What to write in an email when someone is leaving a job?

You’re looking at this article because you want to know what to say in that “Dear [Name]” email when they tell you they are leaving their position with the company.

We hear it all too often—a new employee tells us they won’t be coming back after a bad performance review or if they have been accused of stealing money from the office account. That scenario isn't uncommon for small businesses. But, we also get emails about people moving across state lines, getting married, having babies, or even dying! (Yes, there’s actually one like that.)

Whether these scenarios happen once every few years or several times per month, everyone wants to make their exit as smooth as possible. And while most employees will never need to send out those farewell letters or emails, we wanted to provide some tips and suggestions so that you can craft the best message to express yourself. It's not just about saying "goodbye," but rather giving them permission to go without worry.

Here’s how to write a great goodbye email when someone leaves your team.

How do you write a goodbye email to someone who is leaving?

If you're going through tough times right now—and let's face it, sometimes things aren't always rosy—you may feel compelled to text, call, DM, or Slack someone to talk everything over first before sending your email. However, doing so can add stress to your situation. Plus, by texting, calling, Dm'ing, or making plans over Slack, you might inadvertently give off a vibe where you seem desperate. You don't want to come off as needy or clingy during this difficult time. So, take a deep breath, calm down, and compose your thoughts into an email instead.

The key here is being honest while remaining professional. Be transparent and open about why you think they should stay, but don’t insinuate any wrongdoing. Don’t use vague phrases such as “it was only my opinion/I didn’t mean anything by that,” because no matter how true that statement is, it still implies something negative. Instead, try using words like “concerns I had raised,” or “things I felt were important,” which imply nothing wrong happened and lets them walk away feeling good. This way, your recipient has no reason to distrust you. They'll appreciate your honesty and professionalism.

Below are examples of what NOT TO SAY IN YOUR EMAIL:

"It wasn't me."

This phrase doesn't work well unless you really did steal the money from the office bank account. If you sincerely believe it wasn't you, then ask the person directly if they would mind elaborating more on how exactly they suspect you took part in whatever theft occurred. Or maybe they're upset with another department manager for poor communication skills. Just remember, you can't help anyone until you find out what specifically made them suspicious.

"But..."

Don't start explaining yourself with statements like, "but I didn't...," "but they asked me to...", "but she said…" These types of sentences create doubt in your reader's head, especially if you used similar excuses many other times throughout your employment. Your readers could easily imagine themselves in the same shoes and thinking the exact same thing about your actions. Also, keep in mind that you probably weren't given enough information to begin with to explain yourself properly; therefore, avoid sounding defensive.

"That's not fair!"

Your boss or coworker may have told you beforehand that it wouldn't look good for you if you sent a resignation email stating that they treated unfairly. Think twice before writing this type of sentence. The bigger issue is that if they truly believed you were mistreated, they'd fix it immediately. Even if you disagree, it's better to wait until you've received a response from them. When you do, you’ll have proof that you tried to resolve the problem on your own first.

How do you write a last day email?

When deciding whether it’s appropriate to send a final goodbye email to your former employer, consider timing. In general, a week prior to termination is recommended. Why so soon? Because it gives both parties ample amount of time to prepare for the big move. A nice gesture from your side is to acknowledge your future successor's efforts and contributions towards the success of the business. Show appreciation for his or her willingness to step up and accept responsibility for the tasks ahead. For example, “Congratulations on taking ownership of our recent projects! We couldn't complete them without your diligent effort. Thank you again for stepping up and helping us reach our goals!” As long as it's sincere and heartfelt, you can accomplish both objectives — letting your worker go with dignity AND expressing gratitude toward him or her.

Another suggestion is to send a thank-you note within 72 hours following their departure date. While it may sound superfluous, studies show that people tend to retain memories longer when they receive physical reminders of events. Sending a handwritten card or gift makes a lasting impression. Of course, you can choose to skip this step if you prefer.

A word of caution though: Never include sensitive issues in your thank-you notes, otherwise, the sender may end up resentful by receiving multiple cards.

Keep in mind that you shouldn’t apologize for firing them, nor should you offer to rehire them. Focus on showing respect for their input and contribution, along with valid reasons for dismissing them. Keep your tone diplomatic and professional.

Finally, follow proper etiquette by keeping personal feelings aside. There is no point in mentioning that this particular employee has become a family member since he helped raise your kids. Likewise, refrain from sharing details about your marital status or upcoming baby shower. Remember, your goal is to remain cordial and friendly while maintaining your integrity.

How do you write a goodbye letter to someone who is leaving?

