How Do I Draft a Resignation Acceptance Letter with Notice Period Details?

Hello,

I am new to this community and have a query. In our organization, one employee has given their resignation. As mentioned in the appointment, they need to give one month's notice before leaving and hand over all assigned work to their replacement.

It was also stated in the appointment letter that the employee will receive their HRA after completing six months.

I would be grateful if anybody could send me a format of the letter that I can give to the concerned person. Should this letter be on the company's letterhead?

Thanks,
Priya

Hi Priya,

You can issue him a letter on the company letterhead; however, that will be done at a later stage. Have you decided on the terms on which you will be relieving him from your company? You will need to assert yourself and be firm lest this kind of thing sets a precedent in your organization.

Make sure he fulfills the conditions for a smooth exit, and if the terms are already explicitly mentioned in the appointment letter, I don't think you need to provide him with anything more in writing.

Regards

Yes, but then we thought that it would be better if this were in writing. We made this letter. Does this look fine?

Dear Mr. [Last Name],

You had approached [Company Name] (hereinafter referred to as [Company]) for a suitable job opportunity.

On [Date], 2007, you were appointed as a [Position] in the Company.

At the time of joining the company, certain documents were executed between you and [Company], namely the Appointment letter.

You were asked to read all the documents carefully before signing the same, and upon vetting the documents, you had accepted the Appointment letter.

You are very well aware that the Company had to train you in the field of Software Development/Software solutions sales, for which the Company had to incur heavy expenditure.

We received a letter from you on [Date] stating that you would like to resign from the company with immediate effect.

You were aware of the fact that the notice period was one month, which was also clearly mentioned in the appointment letter, and in spite of this, you resigned from the company on extremely short notice.

Since your probation period of six months is not over, the HRA retained every month will not be paid to you.

You were aware that such immediate resignation from the company would cause irreparable loss and damage to the company.