When an employee submits a resignation letter, it is important for the employer to respond with an acceptance letter. This letter should also address any accrued annual leave and how it will be handled. In this article, we will provide examples of acceptance of resignation letters with offset annual leave and tips on how to write them.
The acceptance of resignation letter with offset annual leave is an official document that acknowledges an employee’s resignation and outlines any outstanding annual leave entitlements. This letter should be written in a professional and respectful tone and should include details such as the employee’s final day of work, the amount of annual leave owed, and how it will be offset against the notice period.
Employers can use the examples provided in this article as a starting point and edit them as needed to suit their specific circumstances. It is important to remember that each letter should be tailored to the individual employee and their situation.
Examples
Acceptance of Resignation Letter with Offset Annual Leave – Maternity Leave
Dear [Employee Name],
We have received your resignation letter and we want to take this opportunity to thank you for your contributions to our company over the past few years. We understand that you are currently on maternity leave and we wish you all the best with your new arrival.
As per our discussion, we have calculated that you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you all the best for your future endeavors.
Sincerely,
[Employer Name]
Acceptance of Resignation Letter with Offset Annual Leave – Short Notice
Dear [Employee Name],
We have received your resignation letter and we want to thank you for your contributions to our company. We understand that you are unable to provide the required notice period and we will do our best to ensure a smooth transition for your replacement.
As per our discussion, you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you all the best for your future endeavors.
Sincerely,
[Employer Name]
Acceptance of Resignation Letter with Offset Annual Leave – Medical Reasons
Dear [Employee Name],
We have received your resignation letter and we want to wish you all the best with your health issues. We understand that these are personal and we respect your decision to resign from your position.
As per our discussion, you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you all the best for your recovery and future endeavors.
Sincerely,
[Employer Name]
Acceptance of Resignation Letter with Offset Annual Leave – Retirement
Dear [Employee Name],
We have received your resignation letter and we want to congratulate you on your retirement. We appreciate your dedicated service to our company and we wish you all the best in your future endeavors.
As per our discussion, you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you a happy and fulfilling retirement.
Sincerely,
[Employer Name]
Acceptance of Resignation Letter with Offset Annual Leave – New Employment
Dear [Employee Name],
We have received your resignation letter and we want to thank you for your contributions to our company. We understand that you have accepted a new position and we wish you all the best in your new role.
As per our discussion, you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you all the best for your future endeavors.
Sincerely,
[Employer Name]
Acceptance of Resignation Letter with Offset Annual Leave – End of Contract
Dear [Employee Name],
We have received your resignation letter and we want to thank you for your contributions to our company. We understand that your contract is coming to an end and we wish you all the best in your future endeavors.
As per our discussion, you are owed [X] days of annual leave. This will be offset against your notice period and you will be paid any outstanding amounts in your final paycheck. If you have any questions or concerns, please do not hesitate to contact us.
Thank you again for your service and we wish you all the best for your future endeavors.
Sincerely,
[Employer Name]
Tips
How to write an acceptance of resignation letter with offset annual leave
1. Tailor the letter to the individual employee and their situation.
2. Keep the tone professional and respectful.
3. Include details such as the employee’s final day of work, the amount of annual leave owed, and how it will be offset against the notice period.
4. Offer assistance with any questions or concerns.
5. Wish the employee all the best for their future endeavors.
Frequently Asked Questions
What is an acceptance of resignation letter with offset annual leave?
The acceptance of resignation letter with offset annual leave is an official document that acknowledges an employee’s resignation and outlines any outstanding annual leave entitlements. It should be written in a professional and respectful tone and should include details such as the employee’s final day of work, the amount of annual leave owed, and how it will be offset against the notice period.
When should I send an acceptance of resignation letter with offset annual leave?
The acceptance of resignation letter with offset annual leave should be sent as soon as possible after receiving the employee’s resignation letter. This will ensure that the employee is aware of their entitlements and can make any necessary arrangements for their final days of work.
Do I need to include the reason for the employee’s resignation in the letter?
No, it is not necessary to include the reason for the employee’s resignation in the acceptance letter. This is a private matter between the employee and the employer and should be kept confidential.
What should I do if the employee has outstanding debts with the company?
If the employee has outstanding debts with the company, these should be addressed in a separate letter. The acceptance of resignation letter with offset annual leave should focus solely on the employee’s entitlements and final days of work.
Can I offer the employee a counteroffer to stay?
While it is possible to offer the employee a counteroffer to stay, this should be done in a separate letter or conversation. The acceptance of resignation letter with offset annual leave should focus solely on the employee’s resignation and entitlements.
Should I ask the employee to sign the acceptance letter?
It is not necessary to ask the employee to sign the acceptance letter, but it is recommended to keep a copy for your records. The employee’s signature is not required for the letter to be valid.
Conclusion
Writing an acceptance of resignation letter with offset annual leave can be a sensitive matter, but it is important to handle it in a professional and respectful way. By using the examples and tips provided in this article, employers can ensure that their letters are well-written and informative, and that the employees feel valued and respected.