How to Write an Employee Departure Email: Tips and Guidelines

Whether you’re an HR manager or a team leader, writing an employee departure email can be a sensitive and daunting task. It’s never easy to say goodbye to a colleague who’s leaving the company, but it’s important to do it in a professional and respectful manner. This article will guide you through the steps on how to write a proper employee departure email that reflects your organization’s culture, values, and appreciation for the departing employee. You’ll find tips, examples, and a template to help you craft a thoughtful and heartfelt email that captures the essence of your teammate’s contributions and achievements. So, if you’re looking for guidance on how to write an employee departure email, keep reading and let’s get started.

The Best Structure for Writing an Employee Departure Email

When an employee leaves a company, whether through resignation or termination, it is important for the employer to communicate the departure to the remaining staff. This is not only a professional practice, but it also helps to prevent rumors and misinformation from spreading in the workplace. Writing an employee departure email can feel like a daunting task, but when done correctly, it can demonstrate respect for the departing employee and maintain transparency in the office. Here is the best structure for writing an employee departure email:

1. Start with a Polite Greeting

Begin your email with a polite greeting, such as “Dear Colleagues,” or “Hello Team,”. This sets a respectful and professional tone for the announcement.

2. Announce the Departure

State the reason for the departure, whether it is due to resignation, termination, or other circumstances. The announcement should also include a clear and concise explanation of the employee’s next steps, such as their last day of work and what they will be doing next. This helps to prevent confusion and ensures that everyone is on the same page.

3. Express Gratitude

Expressing gratitude towards departing employees can go a long way in maintaining positive relationships and preserving company culture. Take the time to thank the employee for their contributions and achievements during their time at the company. This can be done by highlighting specific accomplishments or by simply acknowledging their hard work and dedication.

4. Provide Information on Transition

Assure the remaining staff that the company is taking steps to ensure a smooth transition. Provide information on who will be taking over the departing employee’s responsibilities, and let the remaining staff know that they can reach out to a specific person if they have any questions or concerns.

5. End on a Positive Note

End the announcement on a positive note. Wish the departing employee well in their future endeavors, and express confidence in the future of the company. This can help to maintain morale and reduce any tension that may arise with the departure of an employee.

Writing an employee departure email can be a delicate matter, but by following this structure, you can ensure that the message is communicated clearly and professionally. Remember to be sincere, respectful, and transparent when announcing an employee’s departure, and take the time to acknowledge their contributions and hard work.

Employee Departure Letter Samples

Letter of Resignation

Dear [Employee Name],

We are saddened to receive your letter of resignation and understand that you have decided to move on in your career. Your contributions and dedication to our team have been greatly appreciated, and we thank you for the time you have spent with us.

While we are sad to see you go, we respect your decision and wish you the best of luck in your future endeavors. We would like to work with you to ensure a smooth transition and support you in any way we can during your remaining time with us.

Thank you once again for your hard work and dedication to our team. We wish you all the best in your future endeavors.

Best regards,

[Your Name]

Termination due to Poor Performance

Dear [Employee Name],

After much consideration and evaluation of your work performance, we regret to inform you that we have decided to terminate your employment with our company. This decision was not made lightly and resulted from several discussions and evaluations of your performance over the past few months. We feel that your performance has not met the expectations of your position.

We value the contribution you have made to our organization and acknowledge the effort you have put in. We hope that moving forward, you will utilize this experience to enhance your skills and professional development.

We will work with you to ensure a smooth transition process and provide the support you need during this transition period.

We wish you success in your future endeavors.


[Your Name]

Termination due to Company Restructuring

Dear [Employee Name],

As you are aware, our organization has recently undergone some changes and restructuring. Unfortunately, as part of this process, we have had to eliminate several positions, including yours. We would like to express our gratitude for the effort and dedication you have shown during your time with us.

We understand that this may be a difficult time for you, and we will work with you to ensure a smooth and stress-free exit process. We appreciate your cooperation and assistance in transitioning your responsibilities to other members of the team.

We wish you all the best in your future endeavors and thank you for your contributions to our organization.

Best regards,

[Your Name]

Termination due to Violation of Policies

Dear [Employee Name],

It is with deep regret that we inform you that we have decided to terminate your employment with our company effective immediately. This decision was made due to multiple violations of company policies that can’t be tolerated.

We would like to remind you that our company has high standards for professionalism and behavior that are required to maintain a positive work environment. We hope that this experience serves as a lesson that could improve your professional conduct and decision-making in the future.

We will work with you to ensure a smooth transition process and provide support where needed.

We wish you all the best in your future endeavors.


[Your Name]

Retirement Congratulations and Best Wishes

Dear [Employee Name],

We would like to congratulate you on your retirement from our organization after [x] years of service. We want to express our gratitude for all the hard work, dedication, and commitment you have shown during your time with our company.

You have been an exceptional employee, and your significant contributions have helped shape our company into what it is today. Your decision to retire leaves us with a sense of sadness, but we are also happy because you are entering a new phase in your life.

