on company operations. If the leader fails to manage the situation correctly, the impact will be much worse.

  • Lay back in the workplace and plan how you’ll deliver the news to your coworkers, clients, associates, and, if necessary, senior executives.
  • Inquire whether the person will assist you with finding another candidate for the position.
  • Until the employee declares his or her retirement, inform the entire staff. If you reveal it after they’ve left, you’re likely to trigger a deep sense of unease.
  • Consult with the rest of the squad. The announcement that everyone is quitting could spark a slew of gossip. So, slow the other employees in the team down and convince them that it is just a small stumbling block.

·        Inform the team with clear details of the reason:

Only when practicable, the department must be informed of a coworker’s exit in particular. If anyone isn’t around and there may be other people you have to inform, make sure the information is concise. 

A different tone will quickly spark more speculation about the reasons for leaving. As a consequence, staff unity and your integrity may be harmed.

·        Thank the employee for his time and efforts with the team:

Once you’ve informed the entire staff and shared that information with clients, you can take a little time to thank the outgoing worker for their efforts. After all, that is contingent on how much they have been with the firm. 

If the worker has been with the company for many years, the other coworkers may also want to say their goodbyes. You might like to throw a small office goodbye party. Not grand or extravagant, it would mostly be a get-together of friends to wish the retired colleague well. It would be greatly appreciated by the employee quitting.

·        Do not ghost the employee as soon as possible:

You must try to keep in contact with the individual after they have left your company. Since this person will become a prospective business manager, it increases profits. Furthermore, their opinion of you as a competent leader can now only grow.

·        Negotiate, if needed:

A sudden departure can have a detrimental effect on staff. But, when it occurs less than a week before work toward goals is due, costs can quickly spiral out of control.

As the team leader, you understand that once an important team member leaves, there is no time to find a replacement to finish the project. Furthermore, the cost of replacing the individual is prohibitively expensive.

  • It is fair to bargain unless the project is at a crucial stage and the stakes are high. You may request that they continue till the job is completed.
  • Explain that stepping down at such a crucial time may jeopardize their career.  
  • If a prospective employer learns that they also have a pattern of quitting at inopportune times, they will not recommend them for the same position at the company.
  • Let the person know finding another eligible person and completing the project on schedule is unlikely. Ask them to work for another week if they haven’t found a new job yet.

·        Strategize for the risk management plans:

Any boss ought to have a plan in place that details what to do in the event of an unusual event, such as a withdrawal. It is a smart foundation for building such a protocol if you are facing the same problem and have few choices. You may, for example, alter the recruiting process to ensure that there is still someone on the staff who can fill in for a departing team member.

Resignation management can be difficult, but the goal is to make it as smooth as possible. Have a good attitude and get a mitigation plan in place, for even one departure could be disastrous for the team.

What are the important factors to keep in mind while responding to a resignation letter?

Following are some tips to keep in mind while responding to a resignation letter. These tips will care of how to respond to a resignation letter.

·        Receipt of a provisional acknowledgment:

Recognize that you want to consider an employee’s dismissal. If the individual indicates that he or she wishes to resign verbally that approval will be given in paper after the resignation letter is submitted.

·        Reply formally:

Shape the letter in a standardized business letter style. This entails filling out the top left corner of the folder with your contact address, the date, and the employee’s contact details. It must also sign the letter with a signature and typing the name under it.

·        Declare your approval:

The first paragraph of your acceptance letter should inform the employee that you’ve received and acknowledged their letter of resignation. The employee’s approved last day of work with the firm must be included in this document.

·        Exhibit sympathy:

In the second paragraph, express your comprehension. While being entirely respectful in language, your answer must convey your regret at the employee’s departure but support and appreciate their choice. If it’s fitting, you might try to write this letter of recommendation for the individual.

·        Take precautions:

Keep track of everything. Make two copies of the acceptance note, one to give to the worker and one to preserve for your own documentation.

How to respond to a resignation letter?

Based on the company’s atmosphere and the details set out in the job contract, sending a resignation letter by email is usually an appropriate way to resign. It is appropriate for you to respond by email in this situation. Keep professional courtesy in mind and attempt to make the relationship as pleasant as feasible.

·        Make use of a technical layout:

If handwritten signing can be omitted, the remainder of the letter should be composed in a standardized business letter style. Use formal terminology that is suitable for business communication.

·        Make the subject line precise and positive:

If you believe it is important and sufficient to notify the office of your departure, draft a new email rather than replying to the resignation email in its entirety. Make sure your subject line is relevant and concisely conveys the email’s topic.

·        Check for grammar and spellings before sending:

Always check the message for errors before sending it. Ensure that the letter is error-free to ensure the document’s professionalism and legality.

Sample templates for resignation letters:

We have provided a few sample templates below to quicken up the communication with your employee. These templates show how to respond to a resignation letter. Make sure to personalize it according to the requirements and needs of the hour. 



[Name of the Employer]

[Address of Employer]

[Phone number of the employer]

[Name of Employee]

[Title of employee]


Dear [Name of Employee],

This letter is to acknowledge and affirm receipt and approval of your letter of resignation for the [name of title] vacancy at [company name], effective [date of last working day]. It was received on [date the letter was received].

[Mention details and procedures for the last working day]

[Mention paperwork and other formalities and guide the employee through the same]

[Other information and processes with the HR Department]

Thank you for your work here at [company]. We wish you the best in your future endeavors.

Sincere gratitude,

[Signature of the Supervisor]

[Typed name of Supervisor]


Check comments. We hope this detailed guide will help you handle the critical stage of the employer-employee relationship. It has also taught how to respond to a resignation letter. The sample templates are written according to the tips mentioned above and are beneficial only when all the above steps are followed.

A person writing a letter

How long should you give someone to write a letter of recommendation?

A business person’s hands typing on a computer keypad

Professional Business Apology Letter: How To, Templates & Examples