MadyHR.ai Free Resources · USA

Free Resignation Acknowledgment Letter Template

When an employee resigns, a short letter confirming you received the resignation, their last day and what happens next avoids confusion about dates, final pay and company property.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

An employee hands in a resignation
Confirming a verbal resignation in writing
Agreeing an earlier last day

Tips before you use it

Final paycheck deadlines are set by state law and vary — some states require payment within days of a resignation. Check before promising a date.
Do not deduct the value of unreturned property from final pay without checking federal and state rules.
If you have 20 or more employees and a group health plan, tell your plan administrator within 30 days of the last day so the COBRA election notice can be sent. Smaller employers may be covered by a state continuation law.

Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

[Date]

Dear [Employee Name],

Thank you for letting us know of your resignation from your position as [Job Title], received on [Date Resignation Received]. This letter confirms the details of your departure.

Last day of employment: [Last Day of Employment]

Final paycheck: paid on or before [Final Pay Date], in line with [State] law

Accrued, unused PTO: [will / will not] be paid, in line with our PTO policy and [State] law

Benefits end date: [Benefits End Date]

Company property

Please return all company property, including [List of Equipment], by your last day. [HR Contact Name] will arrange a time for this.

Benefits

If you are enrolled in our group health plan, you will receive information about any right to continue coverage (for example under COBRA or a state continuation law) separately.

Thank you for your contributions to [Company Name]. We wish you every success in the future.

Sincerely,

[Manager Name], [Manager Title]

Signature

Date

Download free (Word .docx)

Frequently asked questions

When is a final paycheck due in the US?

Federal law does not require immediate payment of final wages, but many states do, and deadlines differ between resignations and terminations. The U.S. Department of Labor's last paycheck page links to state rules.

Can I make an employee leave before their notice period ends?

In most states an at-will employer can accept a resignation effective immediately. Check whether your state requires payment for the notice period or for final wages by a certain date.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

Related leaving the company templates

See all Leaving the Company templates · See all 41 free US HR templates