Moving on from a job is part of a professional’s career, and knowing how to write an employee departure email is a crucial part of the process. Whether you’re leaving for another opportunity, pursuing higher education, or seeking a change in career direction, crafting a well-written departure email can leave a positive lasting impression and maintain good relationships with your colleagues and superiors. This article provides tips and guidance on how to write an impactful employee departure email, including examples that you can personalize and edit to suit your specific circumstances.
How to Write an Employee Departure Email
When an employee leaves a company, it’s important to send a departure email to inform colleagues and clients of their departure and to express gratitude for their contributions. A well-written departure email can leave a positive impression and maintain professional relationships. Here’s a step-by-step guide to help you write an effective employee departure email:
1. Start with a Clear Subject Line:
The subject line should be concise and informative. It should clearly state that you are leaving the company and provide the effective date of your departure. Examples of effective subject lines include:
- “Farewell from [Your Name]”
- “Departure Announcement – [Your Name]”
- “Last Day at [Company Name] – [Your Name]”
2. Open with a Warm Greeting:
Start the email with a warm and friendly greeting, such as “Dear Colleagues” or “Hello Team.” This will help set a positive tone and show appreciation for your colleagues.
3. Express Gratitude:
Take a moment to express your gratitude for the opportunities, support, and collaboration you’ve received during your time at the company. Mention specific projects, achievements, or relationships that you’re particularly grateful for. This shows that you value the time you’ve spent with the company and your colleagues.
4. Announce Your Departure:
Clearly state your departure date and any relevant details, such as whether you’re leaving the company voluntarily or if it’s an involuntary departure. Provide the reason for your departure if you’re comfortable sharing it. Be honest and professional in your explanation.
5. Provide Contact Information:
Include your personal email address or LinkedIn profile in case colleagues or clients want to stay in touch after your departure. This is particularly important if you’re continuing to work in the same industry or if you’re starting your own business.
6. Offer to Help with the Transition:
Offer to help with the transition process in any way you can. This could include providing documentation, training new employees, or answering questions during the handover period. This shows that you’re committed to leaving the company in a good position.
7. Wish Your Colleagues Well:
Take a moment to wish your colleagues and clients well in their future endeavors. Express your confidence in their ability to continue the company’s success. This shows that you genuinely care about the company and its people.
8. Close with a Professional Farewell:
End the email with a professional farewell, such as “Best regards,” “Sincerely,” or “Warm wishes.” You can also add a personal touch, such as a quote or a brief reflection on your time at the company.
9. Proofread and Send:
Before sending the email, carefully proofread it for any errors in grammar, spelling, or tone. Ensure that the message is clear, concise, and professional. Once you’re satisfied with the email, send it to your colleagues and clients.
10. Respond to Replies:
After sending the departure email, be prepared to respond to any replies or inquiries you receive from colleagues or clients. Respond promptly and professionally, and maintain a positive and supportive tone.
Sample Employee Departure Emails
Farewell and Gratitude for an Amazing Colleague
Dear Colleagues,
With a bittersweet heart, I write to inform you of my departure from [Company Name] effective [Last Day of Employment]. It has been an honor and a privilege to work alongside each of you over the past [Number of Years] years. I have learned a great deal from you all and will cherish the relationships we have built.
I would like to express my sincere gratitude for the opportunities and challenges I’ve encountered during my time here. I am immensely proud of the work we have accomplished together, and I know that the company will continue to thrive in the years to come.
While I am excited about the new chapter ahead of me, I will genuinely miss the camaraderie, collaboration, and shared successes we have experienced. I wish you all the best in your future endeavors and send my warmest farewells.
Please feel free to keep in touch via [Contact Information].
Once again, thank you for making my time at [Company Name] unforgettable.
Sincerely,
[Your Name]
Retirement Announcement and Invitation to Farewell Party
Dear Colleagues and Friends,
It is with a mixture of excitement and gratitude that I formally announce my retirement from [Company Name] effective [Last Day of Employment]. After [Number of Years] fulfilling years of service, I have decided to embark on a new chapter in my life, one filled with leisure, travel, and spending quality time with loved ones.