We hope that this moment marks the beginning of a fulfilling, happy, and healthy retirement for you. We will miss you and always remember your contributions and legacy within our organization.

Best wishes,

[Your Name]

End of Contract Renewal

Dear [Employee Name],

We regret to inform you that we will not be renewing your contract after its expiry date on [date]. We thank you for the contribution and dedication you have made to our company during your time with us.

The decision was made after much consideration and evaluation of our business needs. Unfortunately, we couldn’t recognize your services, and we will have to look for alternative options to meet those needs.

We value the contribution you have made to our organization and appreciate your time and effort. We wish you all the best in your future endeavors.

Best regards,

[Your Name]

Employee Relocation to Another Office

Dear [Employee Name],

We are writing to inform you of our decision to relocate you to another office to assume new responsibilities within the company. We are grateful for the hard work and expertise you have brought to our organization, and we believe that this new opportunity will help you grow professionally and bring new perspectives to our company.

We will provide you with all the necessary support during your relocation process and make sure the transition is as smooth as possible. We will also make arrangements with your new office to ensure that you have the best possible start in your new position.

We look forward to your continued success in your new role and appreciate all the contributions you have made to our team.

Best regards,

[Your Name]

Tips for Writing an Employee Departure Email

It’s never easy saying ‘goodbye’ to a valued employee, but when the time comes, it’s important to write a clear and professional email to announce their departure. Here are a few tips to help you craft a farewell message that conveys gratitude and respect:

  • Keep it brief and to the point: Your email should be concise and straightforward. Your goal is to inform the rest of the team that a colleague will be leaving and to highlight their contributions. Avoid lengthy anecdotes or personal stories, unless they are relevant to the employee’s success.
  • Be positive and grateful: Even if you’re disappointed to see an employee leave, it’s important to focus on the positive. Thank them for their hard work and dedication, and highlight some of their achievements during their tenure. This will help to reinforce their value and contributions to the company.
  • Offer well wishes: You want to wish your departing employee the very best in their future endeavors, so be sure to include a message of goodwill in your email. This can be a simple statement such as “We wish you the best in your future endeavors,” or a more personalized message that speaks to their specific ambitions.
  • Provide practical information: Depending on your company’s policies, there may be practical details that need to be communicated in the farewell email. For example, if the employee’s responsibilities will be reassigned, this might be a good opportunity to inform the rest of the team. You could also provide contact details for other employees who could serve as a point of contact for anyone who needs to follow up.
  • Keep it professional: No matter how close you are to the departing employee, it’s important to keep the farewell email professional and focused on their contributions to the company. Avoid discussing personal matters or anything that could make the employee feel uncomfortable or embarrassed.
  • Show empathy: Losing a valued team member can be tough for everyone involved, so it’s important to show empathy to the rest of the team in your email. Acknowledge that the employee will be missed, but also reassure the team that you have a plan in place to move forward.

When you’re writing an employee departure email, it’s important to strike the right tone and be thoughtful in your messaging. By following these tips, you can create an email that honors the departing employee while also reassuring the rest of the team that the company is well-prepared for the future.

Frequently Asked Questions (FAQs) about Writing an Employee Departure Email

What is an employee departure email?

An employee departure email is a formal message sent by an employee who is leaving a company to notify colleagues and management of their resignation or termination.

Why do I need to send an employee departure email?

Sending an employee departure email is considered a professional gesture that shows respect and gratitude towards the company. It also informs your coworkers and managers about your departure, allowing for a seamless transition and possibly even creating networking opportunities.

What should I include in my employee departure email?

Your employee departure email should include your last day of work, a brief explanation of why you are leaving, a thank you message to colleagues and management, and your contact information.

How should I address the recipients of my employee departure email?

You should address the recipients respectfully and professionally, using the appropriate salutation such as “Dear colleagues” or “Dear management team”.

How long should my employee departure email be?

Your employee departure email should be brief and to the point. Ideally, it should be no longer than one or two paragraphs.

Is it appropriate to mention my new employer in my employee departure email?

No, it is not appropriate to mention your new employer in your employee departure email as it may be perceived as unprofessional and inappropriate.

Can I personalize my employee departure email?

Yes, you can personalize your employee departure email by expressing gratitude and appreciation to specific colleagues or management members who have made an impact on your career during your time at the company.

Should I send my employee departure email to the entire company?

No, it is not necessary to send your employee departure email to the entire company. You should only send it to colleagues and management members who you have worked with directly.

When should I send my employee departure email?

You should send your employee departure email a few weeks before your last day of work, giving your colleagues and management enough time to prepare for your departure.

That’s All Folks!

It’s never easy to say goodbye, but with a well-written employee departure email, the process can be a lot smoother. Remember to keep it professional and gracious, thanking your colleagues for the memories and all they’ve done for you. With these tips, you can make your email feel very personal and heartfelt. It’s been great sharing this information with you, and I thank you for taking the time to read it. Don’t forget to come back soon – we’ve got lots more tips and tricks to share with you!