Transitioning employees out of an organization can be a delicate process. A well-crafted offboarding email can maintain a positive relationship between the departing employee and the company. In this article, we present a Sample Offboarding Email that you can use as a starting point. We’ll provide you with examples and editable templates, so you can customize the message to fit your company’s needs.
Crafting the Perfect Sample Offboarding Email
When the time arrives to bid farewell to a colleague, sending a heartfelt yet professional offboarding email can make all the difference. This email typically marks the conclusion of their journey with your company, and it’s an opportunity to express gratitude, offer support, and close the chapter on a positive note. Here’s a breakdown of the structure and elements that make up an effective sample offboarding email:
1. Warm and Engaging Opening:
- Begin with a warm and sincere greeting, acknowledging the departing colleague by name.
- Express your gratitude for their contributions and dedication throughout their tenure.
- Mention their achievements and how they’ve positively impacted the team or organization.
2. Share Appreciation and Highlight Accomplishments:
- Take a moment to highlight specific projects or initiatives that the outgoing employee was instrumental in.
- Recognize their strengths and how they’ve made a difference during their time with the company.
- Commend their work ethic, teamwork, and any unique talents they brought to the table.
3. Provide Information and Assistance:
- Inform the employee about any outstanding tasks or responsibilities that need to be completed before their departure.
- Offer to connect them with their successor or other team members who can provide support during the transition period.
- Provide details about their final paycheck, benefits, and any paperwork they need to complete.
4. Farewell Wishes and Encouragement:
- Express your well wishes for their future endeavors, whether it’s a new job opportunity, a personal pursuit, or a well-deserved break.
- Encourage them to stay in touch, whether it’s through social media or occasional emails.
- Remind them that they’re always welcome to reach out for support, advice, or referrals in the future.
5. Close with a Personal Touch:
- Reiterate your gratitude for their contributions and the positive impact they’ve had on the team and organization.
- End with a warm and engaging sign-off, such as “Best wishes,” “Stay in touch,” or “We’ll miss you.”
- Include your name and position for clarity and professionalism.
Sample Email Structure:
Section Content Subject Line Farewell and Best Wishes to [Name] Opening Dear [Name], Appreciation and Accomplishments Highlight their contributions, achievements, and positive impact. Information and Assistance Provide details about outstanding tasks, transitions, and final paperwork. Farewell Wishes and Encouragement Express well wishes, encourage staying in touch, and offer support. Personal Touch and Closing Reiterate gratitude, thank them for their impact, and sign off warmly. Signature [Your Name], [Your Position] Remember, the key to a successful offboarding email lies in sincerity, gratitude, and providing valuable information to support the departing employee. A well-crafted email can leave a lasting positive impression and foster a sense of connection even after the employment relationship concludes.
Sample Offboarding Emails
Employee Retiring
Dear [Employee Name],
On behalf of the entire team, we would like to express our heartfelt gratitude for your dedication and contributions to our company over the past [number] years. Your hard work, expertise, and positive attitude have been instrumental in our success, and we are truly grateful for the impact you have made.
As you embark on this new chapter in your life, we wish you all the best in your retirement. We hope you enjoy this well-deserved break and have many happy and fulfilling years ahead.
Please know that you will always be a valued member of our team, and we hope to stay in touch in the years to come. Once again, thank you for everything, and congratulations on your retirement!
Employee Resigning
Dear [Employee Name],
With a heavy heart, we accept your resignation from [Company Name], effective [date]. We sincerely appreciate your contributions to our team during your time here and wish you the best of luck in your future endeavors.
Your dedication, hard work, and positive attitude will be truly missed in our organization. As a token of our gratitude, we would like to offer you a small farewell gift to show our appreciation.
We would also like to extend our support as you transition to a new phase in your career. If there is anything we can do to make this process easier for you, please do not hesitate to reach out.
Once again, we want to thank you for your commitment and wish you all the best in your future pursuits. Keep in touch, and we hope to see you again soon.
Employee Being Terminated
Dear [Employee Name],
It is with deep regret that we inform you of your termination of employment at [Company Name], effective immediately. This decision was not made lightly and was based on [state the reason for termination].
We understand that this news may come as a shock, and we want to assure you that we genuinely appreciate the time and effort you have dedicated to our company. Your contributions have undoubtedly played a role in our success, and we are grateful for that.
We will be providing you with a severance package, as outlined in your employment contract. This includes [list the severance package details].
We also want to extend our support during this transition. Our human resources department is available to assist you with any questions or concerns you may have. Additionally, we have partnered with several outplacement services to help you find your next opportunity.
We genuinely wish you the best in your future endeavors. Your talent and dedication will undoubtedly lead you to success.
Employee Going on Extended Leave
Dear [Employee Name],
We have received your request for an extended leave of absence, beginning [start date] and ending [end date]. We understand that personal and family matters sometimes require time away from work, and we respect your need for this break.
We want to assure you that your position will be held open for you during your leave, and we look forward to your return. While you are away, we will keep you updated on any important company news and developments.
If you have any questions or concerns during your leave, please do not hesitate to reach out to us. We are here to support you in any way we can.
We wish you a relaxing and enjoyable leave, and we look forward to seeing you back in the office soon.
Employee Transferring to Another Department
Dear [Employee Name],
We are writing to confirm your transfer to the [new department] department, effective [date]. This transfer is a testament to your hard work, dedication, and versatility as an employee. We are confident that you will excel in your new role and continue to make a valuable contribution to our company.
