Signing example
Sign a resignation acceptance letter online
A resignation acceptance has three things people later remember differently: the last day, the leave balance being paid, and the property still to hand back. This one page envelope settles all three, with HR signing a block first and the employee then marking the equipment list, signing, and taking a stamped date neither side typed.
Who signs what
- Tabitha Moreau, for Northgate Home and Garden, signs first
- Signature block: Name, Title, Date · Email link
- Priya Raman, the departing employee, confirms second
- Checkbox, equipment list confirmed · Signature and stamped date · Email link
The signing journey
Step 1
One page, four fields, order on
The employer gets a signature block on the left of the execution area. The employee gets a checkbox beside the property table, a signature and a date on the right.
Step 2
HR accepts first, in a block
Tabitha's block printed FOR NORTHGATE HOME AND GARDEN over three lines: her name from the recipient record, the title she typed, and a date she was never given a box for.
Step 3
The employee confirms the equipment list
Priya was invited only once the acceptance was stamped. She typed a character into the box beside the property table and the stamper printed a capital X against it.
Step 4
Both dates stamp themselves
Neither signer was given a date box. Each date printed as Sep 12, 2026 from the instant that person submitted, matching the certificate exactly.
Step 5
One certified copy each
The listener stamped, certified and emailed the letter to both signers and the sender, with two signer entries on Email link over a nine event log.
Every field, and who fills it
Four fields on a single page, and that page is doing three jobs at once: fixing a last day, fixing a leave figure and fixing a property list. The employer's block sits on the left with Name, Title and Date, because an acceptance is a statement the employer makes. The employee's checkbox sits directly beneath the property table, so her mark is beside the thing being confirmed rather than stranded at the foot of the page, and her signature and date follow on the right. A job title is the only thing anybody typed. Both names arrive from the recipient records and both dates from the instant each person pressed submit.
How to adapt this envelope
First, where the employee is taking leave through the notice period, add a second checkbox beside that line so the agreement is marked rather than assumed. Second, an employee leaving from a different site can be given an access code instead of the plain link, four characters or more, shared by phone. Third, where a manager also signs, add a third recipient with a block and the order becomes HR, manager, employee.
Why the signed copy matters at the end of employment
The last day, the leave balance and the property list are the three things a payroll query, an equipment chase or a final pay dispute turns on. A certified PDF holding all three, with two signatures, two IP addresses and two consent timestamps, is a better record than a thread of emails. Employment records are kept for seven years in Australia, and this is the document that closes the file.
What makes this signing flow work
The employer commits before the employee confirms
Signing order puts HR first, so the employee confirms a property list on a letter whose last day and leave figure are already signed off. Reversing the order would ask her to confirm equipment against a letter nobody had yet stood behind.
The property list is marked, not assumed
The checkbox sits directly under the table of keys, uniform, scanner and phone. A confirmation that a list matches what somebody holds is worth having in writing on the day, rather than reconstructing it from a conversation on the last afternoon.
Nobody types a date on a leaving letter
Both dates come from the submission instant. The last day is fixed in the body of the letter and the two signing dates are stamped, so no part of the timeline on this page can be quietly moved after the fact.
Questions people ask
Does the employee have to sign for the resignation to take effect?
No. A resignation takes effect on the notice that was given, which in this case was 7 September. What this page fixes is the last day, the leave balance being paid out and the list of property to return, which is why it carries a checkbox against the equipment table and not only a signature.
Can the employee sign before HR?
Not on this envelope. Sign in order is on with HR first, so the employee's invitation is only generated when the acceptance block lands. Turning the switch off invites both at once, which suits a letter where the sequence carries no meaning.
What if the employee will not confirm the equipment list?
She can press Decline with a reason, which moves the envelope to declined, stops any further stamping and emails the sender the reason she typed. The acceptance of the resignation itself is unaffected, because a resignation takes effect on the notice, not on this page.
What if the employee has already lost access to the work inbox?
Send the invitation to a personal address, which is what this envelope does. A recipient whose address was wrong is corrected with Resend, which issues a new link, retires the previous one and clears any lockout. The signing window itself is thirty days from when the envelope was created and cannot be extended.
Why is the acceptance signed at all?
A resignation takes effect when it is given, so the acceptance is not what ends the employment. It is the document that fixes the last day, the leave balance to be paid and the property to return, which is why both sides sign it and why the dates on it are stamped rather than typed.
Can the letter be corrected after sending?
No. A sent envelope is locked and the editor redirects to the status page. A wrong leave figure means withdrawing the envelope, which voids the live link and emails whoever still holds one that it was withdrawn by the sender, then sending a corrected letter fresh.
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Want the steps in the builder? Read Send a PDF for e-signature, then Add several signers to one envelope. For everything this generator can do, see the signing flow maker.
Written and checked by the OneCraft team. Last checked .