Key elements of a farewell email
A great farewell email includes the following key elements.
Salutation
To follow business email etiquette, begin your farewell email with a salutation. Depending on your relationship with the recipient, you may choose a formal or informal greeting, such as:
- Dear [Employee Name]
- Greetings [Employee Name]
- Hello [Employee Name]
- Hi [Employee Name]
Place a comma after the greeting and include a line break before the body.
Words of appreciation
Start the body of your farewell email by showing appreciation for the employee’s contributions. In addition to saying thank you, explain how they positively affected you and the company.
Acknowledgement of the departure
Mention the employee’s departure and express your understanding of their reason for leaving. Consider highlighting positive experiences you’ve shared during your time at the company in this section.
Invitation to keep in touch
Invite the employee to maintain contact after they leave. You may wish to provide your contact information, such as your personal or business email address or personal or work cell phone number. If you prefer not to provide contact information, offering to connect on social media is a suitable alternative.
Well wishes
End your farewell email on a positive note by wishing your colleague well in the future. Avoid making assumptions about what’s next for the employee unless you know what their future plans are. For example, if you’re sending happy retirement wishes to an employee, don’t mention specific activities, such as traveling or playing golf, if you don’t know how they prefer to spend their time.
Closing
After making a line break, write a professional closing, followed by a comma. Some ideas for closings include:
- Sincerely,
- All the best,
- Thank you,
- Warm regards,
- With gratitude,
- Respectfully,
After the closing, type your full name and your job title.
Farewell email templates
Use the following email templates as a starting point for your farewell emails.
Farewell email template with personal contact information
Dear [Employee Name],
As your final day approaches, I wanted to take a minute to thank you for your service and commitment during your [number] [years/months] with us at [Company Name]. During your time as [job title], you made a significant impact on our team. [Mention one or two examples of how.]
I’m sad to see you go but understand your decision to leave. I will remember [highlight one or two positive experiences].
It would be great to stay in touch, so I’ve included my contact details in my email signature. Feel free to reach out in the future. Thank you again for being a valued member of our team. I wish you continued success in your endeavors going forward.
Warm regards,
[Your Name]
[Your job title]
[Your work/personal email address]
[Your work/personal cell phone number]
Sample farewell message
Dear Christopher,
As your final day approaches, I wanted to take a minute to thank you for your service and commitment during your two years with us at Northern Canal Medical Center.
During your time as a Registered Nurse, you made a significant impact on our team. Your commitment to quality care helped us achieve the best possible outcomes for patients, and your advice and guidance helped prepare our nursing interns for success.
I am sad to see you go, but I understand that it is time for you to depart. I will remember how your sense of humor helped night shifts pass quickly and the patience and empathy you gave every patient.
It would be great to stay in touch, so I’ve included my contact details. Feel free to reach out in the future. Thank you again for being a valued member of our team. I wish you continued success in your endeavors going forward.
Warm regards,
Belinda Peccio
example@example.com
(123) 456-7890
Farewell email template with social media connection
Hello [Employee Name],
Thank you so much for your contributions to [Company Name] over the last [number] [years/months]. [List one or two key contributions].
Although I understand it’s time for you to leave, your absence will be felt deeply. I’ll never forget [highlight one or two recollections].
It’s truly been a pleasure working with you, and I’d like to keep in touch. Following, you’ll find a link to my [Social Media Platform Name] profile. Let’s connect there.
Thank you again, and good luck in all you do.
Sincerely,
[Your Name]
[Your job title]
[Social media platform link]
Sample farewell message
Hello Kayla,
Thank you so much for your contributions to Fiesta Burger over the last five years. Your dedication to quality assurance helped us delight every customer, and your positive attitude made our restaurant a great place to work.
Although I understand it’s time for you to depart, your absence will be felt deeply. I’ll never forget the night when we served five tour buses back to back, especially how you kept the team smiling and on task.
It’s truly been a pleasure working with you, and I’d like to keep in touch. Following, you’ll find a link to my LinkedIn profile. Let’s connect there.
Thank you again, and good luck in all you do.
Sincerely,
Birikti Neftalem
[Social media platform link]
Farewell email to a mentor or supervisor template
Dear [Recipient’s Name],
I was deeply moved to learn about your decision to leave [company name]. The time we’ve spent working together for the past [number of years] years has been invaluable.
Your guidance, mentorship and leadership have helped me grow, and I truly appreciate every moment of it. [One to two sentences about specific ways they’ve supported or inspired you.]
While I’m genuinely excited for you and this next phase of your journey, there’s a part of me that’s also saddened by the thought of not having you around. I’ll always remember [one or two recollections].