We understand that this transition may involve some adjustments, and we are here to support you every step of the way. Your new manager, [manager’s name], will be in touch with you shortly to discuss your new responsibilities and expectations.
We want to thank you for your dedication to [Company Name] and wish you all the best in your new role. We are excited to see what you will accomplish in the years to come.
Employee Being Promoted
Dear [Employee Name],
We are thrilled to announce your promotion to the position of [new position] at [Company Name], effective [date]. This promotion is a well-deserved recognition of your exceptional contributions and dedication to our team.
In your new role, you will be responsible for [list the responsibilities of the new position]. We are confident that you will excel in this position and continue to make a significant impact on our company.
We understand that this transition may involve some adjustments, and we are here to support you every step of the way. Your new manager, [manager’s name], will be in touch with you shortly to discuss your new responsibilities and expectations.
Congratulations on your well-deserved promotion! We are excited to see what you will accomplish in your new role.
Employee Leaving Due to Company Closure
Dear [Employee Name],
It is with a heavy heart that we must inform you of the closure of our [department/office/company], effective [date]. This decision was made after careful consideration and was driven by [state the reason for closure].
We deeply regret the impact this will have on you and the rest of our team. We value your contributions and genuinely appreciate everything you have done for our company.
As a result of the closure, your employment with [Company Name] will be terminated, effective [date]. We will provide you with a severance package, as outlined in your employment contract. This includes [list the severance package details].
We understand that this news may be difficult to process, and we want to assure you that we are here to support you during this transition. Our human resources department is available to assist you with any questions or concerns you may have.
We sincerely wish you the best of luck in your future endeavors.
Sample Offboarding Email
When an employee leaves a company, it’s important to send them a well-crafted offboarding email. This email should thank the employee for their contributions, wish them well in their future endeavors, and provide them with any necessary information about their departure. Here are some tips for writing a sample offboarding email:
Be Timely
Send the offboarding email as soon as possible after the employee’s last day of work. This will show the employee that you appreciate their time and that you want to make the transition as smooth as possible.
Personalize the Email
Take the time to personalize the email to the employee. Mention specific projects they worked on or accomplishments they achieved. This will show the employee that you value their contributions and that you’re not just sending them a generic form letter.
Express Gratitude
Thank the employee for their hard work and dedication. Let them know that you appreciate everything they’ve done for the company. This will help the employee feel good about their time at the company and make them more likely to stay in touch.
Provide Necessary Information
Include any necessary information about the employee’s departure in the email. This could include information about their final paycheck, their benefits, or their access to company resources. You should also let the employee know who they should contact if they have any questions.
Wish the Employee Well
Wish the employee well in their future endeavors. Let them know that you’re confident they’ll be successful. This will show the employee that you’re supportive of them and that you’re rooting for them.
Sample Offboarding Email Template
Subject: Thank you for your contributions Body: Dear [Employee Name], I’m writing to thank you for your hard work and dedication during your time at [Company Name]. We appreciate everything you’ve done for the company, and we wish you all the best in your future endeavors.
Your contributions to the company have been invaluable. You’ve been a valuable member of the team, and you’ve made a significant impact on the company’s success. We’re grateful for your hard work and dedication.
We know that leaving a company can be a difficult transition, so we want to make it as smooth as possible for you. Here is some information that you may find helpful:
* Your final paycheck will be deposited into your bank account on [Date].
* Your benefits will continue through the end of the month.
* You will have access to your company email account and other resources for [Number] days after your last day of work.
* If you have any questions, please contact [Name of HR Contact] at [Email Address].We wish you all the best in your future endeavors. We’re confident that you’ll be successful in whatever you do.
Sincerely,
[Your Name]Additional Tips
- Keep the email brief and to the point.
- Proofread the email carefully before sending it.
- Send the email from a professional email address.
- If the employee is leaving on bad terms, it’s best to keep the email short and professional.
- You can also include a small gift or token of appreciation with the email.
FAQs on Sample Offboarding Email
Is it necessary to send an offboarding email?
Yes, it is considered good practice to send an offboarding email to formally acknowledge the employee’s departure and express gratitude for their contributions.
When should I send an offboarding email?
The ideal time to send an offboarding email is on the employee’s last day of employment or shortly afterward.
What should I include in an offboarding email?
A sample offboarding email typically includes an expression of gratitude, a brief summary of the employee’s contributions, and information about any outstanding tasks or transitions.
How can I write a personalized offboarding email?
To personalize an offboarding email, you can mention specific accomplishments or contributions made by the employee and offer tailored well wishes for their future endeavors.
Do I need to attach any documents to the offboarding email?
In some cases, it may be necessary to attach relevant documents to the offboarding email, such as the employee’s final paystub, COBRA information, or a letter of recommendation.
Should I include a call to action in the offboarding email?
You may choose to include a call to action in the offboarding email, such as inviting the employee to stay connected on social media or to provide feedback on their experience with the company.
How can I ensure that my offboarding email is professional and respectful?
To ensure that your offboarding email is professional and respectful, proofread it carefully for any errors, use a friendly and sincere tone, and avoid saying anything negative or disparaging about the employee.
Signing Out
Thanks for reading, folks! I hope this article on sample offboarding emails was helpful. If you’re looking for more tips on managing your team’s offboarding process, be sure to check out our other articles on the topic. And don’t forget to come back soon for more HR-related insights and advice. In the meantime, keep up the great work!