My journey at [Company Name] has been an incredible adventure. I am humbled and grateful for the opportunities, challenges, and experiences that have shaped my career and personal growth. I have had the privilege of working with an exceptional team, and I am immensely proud of what we have accomplished together.
As I bid farewell, I would like to extend a heartfelt invitation to you all for a retirement farewell party on [Date] at [Time] at [Venue]. It would mean the world to me to have you join me in celebrating this milestone and reminiscing about our shared experiences.
Please RSVP by [Date] so that we can make the necessary arrangements. Your presence would be a cherished memory for me.
Once again, thank you for making my time at [Company Name] truly unforgettable. I wish you all continued success and happiness in the years to come.
Sincerely,
[Your Name]
Relocation-Driven Departure and Farewell
Dear Colleagues,
It is with mixed emotions that I write to inform you of my departure from [Company Name] effective [Last Day of Employment]. Due to personal and family reasons, I have made the difficult decision to relocate to a new city and, consequently, resign from my position.
My time at [Company Name] has been an enriching and invaluable experience. I am grateful for the knowledge, skills, and friendships I have gained during my [Number of Years] years here. I want to express my sincerest gratitude to each of you for your support, collaboration, and unwavering dedication.
While I am excited about this new chapter in my life, I will genuinely miss the camaraderie, teamwork, and shared successes we have enjoyed together. I wish you all continued growth, prosperity, and fulfillment in the years to come.
I would like to extend an invitation to stay connected via [Contact Information]. I would love to hear about your future endeavors and achievements.
Once again, thank you for making my time at [Company Name] exceptional. I wish you all the best and send my warmest farewells.
Sincerely,
[Your Name]
Pursuing Higher Education and Professional Development
Dear Colleagues,
With a mix of excitement and gratitude, I am writing to inform you of my departure from [Company Name] effective [Last Day of Employment]. I have decided to pursue higher education and further my professional development by enrolling in a full-time [Degree/Program] at [University/Institution Name].
My time at [Company Name] has been an incredible journey. I have learned immensely from my experiences here and am grateful for the guidance, support, and opportunities I have received. I want to express my sincere appreciation to each of you for making my time at the company both enjoyable and productive.
While I am excited about this new academic pursuit, I will genuinely miss the collaborative environment, the challenges, and the friendships we have forged together. I wish you all continued success and prosperity in the years to come.
I would like to stay connected with you all and would love to hear about your future endeavors. Please feel free to reach out via [Contact Information].
Once again, thank you for making my time at [Company Name] truly memorable. I wish you all the best and send my warmest farewells.
Sincerely,
[Your Name]
Departure Due to Health Reasons
Dear Colleagues,
It is with a heavy heart that I write to inform you of my departure from [Company Name] effective [Last Day of Employment]. Due to unforeseen health circumstances, I have made the difficult decision to prioritize my well-being and take a leave of absence for an indefinite period.
I have cherished my time at [Company Name] and am immensely grateful for the opportunities, challenges, and camaraderie I have experienced during my [Number of Years] years here. I want to express my sincerest appreciation to each of you for your support, understanding, and collaboration.
While I navigate this health journey, I will genuinely miss the day-to-day interactions, the shared successes, and the friendships we have built together. I wish you all continued growth, prosperity, and fulfillment in the years to come.
I would like to stay connected with you all and would love to hear about your future endeavors. Please feel free to reach out via [Contact Information].
Once again, thank you for making my time at [Company Name] exceptional. I wish you all the best and send my warmest farewells.
Sincerely,
[Your Name]
Departure for Family Reasons: Caring for a Loved One
Dear Colleagues,
It is with mixed emotions that I write to inform you of my departure from [Company Name] effective [Last Day of Employment]. Due to unforeseen family circumstances, I have made the difficult decision to resign from my position in order to provide full-time care for a loved one.
My time at [Company Name] has been incredibly rewarding. I am grateful for the knowledge, skills, and friendships I have gained during my [Number of Years] years here. I want to express my sincerest appreciation to each of you for your support, collaboration, and unwavering dedication.
While I am excited about this new chapter in my life, I will genuinely miss the camaraderie, teamwork, and shared successes we have enjoyed together. I wish you all continued growth, prosperity, and fulfillment in the years to come.
I would like to stay connected with you all and would love to hear about your future endeavors. Please feel free to reach out via [Contact Information].
