A resignation acceptance letter from a company is a formal document issued by the company to acknowledge that it has accepted a director’s resignation. While a director submits a resignation letter to step down from their position, the acceptance letter confirms the resignation is officially effective.
Issuing this letter ensures legal compliance under the Companies Act, 2013 and protects both the company and the resigning director from future liabilities.
📘 Purpose of a Resignation Acceptance Letter
The resignation acceptance letter serves multiple purposes:
-
Official Acknowledgment: Confirms that the board or management has accepted the director’s resignation.
-
Legal Proof: Acts as evidence for MCA filings and internal records.
-
Recordkeeping: Helps maintain proper corporate governance and compliance.
-
Avoids Liability: Protects the director from being held responsible for company decisions post-resignation.
⚙️ Key Contents of a Resignation Acceptance Letter
A standard resignation acceptance letter should include the following:
| Section | What to Include |
|---|---|
| Heading | “Resignation Acceptance Letter” |
| Date | Date on which the letter is issued |
| Recipient | Name of the resigning director |
| Reference | Mention the resignation letter date and details |
| Acceptance Statement | Clear statement accepting the director’s resignation |
| Effective Date | Date from which resignation is effective |
| Acknowledgment | Company requests acknowledgment of receipt |
| Signature | Signature of authorized signatory (Chairman / Company Secretary) |
✅ Key Point: The letter must be signed by an authorized company official to be valid.
🧾 Legal Importance
According to the Companies Act, 2013:
1️⃣ Board Approval: The board must accept the resignation in a meeting or via a written resolution.
2️⃣ MCA Filing: After acceptance, the company files Form DIR-12 with the Ministry of Corporate Affairs to update its official records.
3️⃣ Director Protection: The acceptance letter protects the director from being held liable for future company actions from the effective date.
Without this acceptance letter, a director’s resignation may not be legally recognized, and they may remain liable for company decisions.
🧩 Example
Suppose Mr. X resigns as director of ABC Pvt Ltd on 5th October 2025.
-
Mr. X submits a resignation letter stating the effective date.
-
The board holds a meeting and accepts the resignation.
-
The company issues a resignation acceptance letter confirming that Mr. X’s resignation is effective from 5th October 2025.
-
ABC Pvt Ltd files Form DIR-12 with MCA to officially remove Mr. X from the register of directors.
After receiving the acceptance letter, Mr. X ceases to be responsible for company decisions.
PVT LTD Registration –Apply Here
✅ Key Points to Remember
-
Always issue a resignation acceptance letter for recordkeeping and compliance.
-
Ensure the letter mentions the effective date of resignation.
-
Attach a copy of the letter when filing Form DIR-12 with MCA.
-
The letter must be signed by an authorized official of the company.
Proper documentation protects both the company and the director from future disputes and liabilities.