Sometimes, resignation letters are difficult to accept – especially when the employee who submitting the resignation is a valued employee. Behind every resignation is a good reason. So keep in mind to always accept a resignation with a positive attitude. It has to be real and genuine, for he/she will easily feel if you are not being honest. Be compassionate and considerate of their feelings as well. There are several reasons why an employee decides to file for a resignation. Some of the possible reasons are:

1. Your employee desires for an increase in salary. This may just be an indication that he’s salary does not suffice him anymore.
2. He is attempting to win a promotion or at least an improvement in his status as an employee.
3. He could be stressed. It may be stress from work, or may also be from other aspects of the employee’s private life.
4. He is dealing with some health issues. He thinks that he will not be as productive as he was if he continued his job.

Whatever the reason, receive and accept the resignation graciously. It is advisable to send your letter through post mail. Better yet, give it to the employee personally. But remember that the human resources department should approve your letter first. Below is an example of a letter on how to accept a resignation.

SAMPLE ACCEPTANCE LETTER

May 28, 2010

Molly Burke
Brown Street Boulevard
San Antonio, California 4038

Dear Ms. Burke,

Good day! In behalf of the Brent Company, I am writing to acknowledge your letter of resignation. Your resignation from the position of Assistant Manager of the Planning Department effective from July 1, 2010 is accepted.

Your contract of employment states that you will work until June 25, 2010. For the separation details, we are giving you a severance pay equivalent to three months salary. We will also be extending your other health and medical privileges for six months.

In behalf of the Brent Company, I would like to take this opportunity to thank you for all the effort and contribution that you have given to the company. You are truly one of the most loyal and excellent employees we have.

Until then, we wish you well in all of your endeavors. Thank you very much and have a good day.

Yours sincerely,

John Brent
Executive Director

cc: Human Resources
Brent Company Human Resources

Acceptance letter for an invitation to an event is an expression of your willingness and availability to attend the event. Its purpose is to acknowledge the receipt of the invitation letter and to let the host know that you can participate on the event.

In accepting invitation for any event, it is important to make a timely and brief response. You have to consider the three important parts of the body of the letter which should not be eliminated in writing.

The first part should state an expression of your appreciation to receive an invite. Use positive tones to show your pleasure and honor upon receiving the invitation. The second part of the letter should express the brief details of the event.

This is your way of reiterating the important details such as the place and date of the occasion. Finally, you have to confirm your coming and say a little expectation about the event.

When the invitation is personal in nature, the formality required by letters may be dispensed with. However, if the invitation for an event is formal, there must be strict adherence to the body of a letter.

Sample Letter #1

Thurston How
123 Park Avenue
Carrollton, TX 00000
222-555-1000

Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

It is a great pleasure to receive an invitation for the baptism of your new baby. My daughter Ana and I will be delighted to witness the baptismal of your son Tom on June 06, 2010 at 10:00 am at First United Methodist Church in Austin, Texas. This event will surely make our seeing you all the more special.

We are looking forward to share with you this worthwhile occasion.

Your friend,

Thurston How

Sample Letter #2

Thelma How
123 Park Avenue
Carrollton, TX 00000
222-555-1000

Olive Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Olive,

My wife Margo and I are thrilled to hear about your engagement. We are pleased to know that you thought of us to be part of a very important occasion in your life.

We will be driving down to Drexel Hill to visit our parents two days before your engagement; so we will not miss this event at Drexel Brook on May 30 at 6 o’clock in the evening. We are excited to meet your fiancée Bobby and wish to congratulate both of you personally.

We look forward to seeing you again and meeting your husband-to-be.

Sincerely,

Thelma How

An acceptance letter to an invitation to speak or perform on a particular event is a kind of letter designed to express gratitude for selecting you to the occasion. It is a polite way to convey your pleasure to be the speaker of a special occasion or to exhibit your talent and skill to inspire all the attendees.

In writing an acceptance letter to be a speaker or performer, you should reply at the earliest opportunity. This will give you and the host reasonable time to iron the details of the occasion.

When preparing an acceptance letter, you should first express pleasure to be part of their event. Your letter must imply the fact that you are familiar with the theme. Second, it must confirm your attendance. Make sure to indicate the date, time and place of the occasion to make sure that there is no mis-communication.

You can also ask about the audience in order to prepare something appropriate for them. If necessary, you can mention your fee and the materials you will need.

Sample Letter:

Thurston How
123 Park Avenue
Carrollton, TX 00000
222-555-1000

Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

I am honored to receive your invitation asking me to be a speaker on the 5th Public Relations Students Conference at Delaware University on June 1, 2010 at 1:00 pm. I am pleased to inform you that I am grateful to accept your invitation to inspire the students about the new trend of public relations.

I am at present developing new synergies of public relations. In fact, during the last few months I’ve been in different seminars to uplift my knowledge and techniques regarding the subject matter. This event is a good opportunity to convey my expertise and to share to the students the evolution of public relations.

I am planning to use MS PowerPoint in my presentation and I would appreciate it very much if you could provide me with an overhead projector and projection screen. Since I will be speaking to more than 200 students, it would be more comfortable to speak on a podium.

