Use a letter template. If the employee resigned via text message or other electronic communication, take steps to preserve that documentation in the employee's file.Be direct and to the point and, in the first sentence, acknowledge the receipt of their letter of resignation and formally accept it. Accepting a resignation early without paying the employee for the notice period can have consequences, if the employee gave more than two weeks' notice. The decision to leave state service can be a hard one. It is recommended to send a resignation letter to your employer indicating your last day in paid status. 1. Develop a logical system for handling resignation letters. After thinking carefully, I have decided to submit my resignation letter to take early retirement. They may be willing to waive the fourweek notice requirement, or they may be willing to negotiate a shorter notice period.