6 Farewell Letter Samples for Co-workers

Employees write farewell letters to their colleagues when leaving the company where they work. Farewell letters are essential since they make employees’ colleagues aware of their intentions to leave the company professionally and allow them to continue being in touch with their workmates even after parting. Moreover, staying in touch with former colleagues allows a person to maintain connections with them which are vital since they expose the person to better career opportunities that their colleagues may have.

A farewell letter lets a person express gratitude to coworkers and the company for the opportunity and the experiences shared when working together. It is essential to clarify and emphasize how important the relationships were by mentioning specific instances when the colleagues helped you gain and perfect your career skills.

This article breaks down everything you need to know, including whom you should send a farewell letter to and when it would be appropriate. In addition, the article guides you on what to include in it and also provide free templates that you can customize to suit your needs.

You can download the following templates for free:

Who Should You Send a Farewell Letter To?

The people you send the letter to vary depending on the number of staff in your company. Small companies usually have a small workforce; you may send the letter to all colleagues since you have interacted with them. On the other hand, big companies have a large workforce, and you may only have interacted with members of your department and friends in the company. In this case, you may opt to send the letter to your manager, subordinates, and coworkers with whom you are friends.

Although there are different ways of saying goodbyes to your former colleagues, writing a letter would be the best alternative to calls, voice messages, and physical conversations. This is because letters can be easily sent to numerous recipients, allowing you to bid farewell to multiple colleagues. Also, sending your letter a day or two before you leave the company is appropriate.

Note: Inform the management first. Sometimes, you may resign from your workplace, and your manager may not know about your plans. Therefore, telling your manager about your plans to resign is essential to make them aware of your departure. This allows you to prevent them from hearing the news from your workers, which can make them displeased.

A farewell letter has various parts; therefore, it is essential to include each part to ensure that your letter is complete. This is because it allows you to notify your colleagues about your departure and ensure that all relevant information is included in it.

The following steps may guide you on how to write the letter:

Discuss the purpose of writing the letter

When writing the letter, mention that you are leaving the company to help your colleague understand the purpose of your letter. In addition, mention the date when you are intended to leave the company to make them aware, and if necessary, you can briefly explain why you are departing.

For example:

I am sad to tell you that I will no longer be your partner in the marketing team since I am resigning on Thursday, the 24^th.

Highlight what the person meant to you

You should tailor the letter to specific employees when departing the company because it allows you to mention how they specifically helped you. In addition, this enables you to let them know that you had a good experience and are happy about your relationship with them. Also, explain how they were of assistance by mentioning things you learned from them. Finally, you can conclude this section by wishing them the best in their future endeavors.

For example:

I remember meeting you on my first day in the company then you showed me around and helped me adjust. Since then, you’ve become a friend and helped me grow careerwise. I remember being hesitant and uncertain during our weekly presentations, but after interacting with you more, you helped me become bold and express myself more confidently.

Express your gratitude

In the letter, recognize your colleagues’ impact on your company experience by thanking them and appreciating working with them. If you are writing a general letter to the whole company, avoid thanking a specific colleague and thank the whole company while giving special appreciation to the people you interacted with. However, if you are writing your letter to a specific colleague, you can thank them freely. Also, it is essential to be thankful and humble as you bid farewell to your colleagues.

For example:

I am grateful and deeply honored to have shared an office with you. You inspire the company and me, and I will never forget how much you assisted me. Thank you so much, Wendy.

Specify what you enjoyed about working there

A general farewell letter may be circulated in the company, and you must mention specific experiences or practices you enjoyed. This helps you maintain good relations with your former colleagues since you recognize and acknowledge your coworkers’ efforts.

For example:

I loved how team members helped each other in their tasks to ensure we met our weekly objectives. I will miss our unity as well.

State where you are going next

In this section, let your colleagues know about your next career steps to keep them aware. When doing so, avoid explaining in depth about your new job if moving to a new one. Also, when communicating your next move, you should be careful not to compare your previous company to the one you are joining.

For example:

At the moment, I am going to take some time off and focus on my family. However, I am thinking of joining the Union’s Board, and I will let you know of anything.