Once again, thank you for making my time at [Company Name] exceptional. I wish you all the best and send my warmest farewells.
Sincerely,
[Your Name]
Departure for Entrepreneurial Venture: Starting Own Business
Dear Colleagues,
With a mix of excitement and anticipation, I am writing to inform you of my departure from [Company Name] effective [Last Day of Employment]. I have made the bold decision to pursue my entrepreneurial aspirations and start my own business.
My time at [Company Name] has been transformative. I am grateful for the experiences, the knowledge, and the network I have gained during my [Number of Years] years here. I want to express my sincerest appreciation to each of you for your support, guidance, and collaboration.
While I am embarking on this new journey, I will genuinely miss the camaraderie, the challenges, and the friendships we have built together. I wish you all continued success and prosperity in the years to come.
I would like to stay connected with you all and would love to hear about your future endeavors. Please feel free to reach out via [Contact Information].
Once again, thank you for making my time at [Company Name] truly memorable. I wish
How to Write an Employee Departure Email
Saying goodbye to a colleague can be bittersweet. On the one hand, you’re sad to see them go. On the other hand, you’re excited for their new opportunity. No matter how you’re feeling, it’s important to write a thoughtful and professional employee departure email.
Keep it brief.
Your email should be concise and to the point. Get straight to the point and avoid rambling on.
Be positive.
Even if you’re feeling sad about your colleague’s departure, try to keep your email positive. Focus on the good times you’ve had together and wish them well in their new role.
Be specific.
Take a moment to think about what you’ll miss most about your colleague. Maybe it’s their sense of humor, their work ethic, or their friendship. Whatever it is, be specific in your email so that they know how much you’ll miss them.
Be professional.
Even though you’re writing to a colleague, it’s important to keep your email professional. Avoid using slang or colloquialisms, and proofread your email carefully before you send it.
Offer to help.
If you’re able to, offer to help your colleague with their transition. This could include providing them with contact information for other team members, answering their questions, or even helping them pack up their belongings.
Express your gratitude.
Take a moment to thank your colleague for their contributions to the company. Let them know how much you’ve appreciated working with them and wish them all the best in their future endeavors.
Use a professional sign-off.
End your email with a professional sign-off, such as “Best regards,” “Sincerely,” or “Yours truly.”
Proofread your email carefully.
Before you send your email, take a few minutes to proofread it carefully. Make sure there are no typos or grammatical errors.
Send your email at the right time.
The best time to send an employee departure email is during business hours. Avoid sending it too early in the morning or too late at night.
FAQs: How to Write an Employee Departure Email
Q: What is an employee departure email?
An employee departure email is an email sent by an employee to their colleagues, manager, and other stakeholders to announce their resignation from the company.
Q: When should I send my employee departure email?
It is customary to send your employee departure email at least two weeks before your last day of work. This will give your employer time to prepare for your departure and find a replacement.
Q: What should I include in my employee departure email?
Your employee departure email should include the following information:
- Your name
- Your current position
- Your last day of work
- A brief statement of your plans for the future
- A thank-you note to your colleagues and manager
- Your contact information
Q: How should I format my employee departure email?
Your employee departure email should be formatted professionally. Use a clear and concise font, and avoid using excessive colors or graphics. Keep your email brief and to the point, and use polite and respectful language.
Q: Who should I send my employee departure email to?
You should send your employee departure email to your colleagues, manager, and other stakeholders who will be affected by your departure. This may include your direct reports, your team members, your clients, and your vendors.
Q: What should I do after I send my employee departure email?
After you send your employee departure email, you should follow up with your manager to discuss your transition out of the company. You should also take some time to say goodbye to your colleagues in person.
Q: What should I do if I am asked to write a resignation letter?
If you are asked to write a resignation letter, you should follow the same general guidelines as you would for writing an employee departure email. However, your resignation letter should be more formal and should include a specific reason for your departure.
Parting is Such Sweet Sorrow
Well, there you have it! Those are the ingredients of a truly delightful employee departure email. We hope this guide has helped you say goodbye to your colleagues with grace and sincerity. Remember to keep it brief, professional, and heartfelt. And as always, thank you for reading! We hope you’ll come back and visit us again soon. Until next time, keep on writing!