Thank you for arranging hotel accommodations for me. I look forward to seeing you at the conference.

Sincerely,

Thurston How

A letter accepting and expressing appreciation for a suggestion is not merely an acknowledgment of one’s idea. It extends to accepting the suggestion as the foundation of a plan or project. An acceptance letter is given in order to inform you that your idea will be implemented.

Apparently, the lofty suggestion is accepted because it will be beneficial to the existing plan and will improve the current status of any given problem. Hence, it is important to express your appreciation and explain in brief how the plan will be implemented.

Sample Letter #1

From:
Thurston How
VP Marketing
PurFoods Corporation
123 Park Avenue
Carrollton, TX 00000
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

The Marketing Department has passed it on to every officer and it seems that your suggestion regarding the repacking of the marketed foods is the most strategic way to boost sales.

You are right in suggesting that coming out with Foods-Ready-to-Eat in Tetra Pack will reduce our expenses paid to carriers. The shipping of canned foods is very expensive because of the heavy cans. With tetra pack, the shipping charge will dramatically drop because of the lighter weight. And as we save from shipping charges, we can give our customers special discounts to encourage them to buy our products.

Your idea makes good sense; it will result to lower costs and improved sales. With this, we take our hats off to you. The contribution you have presented will improve the performance of the Sales and Marketing Department.

We are grateful for your idea and hope to hear more.

Thurston How
VP Marketing

Sample Letter #2

From:
Thurston How
123 Park Avenue
Carrollton, TX 00000
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

Thank you for taking the time to write about the employees’ concern regarding the mode of payment of their salaries. Your suggestion made us realize to implement an immediate change to avoid lingering problems.

It seems that the Cashier’s Office is having difficulty in releasing the salaries of the employees. Hence, we are considering your suggestion to maintain a bank account for every employee where they can withdraw from their salaries. We are at present communicating with the bank and will keep you informed of any development.

The office is very thankful that we go hand in hand in this situation. Your valuable suggestion works well to protect the labor and the management as well.

Sincerely thankful,

Thurston How
Manager, Accounting Department

For the purpose of amicably parting with the company, an employee will have to tender his formal resignation and the employer in turn must accept the letter of resignation in the same manner.

A letter accepting a resignation may vary depending on the circumstances surrounding the termination of employment. If your employee decided to accept another job offer, your letter must express sentiments about losing him in the company. But if your employee was forced to resign due to unpleasant events, a mere formality acknowledging his resignation will do.

But no matter what the circumstances may be, an acceptance letter of resignation must be written with respect. The acceptance of resignation must be in a manner that will leave no doubt as to the termination of employment.

Sample Letter #1

Thurston How
123 Park Avenue
Carrollton, TX 00000
222-555-1000

Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

It came as a shock that when I received your resignation letter. You’ve been a huge asset to the company and seeing you go will be a loss. However, I respect your decision to leave your post as Medical Representative.

I would like to further discuss your reasons for leaving, but I know that you have to pursue another career path. So on behalf of management, I hereby acknowledge your resignation effective today, May 25th 2010.

Your qualities dedication and quality of work will be remembered. If you need a recommendation letter for your next endeavor, I will be happy to assist you. Should you wish to come back and be part of our family again in the future, you are most welcome.

The best luck to you.

Thurston How
Vice-President, Marketing

Sample Letter #2

Thurston How
VP Client Services
Chez Financial Services
123 Park Avenue
Carrollton, TX 00000
222-555-1000

Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001

Dear Oscar,

Xyz Banking Corporation accepts your resignation effective immediately and releases you from your duties as a bank teller. We thank you for your productive stay and we’re sorry to hear that you found another position with another company.

We will never forget the efforts you exerted to keep the dignity and exceed customer satisfaction. Thank you for the three years of faithful and fruitful service. Please feel free to contact us anytime.

We feel confident that you will succeed on your chosen career. May you find best luck on your new career.

Thurston How

When you are informed about being a recipient of an honor or award, you need to issue a prompt reply.

An acceptance letter of honor is necessary to show respect and appreciation for the organization that recognized your noble act and contribution to the society.

It is normally written to clarify the details about the event to make sure that you will be able to receive the award personally.

Sample Letter #1

Thurston Howell IV
123 Park Avenue
New York, New York 00000
222-555-1000

Oscar Rockefeller
President / CEO
Chez Financial
321 42nd Avenue
Manhattan, New York 00001

Dear Mr. Rockefeller,

I felt highly honored to learn that I was named as the “Model Employee of the Year.” It has always been my dream to work for a banking institution and to stay here for the rest of my working age. The honor bestowed upon me strengthens my belief that my life would not be the same without my work.

It is overwhelming to see that my hard work and endless effort to give the best has been recognized.
I understand that I will be attending the Awards Ceremony at the Houston Pavilion on the 31st of May 2010 at 7 o’clock in the evening. I appreciated the two tickets you provided for me and my wife. As instructed, I have prepared a brief speech about my experience in the company and how the award has changed my outlook in life.

