When an employee’s contract at a company ends, it is considered courteous to notify their colleagues of this through email. Aside from demonstrating professionalism, it allows the employees to communicate their appreciation to their employers and colleagues. People often develop strong bonds with their colleagues over time, and a farewell email to coworkers will enable them to express their gratitude.
Further, employers and colleagues can be good references for future jobs. The employee can mention how their colleagues can reach them. This farewell email is to coworkers also helpful because employees can inform their colleagues when they complete any pending tasks and transfer their responsibilities to the person who will take over from them. It facilitates the transition process for your employer because you can plan how to complete pending projects. You can also assist your employer by training your replacement.
There are many ways of bidding farewell, but the most common and professional manner is through an email. While it may seem easy to write one, it is essential to ensure the email is written properly. Besides its content, the employee needs to consider other factors, like the intended recipients.
This article provides a good guide for what you need to know when writing an email to say goodbye to your colleagues. It includes information on the following:
- Why do you need to write a goodbye email?
- How can you write it?
- Samples and free templates
- Best practices to consider when writing your email
Free Templates for Goodbye Emails
You may need to write many emails if you work with a large team. This task may be time-consuming and challenging. Thus, you can save time by using the templates for farewell emails provided on our website; they are customizable and free to download. As such, you can edit these templates to suit your needs.
Why Should You Write a Farewell Email?
Sending a farewell email is a good way to maintain contact with your former colleagues and employers. They can be instrumental in providing recommendations for you in your future job applications.
Some of the other reasons why you should send an email to say goodbye include the following:
It shows your professionalism
A good email to announce your end of employment allows you to show your appreciation to your colleagues. Further, you can use your it to mention specific aspects of the work that you enjoyed. You can also share your contact information with your coworkers should they want to contact you in the future.
Helps you maintain your network
Former colleagues and employers are an important part of your professional network. A well-written email demonstrates your willingness to maintain contact with your former colleagues as well as your appreciation for them. Further, the email will enable you to ensure that you have left your job on good terms.
It helps with the transition
Often, when you leave one job, you need to complete your tasks and leave instructions for the ones you are unable to complete. In such instances, you can use your email to communicate how your projects can be finished once you have left. It will help your colleagues with the transition and avoid confusion.
How to Write a Farewell Email to Coworkers
Before sending your email, you need to decide whether you will send an individual or group email. Individual emails are more popular because they allow you to personalize your messages. It is also a good idea to ask your boss if they have informed the rest of the employees of your departure.
You may find it challenging to write your email, especially if it is your first time, and may need to use a guide to ensure you include all the essential details.
The steps below can guide you in preparing a comprehensive email to say goodbye to your colleagues:
A perfect email subject line
The subject of your email is the first thing your recipients will see; as such, it should be simple, straightforward, and engaging. Your subject line also determines whether the recipient will even open the email and not consider it spam. You can make it interesting by using simple phrases like, ‘My last day.’ ‘Farewell.’ ‘Thanks for everything’ etc.
Include your last day at work experience
Most companies use their employee handbooks to determine the last day of work. For instance, you may need to send your resignation letter at least two weeks before your last day. Once you determine your last day at work, you should inform your colleagues about it. This information allows your colleagues to consult you on any projects needing your input.
For example:
“My last day of work at Bell Corp Ltd. will be June 14, 2020.”
Explain how much you appreciate them
One of the main reasons for writing your email is to ensure you express your appreciation for them. You can state some of their attributes that you found most valuable. You may even mention instances where those attributes were helpful in solving a problem.
For example:
“I enjoyed working with you. Your logical thinking and level-headedness were useful in many situations.”
Cite some good memories
You can personalize your email by relating an experience that was an important part of your professional relationship with your colleagues.
For example:
“I enjoyed our talks over lunch breaks; I will surely miss them.”
Say something positive and express gratitude
The overall tone of your email should be positive and assert your good experience at the workplace. Maintaining a positive tone throughout the letter is necessary, even if your experience was not the best. You should, however, avoid exaggerating.
