Voluntary Termination Letter

An employee sends or submits a letter of resignation to notify an employer that he or she will be leaving the company. A voluntary termination letter is sent by the employer to the employee to acknowledge and accept the employee’s resignation. A voluntary termination may be mutual agreement or it may be initiated by the employee or the employer.

Format and Content

The first part of the voluntary termination letter format should mirror the resignation letter, as long as the information presented in the letter are factual and correct. If not, they should be corrected in the employer’s reply. The letter should include the date written, the effective date of the termination, a request for an exit interview, and the handling of the employee’s final paycheck. The employer may wish to include information regarding the return of company property.

Sample

This voluntary termination letter sample is addressed to an employee who wishes to resign from an organization. The letter restates and confirms information provided by the employee in her resignation letter and then provides information related to company policies.

Dear Ms. Epperson,

This letter is to acknowledge that we received your resignation letter on April 15, 2013. According to the letter, you are resigning your position at Southwest Inc., effective May 1, 2013, to pursue a career opportunity with another organization. We accept your resignation and your employment with our company will be terminated on May 1, 2013.

According to your letter, you are leaving Southwest Inc. to take a position that will allow you to expand your current skills in the international marketplace. We encourage personal and professional growth. As a national company, we cannot offer you the same opportunity. We do appreciate your years of loyal service and wish you the very best in your new position.

I would appreciate the opportunity to conduct an exit interview with you during your last week of employment. You may call my office at (555)-555-5555 to schedule an appointment. My assistant will provide you with the dates and times I have available on my calendar. Hopefully, you will find an appointment time that is mutually beneficial for us both. If you cannot schedule the interview due to work commitments, please let my assistant know and she will send you a written form of the interview by mail.

Please plan on returning any company-owned property or written communications in your possession on your last day of employment. You may leave your employee identification badge with the security desk before exiting the building on your last day. You will receive your last paycheck on May 1, 2013, along with any pay owed for accrued and unused PTO. You are not entitled to a severance package. Your eligibility under COBRA, along with an explanation of benefits, will be sent to your home address. I will be happy to answer any questions you may have.

Sincerely,

Rosemary Ingle

Ms. Rosemary Ingle

Human Resource Manager

Southwest, Inc.