Source www.copy.ai
Employee offboarding is a critical process that involves the exit of an employee from an organization. It includes steps such as finalizing payroll, returning company property, and conducting an exit interview. Effective employee offboarding ensures a smooth transition for both the departing employee and the organization. One essential tool in this process is an employee offboarding email template.
Best Structure for Employee Offboarding Email Template
Saying goodbye to a departing employee is a crucial step in the offboarding process. A well-written offboarding email not only acknowledges the employee’s departure but also ensures a smooth transition for both the employee and the company.
Subject Line:
- Clear and concise, such as "Farewell from [Company Name]" or "Offboarding Process for [Employee Name]"
Greeting:
- Personalized and professional, addressing the employee by name
- Example: "Dear [Employee Name],"
Body:
-
Acknowledge their departure:
Also Read
- Express gratitude for their contributions
- State their last day of employment in the company
-
Review offboarding details:
- Outline the offboarding checklist
- Provide deadlines and instructions for tasks such as returning company property, completing exit interviews, and finalizing benefits
-
Employee responsibilities:
- List specific actions the employee needs to take before leaving
-
- Returning company assets (e.g., laptop, phone)
- Completing final performance reviews
- Transferring knowledge and responsibilities
-
- List specific actions the employee needs to take before leaving
-
Company responsibilities:
- Outline the company’s responsibilities during offboarding
-
- Processing final payroll and benefits
- Providing a letter of recommendation or reference (if applicable)
- Maintaining confidentiality and respecting the employee’s privacy
-
- Outline the company’s responsibilities during offboarding
-
Continuing support:
- Offer support and guidance to the employee after their departure
- Provide information on benefits continuation, alumni programs, or any other relevant resources
-
Well wishes:
- Express well wishes for the employee’s future endeavors
- Example: "We wish you all the best in your future endeavors and hope to stay connected."
- Encourage the employee to complete the offboarding checklist and contact HR or the appropriate department if they have any questions or concerns
- Professional and personalized
- Example: "Thank you for your contributions to [Company Name]. We appreciate your hard work and dedication. Best wishes, [HR Manager’s Name]"
- Exit interview schedule: [time and date]
- Final paycheck collection instructions
- 401(k) and other benefits information
Call to Action:
Closing:
Table: Sample Offboarding Checklist
| Task | Deadline | Instructions |
|---|---|---|
| Return company assets | Last day of employment | Contact [IT Manager’s Name] to arrange pickup or drop-off |
| Complete exit interview | 2 days prior to last day | Schedule interview with HR Manager |
| Transfer knowledge and responsibilities | 1 week prior to last day | Collaborate with your team and manager to ensure a smooth handover |
| Submit final performance review | Last day of employment | Submit to your manager for review and approval |
Sample Employee Offboarding Email Templates
Example 1: Voluntary Resignation
Dear [Employee’s Name],
It is with regret that we accept your resignation, effective [last date of employment]. We appreciate your valuable contributions to the team and wish you all the best in your future endeavors. Please return all company property, including your laptop, ID badge, and any other equipment by your last day.
Thank you again for your hard work and dedication. Please do not hesitate to reach out if you have any questions.
Example 2: Termination
Dear [Employee’s Name],
This email serves to inform you that your employment with [Company Name] will be terminated, effective [last date of employment].
We appreciate your time with the company and thank you for your contributions. Your final paycheck will be processed on the regular payroll schedule. Please return all company property, including your laptop, ID badge, and any other equipment immediately.
We wish you the best in your future endeavors.
Example 3: Retirement
Dear [Employee’s Name],
On behalf of the entire team, we extend our sincere congratulations on your upcoming retirement. Your dedication and service to this company have been invaluable.
Your final paycheck, including any accrued benefits, will be processed as per our regular payroll schedule. Please arrange to return all company property, including your laptop, ID badge, and any other equipment before your last day.
We wish you a long, happy, and fulfilling retirement. Thank you for your extraordinary contributions.
Example 4: Layoff
Dear [Employee’s Name],
Due to unforeseen circumstances, we regret to inform you that your position will be eliminated, effective [last date of employment]. This decision was not made lightly and is related to a restructuring within the company.
Your final paycheck will be processed immediately, including any severance benefits that may apply. We will provide you with a summary of your benefits and outplacement services. Please return all company property, including your laptop, ID badge, and any other equipment by your last day.
We want to thank you for your contributions to the team and wish you the best in your future endeavors.
Example 5: Disability Leave
Dear [Employee’s Name],
We have been informed that you will be unable to return to work due to a medical condition. We understand that this must be a challenging time for you, and we want to assure you that we will provide support throughout this transition.
Your final paycheck will be processed as per our regular payroll schedule. Please return all company property, including your laptop, ID badge, and any other equipment by [date].
We wish you a speedy recovery and encourage you to contact us if you have any questions or concerns.
Example 6: Family Leave
Dear [Employee’s Name],
We acknowledge your request for family leave to care for [family member]. Your leave will begin on [start date] and end on [end date].
During your leave, your benefits will continue as usual. Please ensure that you have completed all necessary paperwork and arrangements before your departure.
We value your contributions and look forward to your return.
Example 7: Transfer to Another Location
Dear [Employee’s Name],
We are pleased to announce that you have been offered a new position at our [new location] office. This is a wonderful opportunity for you to grow both professionally and personally.
Your transfer will be effective [start date]. Your new job title will be [new job title] with a start salary of [new salary]. Please review and sign the attached offer letter to confirm your acceptance.
We wish you all the best in your new role and look forward to your continued contributions.
Employee Offboarding Email Template
Question 1: What is an employee offboarding email template and what should it include?
Answer: An employee offboarding email template is a structured email used to formally communicate the departure of an employee from an organization. It typically includes the employee’s name, position, last date of employment, and any other relevant information, such as their reason for leaving and contact details for the future.
Question 2: When should an employee offboarding email template be sent?
Answer: An employee offboarding email template should be sent shortly after an employee has submitted their resignation or given notice of their departure. This provides adequate time for the employee to transition out of their role and for the organization to make any necessary arrangements.
Question 3: Who should receive an employee offboarding email template?
Answer: An employee offboarding email template should be sent to the following individuals: the employee, their direct manager or supervisor, the HR department or personnel team, and any other relevant parties, such as colleagues or clients who may need to be informed of the employee’s departure.
Well, there you have it! You’re now the master of crafting the perfect employee offboarding email. Just remember to keep the tone positive and professional, and to include all the necessary information. Oh, and don’t forget to add a personal touch to make it feel more heartfelt. Thanks for reading, and be sure to visit us again soon for more tips and tricks on all things HR!