Not surprisingly, a goodbye letter is much shorter than your typical official termination notice. Letters typically range between 1–2 pages, which includes salutations, main points, and signatures. Some recommend sticking to standard format while others suggest adding extra paragraphs to address specific situations. At the very least, stick to the basics, including introductions, conclusions, acknowledgments, and closure.

Closing remarks are usually reserved for formal circumstances. Although it goes against common sense to hold grudges forever, some argue that forgiveness is beneficial for the heart. Studies demonstrate that forgiving helps lower blood pressure levels and reduces depression symptoms. Besides, forgiveness releases harmful toxins from the body, resulting in greater energy and improved mood. On top of that, it makes people happier overall.

In addition to thanking your staff members personally, mention them publicly via social media posts or group texts. Letting them know that they are appreciated will encourage them to continue working hard.

Lastly, treat your departing colleagues kindly by offering to meet them for lunch or coffee. Afterward, introduce them to potential hires and refer them to certain resources that could benefit them. Consider setting up networking meetings with them to maintain connections.

There are plenty of articles online on how to write a farewell letter. One piece suggests starting with a greeting line followed by three sections: thanks, advice, and parting wishes. Another says to focus on telling stories that highlight the best moments of each staffer’s tenure. Take your pick!

How do you write an email to a colleague who is leaving the company?

While crafting a goodbye email to someone who is leaving the company may be easier than drafting one for an actual departure, there are still ways to improve upon yours. First, keep the tone lighthearted. Maintain eye contact while speaking, and smile naturally whenever relevant. Use short sentences and paragraphs, and limit excessive punctuation marks. Finally, try using humor sparingly. Using jokes or sarcasm can turn goofy or embarrassing, causing unnecessary tension.

Aside from that, you must practice diplomacy. Avoid asking questions about salary, benefits, bonuses, etc., unless they explicitly volunteered that info to you earlier. Do not share confidential information such as trade secrets, intellectual property rights, customer data, etc. Lastly, if you haven’t yet discussed it with them, don’t bring up a new role without consulting them first. Notifying current coworkers of your interest without checking in with them first constitutes harassment under anti-discrimination laws.

With that in mind, here are a couple of helpful hints to ensure your outgoing employee receives your email gracefully:

1) Be respectful of their privacy and confidentiality. Don’t sign off hastily or prematurely. Address them formally by name, title, and affiliation. Also, double check spelling errors, grammatical mistakes, and typos.

2) Treat them respectfully. Use emojis appropriately, and remove all curse words. Stay mindful of profanity, offensive language, and racial slurs.

3) Send a copy of your email to HR. Include a brief summary of the discussion, along with dates, times, and names involved.

4) Follow federal guidelines, local policies, and industry requirements. Pay attention to legalities, codes of conduct, ethics, HIPAA, COVID-19 protocols, and safety procedures.

We're all familiar with what it's like to lose a friend or loved one, but losing a coworker can be just as devastating. You may know that person well enough to call them by their first name—or you might not. Either way, they are probably someone whose departure will affect you deeply.

It’s been said before (and we'll get into this later), but for now let’s focus on what you should actually write to someone who is departing from a position at work, whether it’s permanent or temporary.

First off, don't panic! We've got some tips below, so take care of yourself — but also remember that there is no right or wrong way to handle these situations. The only thing that matters is what feels most comfortable to you. If you end up sending something other than what’s recommended here, then go ahead and send whatever makes you feel best about yourself and the situation.

What to write to someone who is leaving a job?

When you think back over every interaction you had with that person, try to find moments where things weren’t awkward between you two. Maybe you shared a laugh during lunchtime traffic on the subway, or perhaps you were able to connect over coffee after hours.

If you have those memories, use them as jumping points to craft a professional farewell letter. Think of ways to keep the conversation going without being too heavy, such as saying "I hope you continue to pursue your passion" instead of "good luck finding another role." Remember to include people outside of work if possible. For instance, you could mention that you met someone through mutual friends while talking about last night’s party, which would help make it seem less abrupt. Also, consider including photos to give closure.

Here's one example of what a good message looks like:

Hi [name],

You recently informed me that you’ll soon be moving away from our team. While I completely understand why you need to follow your dream, I am sad to see you go because I truly enjoyed working with you. It’s hard to believe that next time we’re meeting, you won’t be my boss anymore. Hopefully, you’ll stay connected via social media, and I look forward to seeing more posts filled with pictures of beautiful dinners and trips around town once everything settles down. Best of luck wherever life takes you!

Best,

[Your Name]

Don’t forget to sign off nicely, even though you’ve already signed off professionally.

What to write in a card when someone is leaving a job?

For quick messages, cards are a great option. They offer a personal touch, plus you can add a little extra flair with your handwriting if you want to. Just ensure any sentiments aren’t too flirty since you never know who else might read the correspondence.