Again, I would like to extend my deep appreciation and thank you for recognizing my work. I wish to see you all on May 31.

Sincerely,

Thurston Howell IV

Sample Letter #2

Thurston Howell IV
Books for Kids
123 Park Avenue
New York, New York 00000
222-555-1000

Oscar Rockefeller
Chairman
New York Community Service
321 42nd Avenue
Manhattan, New York 00001

Dear Mr. Rockefeller,

It was an emotional moment when we your letter informing us that our organization has been selected for the Community Service Award. When we started the Books for the Kids Charitable Organization, we had nothing in mind but to extend help in educating the poor kids in the community.

The award was far from our expectations; that’s why we are extremely happy that you recognized the cause of our organization. No amount of words can express how thankful we are for the honor bestowed upon us.

We will all be present at the Delaware University auditorium at 10:00 in the morning to receive the honor. As requested, we will bring ten beneficiaries to take part on the luncheon banquet.
Again, thank you very much.

Thurston Howell IV

A letter accepting a request to serve in an honorary position is an appreciative response to the acknowledgment of your competence in a position.

Since the position is an unpaid one, the purpose of the letter is to clarify your duty and responsibilities to avoid any misunderstanding. Make sure to indicate your primary duties and things you’re not required to do.

In writing an acceptance letter, always be humble and gracious. Substantiate the fact that the position is honorary and your direct participation is not necessary. Always express your support to the organization and wish for the furtherance of their goals and aspirations.

Sample Letter #1

Thurston Howell IV
123 Park Avenue
New York, New York 00000
222-555-1000

Oscar Rockefeller
321 42nd Avenue
Manhattan, New York 00001

Dear Mr. Rockefeller,

Thank you for your kindness in offering me the position as an honorary member of St. George’s Society of New York, a charitable organization for the distressed, sick and elderly persons. I normally do not lend my name for any organizations but your confidence in me of being able to assist you in accomplishing your purpose is such an honour.
Since the position is honorarium, I understand that my involvement will not require my personal appearance nor will I be requested to travel and attend meetings. However, I am eager to take an active part in the organization’s Capital Campaign.

Your accomplishments in offering advice and relief have earned broad support and I am solidly behind your cause. With organizations like yours, we can all pool our efforts for the well-being of the elderly.

Please accept my best wishes for the continued success in your endeavors.

Sincerely,

Thurston Howell IV

Sample Letter #2

Thurston Howell IV
123 Park Avenue
New York, New York 00000
222-555-1000

Oscar Rockefeller
321 42nd Avenue
Manhattan, New York 00001

Dear Mr. Rockefeller,

It is a great honor to serve as an honorary member for your fundraising to feed the poor. I appreciate your confidence in me so rest assured that I will be supporting your cause.

As I understand, my involvement will be limited to one of your programs called the Monthly Giving Clubs. But because I know the importance of your endeavor to the future of the kids, I am also volunteering to support your nongovernmental homes in providing a healthy and Christian environment for the orphaned children.

I hope that in accepting the honorary position, I will be able to make a difference for your organization. Let us all join our hands and I sincerely pray that your fund raising program meets success.

Sincerely,

Thurston Howell IV

A letter accepting a job offer is a professional way to express your gratitude for trusting you with a position in the company.

It demonstrates your sincerity to be part of their organization and your attitude towards employment.

The job offer acceptance letter is not a contract that binds you to the employer. It is a formal letter expressing your agreement to take the job as well as your understanding of the basic terms and conditions of employment.

Sample Letter #1.

Alicia Stuart
1343 South St. Suite 126, Dallas
222-111-3333
Alicia@domain.com

May 25, 2010
Mrs. Andrea Jones
Human Resources Manager
Bluegrey Corp., Inc.
2591 Dallas Parkway, Suite 300
Dallas, TX 75251, USA

Dear Mrs. Jones:

Thank you for offering me the position as Legal Assistant for Bluegrey Corp., Inc. It was indeed wonderful news that I passed all the qualifying examinations and interviews. Kindly consider this letter as my formal acceptance of the job offer.

I understand that the probationary period of my employment begins on June 1, 2010 and will end on December 1, 2010. During the probationary period, I will be trained with a pay equivalent to $4,500 a month and I am expected to master the nature of my work during this period.

Thank you again for giving me this opportunity. I am looking forward to meet with my co-workers, and be an asset to the company.

If there is any documentation or requirement that you require, please do let me know so I can provide you with what you need as soon as possible.

Sincerely,

Alicia Stuart

Sample Letter #2.
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date

Mr. Joe Black
Human Resources Manager
Lights and Bulbs Company
1232 Lyndon B Johnson Fwy,
Dallas, TX 75251, USA
962-222-3333

Dear Mr. Black:

Thank you for offering me the position of Marketing Assistant. I am honored to accept the position with a corresponding salary of $5,000 exclusive of health and life insurance benefits. I understand that my start date is on May 31, 2010.

Thank you again for this wonderful opportunity to be part of your growing company.
Sincerely,

Your signature
Typed name