Include an offer to remain connected

In the letter, show your colleagues that you would love to continue connecting with them. This allows you to demonstrate how much you respect and value them by requesting to stay in touch. Also, failing to ask to stay connected strains your relationship with your colleague as it implies that you are done with them.

For example:

Even though I am leaving the company, I want us to remain friends. That way, we can significantly help in each other’s careers.

Wish good luck to colleagues

As you conclude the farewell letter, wish your colleagues the best in their future endeavors. This lets them know that you have a positive attitude toward them and makes them feel free to contact you if they encounter any opportunities.

For example:

I hope you continue prospering and would love to see you advance in your career.

Note: Include a subject line. When sending your farewell letter via email, ensure that you include a subject line that gives the recipient a glimpse of what to expect upon opening the email. Moreover, it is essential to consider your relationship with the letter’s recipient since it ensures that you use an appropriate subject line.

To friends and close colleagues, you can use the following:

John-Thanks for everything,
See you again-Emily, or
Till next time- Seth

For professional colleagues, you can use the following:

A new chapter-Philip Burton, or
New beginnings-Billy Weiss

When writing your letter, you should consider several things to ensure that it effectively serves its intended purpose. The following practices should be considered since they help you ensure that your letter is perfect:

Keep the letter concise and positive

Your letter should be positive because it allows you to continue networking and maintain a cordial relationship with your former colleagues that can be beneficial in the future. Therefore, avoiding criticism and accusations in your farewell letter is essential as they may be taken negatively and strain your relationships. In addition, you should avoid adding irrelevant information to help you keep your letter short and easy for the recipient to understand.

Personalize your message

When departing from your company, you must thank specific individuals with whom you shared good experiences. This can be done by personalizing the letter you send them. Also, you can mention memorable instances and achievements you had with your team and the company in your letter to personalize it.

Use humor where appropriate

Humor can benefit your farewell letter since it lets you express yourself casually when saying your goodbyes. Also, farewells can be emotional, and adding humor can help brighten the mood as you leave.

Be genuine 

Avoid false and unproven accusations when writing the letter since they undermine your sincerity and may have negative consequences. Also, if you have information that may be negative, it would be appropriate to refrain from including it in the letter.

Follow a letter format

When writing a farewell letter, it is essential to use a business letter format since it is used for official purposes. Furthermore, addressing your letter to everyone concerned is essential when writing a general farewell letter to the company. You can start your letter with ‘To whom it may concern.’ Additionally, you can adopt a block format and use an A4, plain sheet paper to make your letter formally presentable. Lastly, ensure to keep your letter concise by only including relevant information.

Use a sample letter or a template

A sample or a template can guide you when writing your farewell letter since it gives you an idea of what to include in your letter. However, remember to edit it and change the details to ensure that the letter is correct. This allows the recipient to take the letter more seriously since unchanged details make the letter look generic.

Proofread and edit

After writing your letter, ensure you review it to identify spelling and grammar errors. This can be done by reading your letter backward to help you identify any mistakes you may have missed. Then, edit the grammar and spelling mistakes after identifying them so that your letter is error-free.

When Should You Send a Farewell Letter?

Since farewell letters notify your colleagues of your imminent departure, sending them shortly before you leave the company is appropriate. In addition, it is advisable to ensure that you have completed all your pending tasks before sending the letter on your last day in the company. This gives you time to focus on interacting with your colleagues and bidding them farewell before leaving the company.

• A farewell letter is an essential document you should send to your colleagues before leaving your company.
• The letter lets you notify your workmates about your departure and thank them for your time working together.
• If your workplace has many employees, you should write farewell letters to your friends, close colleagues, subordinates, and managers.
• It is crucial to use a business letter format for your farewell letter. Your first paragraph should indicate the date you are leaving. Your reasons for leaving can be included if necessary.
• When you are done writing your letter, proofread it to correct any errors and ensure that you are favorable so that you leave with a good reputation.
• Your letter should be submitted after you finish your tasks, a day before you leave the company.