Our 5 Favorite Employee Departure Emails

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Morgane Lança
February 7 2023

Sooner or later, you will experience employee departures.

Be it a part of the Great Resignation, which is expected to lead 50% of Canadians to switch jobs in 2023, voluntary departures, or dismissals, you need to be ready to manage these situations and difficult conversations efficiently and tactfully.

While first impressions with new employees are essential, ending professional relationships on good terms is also crucial. To that end, thoughtful messages are always appreciated, and departure emails can also help you recap all the administrative steps that need to be taken before your coworker leaves the company.

Here are all our favorite employee departure email templates to adapt to any situation and end business relationships on a positive note!

Psst… Go to the end of the article to download your free email templates!

1) Administrative Departure Email

While there is nothing original or groundbreaking about sending an administrative departure email, it is a necessary step to avoid delays and mishaps:

Email subject line: Information to prepare for your upcoming departure from (company name)

Dear (Employee name),

In preparation for your upcoming departure from (Company name), we’d like to remind you to complete the following step:

  • Returning professional equipment on your last day (if postal return, mention the return address + how to proceed) (list the equipment that needs to be returned)
  • Listing tasks to complete after your departure (if applicable, mention the name and information of the employee who will take over these tasks)
  • Completing the employee departure survey (provide a link to the survey) in preparation for your exit interview
  • Announcing your departure to clients and contacts (if applicable)

Thanks for your cooperation, and feel free to contact me if you have any questions.

Have a great day,

(name of sender)

(signature)

Reasons why we love this departure email

This email template goes straight to the point and helps you list all the steps that need to be taken before the employee’s effective date of departure. Furthermore, it mentions the employee departure interview and survey, which are crucial elements to guide your future management efforts.

Psst… you’ll find a free exit interview template here!

2) Voluntary Departure Email

As we have previously mentioned, chances are you will experience voluntary departures in your company this year. While seeing your employees leave is never a fun prospect, you will need to handle the situation tactfully:

Email subject line: Meeting following your decision to leave (company name)

Dear (Employee name),

We thank you for informing us of your decision to leave (Company name). While we are sad to see you go, we look forward to seeing you thrive in your future endeavors.

We would like to talk more in-depth about your departure date and some important details before you go. Would the (date) at (time) be a good time for you? The interview can take place virtually or in person, and we will send you a departure survey to complete before the meeting.

Once again, thank you for everything you have done for (Company name) during your time with us. We look forward to speaking with you soon,

(name of sender)

(signature)

Reasons why we love this departure email

Maintaining a good professional relationship until the very end shows that you are not bitter and wish your employee the best in the future. This email helps you gather precious information on reasons for departure and allows you to improve your HR practices to prevent employee turnover.

3) Dismissed Employee Email

Dealing with employee dismissals can be challenging. However, sending a farewell message is essential even in these difficult situations:

Email subject line: Information regarding your upcoming departure from (company name)

Dear (Employee name),

I am writing this email following our discussion on the end of your employment contract at (company name).

This was not an easy decision to make, and we understand that the situation might be difficult for you at the present time. However, we would like to emphasize that we are grateful for everything you have done throughout your journey at (Company name), and that we have been happy to work with you.

We will reach out to you soon with more information. In the meantime, we would like to thank you again for your work, and we look forward to speaking with you soon,

Sincerely,

(name of sender)

(ssignature)

Reasons why we love this departure email

No matter how difficult the situation is, you need to show appreciation and kindness to the departing employee and make them understand that your decision is not personal and does not define their value as an individual.

4) Email to Coworkers

Sending an employee departure announcement email to coworkers is the best way to organize a farewell event and reassure the entire company of the future steps after the departure.

Email subject line: Information about an upcoming departure in the company

Dear team,

I am writing to inform you all that(employee name) is leaving the company on (departure date).

(Employee name) is leaving because (reason for leaving if you and the departing employee agree to share this information).

We are already looking for a replacement for (Employee name)’s position, but in the meantime, if you need help or information, please reach out to (Employee who will receive redirected messages’ name).

Before (Employee name) leaves the company, feel free to send them farewell messages and highlight their successful career and amazing experience within the organization.

We are also planning a farewell event on (date) at (time), at (location). We would be happy to see you there as we’d like to express our gratitude to (Employee name) during this event.

Once again, we send our best wishes to (Employee name) on their next venture and thank them for everything they have done for the company.

Thanks for your attention, and have a great day,

(name of the sender) 

(signature)

Reasons why we love this departure email

Sending this message to colleagues shows your transparent approach to people management, as you give people ample time to plan a smooth transition before the departure. In addition, involving the team in the offboarding process encourages them to send their goodbye messages, further reinforcing corporate culture and kindness in the workplace.

5) Congratulatory & Recognition Email

Did you know that employee recognition is the most important engagement factor for 37% of employees? When an employee leaves your company, it’s always a good idea to highlight their time in the company:

Email subject line: Thank you for your work at (company name)

Dear (Employee name),

I would like to use this email to thank you for everything you have done for the company throughout your journey at (company name).

We will greatly miss your (list a few professional and personal qualities).

We have planned a special farewell party to highlight your time at (Company name), on (date) at (time) at (location). This will be a great time to reminisce about your professional and personal experience here!

We wish you the best in your future career and look forward to seeing you at the goodbye event,

Sincerely,

(name of sender)

(signature)

Reasons why we love this departure email

This email template highlights the employee’s achievements and contribution to the company. It also recaps good moments and memories to leave a lasting impression on the departing employee. Moreover, it shows gratitude and employee recognition, two aspects we LOVE to see in the workplace!

While administrative steps are crucial, employee departures should most of all be managed with transparency and kindness.

We know that departure management takes time and energy. That’s why Folks HR manages the offboarding process so that you can focus on what matters most: your employees’ happiness!

Click here to discover our favorite employee onboarding email templates!

Do you need these departure email examples?

Here is a free template you can use whenever you need!

ACCESS YOUR FREE EMAIL TEMPLATES

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