Resignation acceptance letter

It is free to fill in online, needs no account, and downloads as a Word document or a PDF. See all People and HR templates

• Company

  For example: Northwind Logistics

• Company address (optional)optional

  For example: Havnegata 8, 0150 Oslo, Norway

• Employee's full name

  For example: Ingrid Solberg

• Employee's address (optional)optional

  For example: Storgata 14, 0184 Oslo

• Their job title

  For example: Customer Support Team Lead

• Date you received the resignation

  For example: 2 November 2026

• Their last working day

  Check it against the notice period in their contract.

  For example: 31 January 2027

• What to hand over before leaving

  One point per line.

  For example: Hand open cases to Jonas Berg by 22 January. Write up the team's weekly routine. Take part in hiring your replacement, if you are able to.

• Final pay and unused leave

  For example: Your final salary will be paid on 28 February 2027, together with pay for any unused holiday. We will send you a final payslip and a statement of earnings.

• Company property to return (optional)optional

  For example: Laptop, phone, access card and any company documents, to Anna in the office by your last day.

• Exit talk (optional)optional

  For example: I would like to invite you to a short exit talk with HR in your last week. It is voluntary.

• Reference or work certificate (optional)optional

  For example: You are entitled to a work certificate, and we will gladly provide a reference.

• A personal word of thanks (optional)optional

  For example: Over five years you have built a team that customers trust, and we will miss your calm in busy weeks.

• Who to contact with questions

  For example: Anna Dahl, HR, anna.dahl@northwind.example

• Your name

  For example: Lars Eriksen

• Your job title

  For example: Head of Customer Operations

1. 1Before you leave
2. 2Final pay
3. 3Company property
4. 4After you leave

1. 01

   Fill in

   Type your details in the form. The document fills itself in as you type; click any gap to jump to its field.

2. 02

   Check

   Read it through. Gaps you have not filled stay marked, so nothing goes out half done.

3. 03

   Download

   Save it as a Word document to edit further, or as a PDF to send or print.

What details does this template ask for?

The form asks for 16 details, starting with Company, Employee's full name, Their job title, Date you received the resignation, Their last working day. 6 more are optional.

Can I download this template as Word or PDF?

Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account.

Is what I type sent anywhere?

No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat.

What should I check before I use this template?

Notice periods, final pay and unused leave follow the contract and local employment law, so check them before you confirm dates or amounts. If the employee resigned because of a complaint or a problem at work, take advice before you reply.

Are these HR templates free?

Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price.

Do the HR templates follow my country's employment law?

They assume no country's law. Employment rules differ a lot, so each template says where to check local requirements before you use it.

Can a small team use them too?

Yes. They work for a team of two or a company of two thousand, and you can cut any section you do not need in the Word version.

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