As far as what goes inside, stick to simple statements like “thank you” or “have fun out there!” Don’t worry about writing anything long or elaborate, as many times people simply respond with "Thank you!" But you can always throw in an interesting fact or quote if you want to step up your game.

Here’s an example of what you'd put inside a card:

Have Fun Out There!

Thanks again for everything - from helping me realize my calling to taking part in Friday afternoon happy hour. Your support means the world to me, and I wish you nothing but success in your future endeavors. Enjoy your new adventures!

All the best,

[Your Name]

And here are some examples of what NOT to write inside a card:

Sorry, gotta run... Take Care!

Hey [Name],

Congratulations on making the leap to corporate America! Look forward to hearing about your successes and learning more about what drives you out there. See ya!

Wishing you tons of happiness and success!

Sincerely,

[Your Name]

What do I say to someone who is leaving?

Whether you decide to send an email or pick up a physical postcard, chances are you’re planning to tell that individual something along the lines of “well, bye forever.” However, depending upon your relationship with that person, you might want to dial down the sadness slightly. Sure, you definitely want to acknowledge that they’re leaving, but you don’t necessarily want to sound overly emotional.

That doesn’t mean you shouldn’t show emotion, however. In fact, letting loose sometimes shows others that you’re okay with showing vulnerability. That kind of openness often leads to better conversations in the long term. So, if you’re feeling sentimental, then go for it. Just avoid sounding overly dramatic.

The same advice applies if you choose to meet face-to-face. Try to strike a balance between expressing gratitude and remaining upbeat. After all, you both made it clear that this was coming sooner rather than later. And, hopefully, neither of you feel pressure to deliver a speech. Instead, relax and enjoy each other’s company.

What to write to a colleague who is leaving?

Just like with employees, you’ll likely want to maintain a level head when dealing with colleagues who are choosing to move on to different roles within the organization. This isn’t really a scenario where you’d typically expect feelings to come spilling out of your mouth. Rather, it’s more appropriate for you to set aside your emotions and remain composed.

At least initially, anyway. As mentioned earlier, the goal is to create a lasting impression that you wanted everyone involved to walk away with. Once the dust clears, you can start having real conversations with folks that matter. In fact, you might even want to ask questions about what’s next, such as “what did you love most about your current role?” Or maybe you’ll inquire about what skills they used most effectively during their tenure with the company. Whatever you do, keep the tone lighthearted unless you sense otherwise.

So, in short, play it cool. Letting loose can lead to unprofessional behavior, and you certainly don’t want to appear harsh or cold toward anyone. Be genuine, friendly, and open with those affected by the change. At the very least, make sure to thank everyone personally for their contributions, regardless of role. No one wants to hear “see you suckers later” when they’re trying to bid adieu.

It’s hard not to be sentimental about people we work with or have worked for over time. While it might feel strange to send a thank you card after just one day of working together, sending a simple “goodbye” email can make us miss them even more—and that goes double if they are moving onto something new.

If there's any chance at all that this person will end up coming back into our lives again at some point down the line (which is why a good relationship matters), then keeping track of their professional life through emails can help ease those feelings of loss.

But what do you write in such a situation? How much information should you include in the email? And what should you NOT put in the email? Keep reading as we share tips for writing a great parting email...

What to write to a colleague who is leaving the company?

When you're getting ready to part ways with someone, don't forget that you still want to take care of business! You may not think anything needs to go beyond a "thank you" until you actually get around to doing so, but consider including these points in your final letter before your departure date.

1) A sincere thanks. It doesn't matter whether or not you've had a bad experience with this person, it's important to acknowledge their contributions while also expressing gratitude for everything learned from them throughout your career. This is especially true if they were the ones who hired you in the first place.

2) Your appreciation. In addition to thanking them, let them know exactly where you see yourself going next. If you plan to pursue similar work elsewhere, mention that too. Make sure to stress how excited you are about the opportunity ahead of you.

3) What you'll need. Mentioning your future plans makes it easier for them to keep tabs on your progress without having to ask you directly every single month. For example, you could simply state that you hope to continue to grow professionally during this upcoming year and provide links to relevant articles or blog posts along with other helpful resources.

4) An update on current projects. Let them know what you've been working on lately, and tell them when you expect to finish them by. Don't hesitate to offer suggestions, either. Even though you won't be working together anymore, you never really know who else they might refer to fill in for certain tasks now that they're gone.

5) To stay connected. After letting everyone know about your goals for the future, give them permission to reach out to you whenever they like. They can use this platform to ask questions, pick your brain, or find advice for themselves.

6) Be respectful. Before your last day arrives, remember to treat others as you would wish to be treated. No matter what kind of connection you shared with this employee, always maintain professionalism and respect no matter what happens.