For example:
“I am grateful I got to experience working in such a vibrant and positive environment. I have enjoyed the professional growth this position has given me.”
Include your contact information
In most cases, your work and personal email addresses are different. Once you leave your job, most employers will disable your official email address. Therefore, you need to provide alternate contact information that your colleagues may use to contact you.
For example:
“Should you need to contact me, you can reach me at [email protected] or 555 6789.”
End by wishing them well
As you conclude your email, you should wish your recipients well, even if you have some complaints. You should maintain a polite tone and use simple words.
For example:
“I wish your team the best in your future activities.”
Include sign off
When signing off, it is recommended that you use formal phrases like “sincerely” and “yours faithfully.” You should write formally even when addressing your friends from work.
Samples of Farewell Emails
Following are two samples of farewell emails:
Sample 1: Writing an email to a subordinate
Subject: Thank you and goodbye
Dear Johann,
I shall be leaving Maxwell Corporation on July 15, 2020.
I appreciate my time with you as my junior. Even when I am excited about my new phase of my career, I enjoyed working with you and cannot wait to watch you continue to advance in your careers. As I leave, I would like to encourage you to continue to keep learning and being curious, as those qualities have contributed significantly to your career growth.
Please do not hesitate to contact me in the future. I will be available at [email protected]. I hope you have a great time. All the best.
Sincerely,
June Gregory.
Sample 2: Writing an email to colleagues
Subject: My last day
Dear Team,
As you know, Thursday, January 15, 2021, will be my last working day at Wingroad Corp.
I would like to appreciate all of you for being such a great support system, both as a team and individually. You have helped me through hard times, and I am happy I have worked with you. I will surely miss our productive team discussions. I hope you will maintain the same team spirit in the future as well. Even though I feel sad about leaving, I am grateful I got to be part of this team.
Please feel free to keep in touch with me at [email protected]. I wish you all the very best moving forward.
Sincerely,
Gregory Willis
Consider Some Best Practices
While your standard email can help you achieve your purpose, it is good to remember some best practices to make it more effective.
Some of them include the following:
Send your farewell email a day or two before your departure
In most workplaces, your colleagues know that you will be leaving. Even though they are aware, sending the email one to two days before your last day is good practice. It will act as a reminder if they want to make any plans for your departure. Your colleagues can plan properly to consult with you about any pending queries or the transition process when they are aware of your last working day.
Keep it brief and personal
You should avoid sending long and exaggerated emails. It is more professional to send concise and simply worded emails. Simple language also allows you to convey your thoughts professionally and respectfully. Be neutral in your communication, and even if you have had negative experiences, you must not discuss those in the email to announce your last working day. You can communicate your dissatisfaction on another forum. Similarly, you should also avoid being overly sentimental because it is also considered unprofessional.
Tailor your farewell email
You should customize your email according to your recipient. It is advisable to send individual emails, which you can tailor to your recipient’s rank and relationship. Individual emails are better suited when you want to appreciate them for their personal contribution to your professional life.
Use emojis
The use of emojis in professional communications has become common, especially since many people use various types of collaborative platforms like Slack or Telegram to promote casual conversations at work as well. However, using an emoji in official correspondence depends on the context and the recipient. If you are sending an email to your boss, it is not appropriate to include any emoji. However, if the recipients are your colleagues, with whom you have regularly used emojis in the past, then it is fine to include them in your farewell email as well.
Conclusion
When you retire or find a better job opportunity, notifying your colleagues is considered a professional courtesy. Often, it leaves a lasting impression on your colleagues. You can inform your colleagues through email before leaving. However, you should confirm with your boss whether your colleagues know you are leaving. If you work in a large team, it will be convenient to send a collective email.
You can also write individual emails to your colleagues. Individual emails are preferred because they allow you to tailor your message to the recipient. You should always maintain an overall positive tone and maintain professionalism by using appropriate language, whether you are writing to your boss or to your team members. Overall, personalize the message to make the recipient feel appreciated and encouraged to maintain contact in the future.