You have been one of my close colleagues, and I am grateful for the strong professional bond we’ve developed. I included my contact information in my email signature. Please keep in touch.
I hope the next chapter in your [career/life] brings you success and fulfillment. Thank you again, and please know I will greatly miss working with you.
Best wishes,
[Your Name]
[Your job title]
[Social media platform link]
[Your work/personal email address]
[Your work/personal cell phone number]
Sample farewell message
Dear Melike,
I was deeply moved to learn about your decision to leave Wavewood. The time we’ve spent working together over the past four years has been invaluable.
Your guidance, mentorship and leadership have helped me grow, and I truly appreciate every moment of it. Your coaching sessions helped me become a stronger communicator, and I learned so much about project management simply by watching you lead.
While I’m genuinely excited for you and this next phase of your journey, there’s a part of me that’s also saddened by the thought of not having you around. I’ll always remember how you left all of us energized after each team huddle and the satisfaction and pride I felt when we met each project deadline with your guidance.
You have been one of my close colleagues, and I am grateful for the strong professional bond we’ve developed. I included my contact information in my email signature. Please keep in touch.
I hope the next chapter in your career brings you success and fulfillment. Thank you again, and please know I will greatly miss working with you.
Best wishes,
Ellen Lu
example@example.com
(123) 456-7890
5 quick tips for a farewell email
When writing a farewell email, follow these tips to send a professional message.
1. Remember the importance of proofreading
Take the time to review your message for spelling, grammar and punctuation. A well-proofread email reflects your attention to detail and leaves a positive impression.
2. Create a positive impression
Use a positive tone throughout your email. Although it’s fine to express your sadness at seeing a valued employee leave, focus more on the lasting impact they had on you and your team.
3. Maintain professional relationships
Act on your invitation to maintain your professional relationship with the departing employee. If they share their contact information or connect with you online, keep in touch regularly.
4. Carefully craft your subject line
A strong subject line will call attention to your email and set the tone for the message. Be specific so the recipient knows what to expect when they open it. Include the recipient’s name to help the message get noticed.
Examples of effective subject lines include:
- Saying Farewell to [Employee Name]
- Wishing [Employee Name] the Best
- Farewell and Best Wishes to [Employee Name]
- Thank You [Employee Name] for Everything
5. Choose the right time to send
Because the employee may lose access to their business email before the end of their final day, send your farewell one or two days before. If you’re planning a party or presenting the employee with a going-away gift as a team, wait until after the event to avoid spoiling any surprises.
How to respond to a farewell email
A response to a farewell email from a colleague or employee shares similar elements to an original farewell email:
- Salutation
- Words of appreciation
- Acknowledgment of their departure
- Invitation to connect or acceptance of their invitation to connect
- Well wishes
- Closing
Customize the following template to send a professional response to a farewell email.
Farewell email response template
Dear [Employee Name],
Thank you for your kind farewell email and for all you have done during your [number] [months/years] with us at [Company Name]. [One or two sentences highlighting their contributions].
We’ll feel your absence because of your many contributions and the memories we shared. I will especially remember [highlight one or two memories].
I would be happy to keep in touch with you as you begin your next chapter. Following is my contact information.
Once again, thank you for all your work and best wishes for the future.
All the best,
[Your Name]
[Your job title]
[Social media platform link]
[Your work/personal email address]
[Your work/personal cell phone number]
Farewell email response sample
Dear Savannah,
Thank you for your kind farewell email and for all you have done during your five years with us at Gardenia Valley Veterinary Services. Your professionalism and empathy helped our patients and their owners feel at ease, and your organizational skills kept the office running smoothly day after day.
Your absence will be noticeable due to your many contributions and the memories we shared. I will especially remember your spirit of teamwork. We could always count on you to assist us, often even before we asked.
I would be happy to keep in touch with you as you begin your next chapter. Included is my contact information.
Once again, thank you for all your work and best wishes for the future.
All the best,
Charlotte Burt
[Social media platform link]
example@example.com
Frequently asked questions about farewell emails
Should an employee send a farewell email to customers?
Whether an employee should send a farewell email to customers depends largely on your organization’s policies. Sending an email to customers with instructions on who to contact going forward can improve customer service.
However, some organizations may discourage this type of message due to concerns about competition. If the employee doesn’t send an email, their replacement or supervisor could contact customers after their departure, as needed.
Should I retain an employee’s farewell letter?
It can be a good idea to keep a copy of an employee’s farewell letter or email in their file, along with other records. Refer to your organization’s records retention policy to determine how long to save the farewell letter and other documentation related to former employees.
