Acceptance of resignation, Grace Whitfield, Elmstead Dental

Acceptance of resignation letter with the last day and final pay

An acceptance of resignation letter confirms the date employment ends and tells the departing employee exactly what they will be paid and what they need to hand back. Done well it settles every practical question in one page, so the last four weeks are about handover rather than queries to payroll.

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Elmstead Dental
2 Carrow Street, Elmstead ยท practice@elmsteaddental.example

Friday 2 October 2026
Grace Whitfield, Dental Nurse
Elmstead Dental

Your resignation is accepted, last day 28 October

Dear Grace, thank you for your letter of Wednesday 30 September 2026. I accept your resignation with four weeks of notice, which makes your last day Wednesday 28 October 2026.

Your final pay, on Thursday 5 November 2026
1.
Your salary for every day worked up to and including 28 October.
2.
Your unused annual leave, 11.5 days at the date of this letter, plus what accrues to your last day.
3.
Your 6 hours of time off in lieu from the September sterilisation audit, paid at your ordinary rate.
4.
The $180 reimbursement for the infection control course, already approved.
Please return by 28 October
Return to
Front door key and alarm fob
Practice manager
Three sets of practice scrubs
Laundry basket, staff room
Locker key and sterilisation room log book
Practice manager
An exit interview, if you would like one
Fran Achebe can meet you for 20 minutes on Monday 26 October. It is optional, and what you say is kept separate from your reference.

Thank you for four careful years with our patients. Yours sincerely,

Dr Samir Haddad, Principal Dentist
Date
:

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Letterhead and addressee
Elmstead Dental underline letterhead, Friday 2 October 2026, to the dental nurse.
Acceptance
The resignation of 30 September is accepted with four weeks of notice, last day Wednesday 28 October 2026.
Final pay
Four numbered items paid on Thursday 5 November: salary, unused annual leave, time off in lieu and a $180 reimbursement.
Property to return
A table of keys and alarm fob, scrubs, locker key and log book, with who receives each.
Exit interview
An optional 20 minute meeting on Monday 26 October, kept separate from the reference.
Signature block
One party, the principal dentist, with a date line.

How to adapt this document

For a resignation with a shorter notice period than the contract requires, state the contractual date and the date the employee asked for, then say which one you accept, so the shortfall is visible rather than buried. For a senior employee with a restraint or confidentiality obligation, add one paragraph reminding them which clauses continue after they leave, quoting the clause numbers rather than summarising them. For a role that handles patient or customer records, add a line confirming system access ends at close of business on the last day, and name who will remove it.

What makes this document work

The last day is calculated, not assumed

The resignation arrived on Wednesday 30 September 2026 with four weeks of notice, and the letter states the result in bold: Wednesday 28 October 2026. Naming the weekday removes the most common argument about notice, which is whether the count started on the day the letter arrived.

Final pay is itemised before it is paid

Four numbered items, salary to the last day, 11.5 days of unused leave plus what accrues, 6 hours of time off in lieu and the $180 course reimbursement, all paid on Thursday 5 November 2026. The nurse can check the final payslip line by line.

Property and the exit interview are separated

The return table names three items and who receives each, while the callout makes the 20 minute exit interview on Monday 26 October optional and keeps what is said apart from the reference. Neither is used as leverage over the other.

Questions people ask

Does an employer have to accept a resignation?

A resignation given with the required notice usually takes effect whether or not it is accepted. The acceptance letter is still worth sending because it confirms the date both sides are working to, records the final pay arrangements and gives the employee something in writing to show a new employer about when they become free to start.

Can the employer ask the employee to leave before the notice ends?

Many contracts allow pay in lieu of notice, so the employer can end the working period early while paying for the rest. If that is planned, the letter should say so plainly and give the date pay stops. This letter keeps the nurse on her usual roster until the last day, which is the simplest arrangement.

Should the letter mention the reason for leaving?

Only if the employee gave one and wants it recorded. An acceptance letter is a record of dates and payments, so it is safer to leave out commentary about why someone is going. Anything the employee wants to say about the role can be raised in the exit interview, which this letter offers separately.

What if the employee changes their mind?

Once a resignation has been given clearly, the employer does not have to let it be withdrawn, though it can agree to. If both sides want the employee to stay, write a short letter confirming the resignation is withdrawn by agreement and the employment continues unchanged, so the file does not show an unexplained gap.

Is an exit interview worth offering?

Yes, if it is genuinely optional and the answers are used. A 20 minute conversation with someone other than the direct manager often surfaces rostering or workload problems that nobody raised while employed. Keeping it separate from the reference, as this letter does, makes honest answers more likely.

When should the acceptance letter be sent?

Within a few days of receiving the resignation. This one is dated two days after the nurse's letter. Sending it quickly fixes the last day before rosters for the notice period are published, and gives payroll time to calculate leave and allowances before the final pay run.

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Sources

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