7) A reminder of accomplishments. When you wrap things up, try to remind your former colleagues of past successes. Share examples of times when you collaborated well, or highlight situations where you performed better than expected. The goal here isn't necessarily to brag — instead, focus on highlighting moments that exemplify your best qualities.

8 ) Stay updated. As long as you've set up regular follow ups, your old boss shouldn't mind receiving updates on your career milestones via email once in awhile. Just avoid sounding overly casual by making sure you address each specific topic thoroughly.

9) Send a copy. Once you've finished composing your email, save a digital version and print off a physical copy so that both parties have access to copies. Then, schedule the meeting to discuss your exit strategy.

10.) Follow up. Following up with your former employer is critical because it shows that you haven't forgotten about them entirely. But since this person is no longer officially under your watchful eye, you must remain diligent in checking in regularly to ensure that nothing falls through the cracks.

11) Give notice. Whether you're ending a short-term assignment or stepping away permanently, notify your manager in advance. Tell him/her when you intend to depart and stick to it unless you receive approval otherwise. Also, make sure to notify HR beforehand.

12) Thank them. Lastly, close your e-mail by saying thank you. Remember that this person played a significant role in helping you achieve success thus far, so show your appreciation accordingly.

Now that you know what to write, read below for ideas on how to craft a personal message that leaves a lasting impression.

What should I say in a leavers email?

While it’s easy to automatically default to a generic “goodbye” email, it’s crucial to tailor your words appropriately depending on the circumstances. Not only does it impact your reputation within the organization, but it can also influence your overall credibility as an individual. By being mindful of tone, word choice, and structure, you’ll create a memorable email that resonates with whoever receives it.

Here's a look at what NOT to say when you're bidding adieu to someone:

Don’t start with, “Dear [Name],” or “Hello [Name].” Instead, begin your correspondence with an opening salvo that’s friendly yet formal, followed by a clear introduction. Try using phrases like “I wanted to personally welcome you to your new position,” or “Congratulations on landing the new project management position.”

Avoid vague statements. Avoid starting sentences with fluffly language like “You helped me realize my full potential,” or “We grew closer as coworkers.” These types of lines mean very little, and will likely come across as insincere. Use actionable verbs that describe concrete actions taken between the two of you, rather than general terms.

Do not be afraid to be honest. Do not lie. Telling lies to anyone can damage your character forever, and lying in emails risks damaging your integrity with future employers. So, when communicating in a departure email, be truthful and open about what truly happened.

No unnecessary details. Most employees tend to ramble on endlessly when talking about themselves, which gives the reader a sense of false urgency. Take a break and allow your recipient space to absorb the content. Consider breaking up large paragraphs and giving ample breathing room.

Try to refrain from sharing sensitive information. Unless necessary, don’t divulge confidential information. Never speak negatively of another coworker behind his or her back, as gossip spreads faster than wildfire online.

The most successful way to handle this is to limit your discussion strictly to facts and figures. Focus on the positives and leave behind any negative emotions.

Be careful of clichés. Many companies prefer to hear original thoughts when hiring talent, so steer clear of cliches. Common phrases like “it was a pleasure serving you,” or “your skills were irreplaceable,” fall flat and seem clichéd.

Instead, try something unique and meaningful. Think carefully about the words you choose. Choose something that clearly defines your professional value, and avoids putting emphasis solely on money.

Lastly, proofread before clicking send. Grammar errors and typos can ruin an entire email, so take extra precaution when crafting a heartfelt farewell.

What should I say in a farewell email?

Your departure email is your final communication with your former employer. With this piece of paper in hand, your former leader has the power to decide whether or not he wants to hire you back in the future. Therefore, it’s imperative that you craft this document with care.

To successfully deliver your resignation letter, you should utilize proper grammar and punctuation, concise wording, and proper sentence construction. You’ll undoubtedly want to express regret for whatever reason, but try to strike a balance between stating remorse and pointing fingers.

Below is a look at what NOT to say in your resignation email:

Don’t say, “It’s been fun working with you.” Nobody likes hearing empty compliments. Remaining neutral means you aren’t trying to butter up your replacement or attempting to justify your decision.

Don’t compare yourself to your previous roles. Resist comparisons that imply that you’ve missed deadlines due to poor performance. Simply explain that you didn’t meet expectations in order to move forward with your own goals.

Don’t apologize for taking time away. Apologies often sound disingenuous and hollow. State that you needed time to reflect and figure out your next steps.

Don’t blame your employer for problems. Blaming your current employer implies that you believe they caused the problem, or that you weren’t given enough support to resolve things properly.

Don’t talk badly about your supervisor. Doing so creates conflict and puts forth an image of resentment toward authority figures.