Offboarding Email Sample: Saying Goodbye Gracefully and Professionally

Source atonce.com

Employee departures are unavoidable in any organization. There are HR professionals, managers and employees involved in making an offboarding process. Offboarding can have a potential impact on a company, manager, and the employee. An offboarding email sample can help with this process.

The Anatomy of an Effective Offboarding Email

When a valued employee leaves your organization, it’s crucial to send a professional and informative offboarding email. This communication serves as a formal farewell, expresses gratitude, and outlines essential next steps. Here’s a breakdown of the key elements to include in your email:

Subject Line

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Keep it concise and clear: e.g., “Offboarding Notification for [Employee Name]”

Opening Paragraph

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Express gratitude for the employee’s contributions and wish them well in their future endeavors.

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State the effective date of their departure.

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Example: “Dear [Employee Name], Thank you for your dedication and hard work during your time at [Company Name]. We wish you all the best in your new chapter. Your official departure date is [Date].”

Next Steps

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Outline the necessary steps the employee needs to complete before leaving, such as returning company property or submitting outstanding reports.

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Example: “Please ensure you return your laptop, cell phone, and access badge by [Date]. Additionally, please submit any outstanding project reports or deliverables.”

Account Closure and Security

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Inform the employee about the status of their company accounts, such as email, benefits, and payroll.

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Example: “Your company email account will be deactivated on [Date]. Please make necessary arrangements to transfer important emails or files. Your employee benefits will also be terminated on this date.”

Exit Interview and Feedback

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Request an exit interview to gather feedback and discuss the employee’s experience.

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Example: “We would appreciate an opportunity to conduct an exit interview with you to discuss your experience and provide feedback. Please let us know if you are available for a meeting.”

Confidentiality and Non-Solicitation

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Remind the employee of any confidentiality or non-solicitation agreements they have signed.

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Example: “We would like to remind you of your obligation to maintain the confidentiality of our company’s information. Additionally, our non-solicitation agreement remains in effect.”

Farewell and Contact Information

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Reiterate your well wishes and provide your contact information if the employee has any further questions.

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Example: “Thank you again for your contributions. We wish you all the best in your future endeavors. Should you have any questions, please feel free to contact me at [Email Address] or [Phone Number].”

Table: Sample Offboarding Email Template

Element	Content
Subject Line	Offboarding Notification for [Employee Name]
Opening Paragraph	Dear [Employee Name], Thank you for your dedication and hard work during your time at [Company Name]. We wish you all the best in your new chapter. Your official departure date is [Date].
Next Steps	Please ensure you return your laptop, cell phone, and access badge by [Date]. Additionally, please submit any outstanding project reports or deliverables.
Account Closure and Security	Your company email account will be deactivated on [Date]. Please transfer important emails or files. Your employee benefits will also be terminated on this date.
Exit Interview and Feedback	We would appreciate an opportunity to conduct an exit interview with you to discuss your experience and provide feedback.
Confidentiality and Non-Solicitation	We would like to remind you of your obligation to maintain the confidentiality of our company’s information. Our non-solicitation agreement remains in effect.
Farewell and Contact Information	Thank you again for your contributions. We wish you all the best in your future endeavors. Should you have any questions, please contact me at [Email Address] or [Phone Number].

Sample Offboarding Emails for Various Reasons

Retirement

Dear [Employee Name],

It is with a mix of gratitude and a touch of sadness that we bid you farewell on your retirement. Your unwavering dedication and invaluable contributions have been instrumental in our success. On behalf of the entire team, we want to express our sincere appreciation for your years of service.

• We wish you a wonderful and fulfilling retirement.
• Your legacy will continue to inspire us long after you leave.

Best regards,

[HR Manager’s Name]

Resignation

Dear [Employee Name],

We have received and accepted your resignation from your position as [Position]. Your last day of employment will be [Last Day].

Thank you for your contributions during your time here. We wish you all the best in your future endeavors.

• Please ensure that all company property is returned by your last day.
• We ask that you complete the exit interview process.

Sincerely,

[HR Manager’s Name]

Termination

Dear [Employee Name],

This letter confirms your termination from your position as [Position], effective immediately. This decision was made after careful consideration of recent performance issues.

• Your final paycheck, including any outstanding benefits, will be processed.
• Please return all company property, including your laptop and cell phone, immediately.

We understand that this may be a difficult time. We wish you the best in your future endeavors.

Sincerely,

[HR Manager’s Name]

Layoff

Dear [Employee Name],

Due to recent economic challenges, we have made the difficult decision to lay off several positions within our company, including yours. This decision was not made lightly and was based on a comprehensive review of our operations.

• Your last day of employment will be [Last Day].
• You are eligible for a severance package as per company policy.
• We will provide you with outplacement assistance to help you transition to a new role.

We appreciate your contributions to the team and wish you all the best in your future endeavors.

Sincerely,

[HR Manager’s Name]

Transfer

Dear [Employee Name],

We are pleased to announce that you have been selected for a transfer to a new role within the company as [New Position]. This transfer will be effective as of [Start Date].

• We are excited to have you join the [New Department] team.
• Please report to your new supervisor, [Supervisor’s Name], on your first day.

Congratulations and we look forward to your continued success with our company.

Sincerely,

[HR Manager’s Name]

Promotion

Dear [Employee Name],

We are thrilled to announce your promotion to the position of [New Position]. This promotion is a testament to your hard work, dedication, and exceptional performance.

• Your new responsibilities will include [List of responsibilities].
• Your salary will be adjusted accordingly.

We are confident that you will continue to excel in your new role. Congratulations and we look forward to your continued growth within our company.

Sincerely,

[HR Manager’s Name]

Job Abandonment

Dear [Employee Name],

As of [Date], you have not reported to work or contacted us since [Date]. We have made several attempts to reach you but have been unsuccessful.

Therefore, we have no choice but to consider you as having abandoned your job. Your employment with our company has therefore been terminated.

• Please return any company property, including your laptop and cell phone, by mail.
• Your final paycheck will be processed and mailed to you.

We wish you the best in your future endeavors.

Sincerely,

[HR Manager’s Name]

What Does an Offboarding Email Entail?

An offboarding email is a formal communication sent by a company to an employee who is leaving their position. It typically includes the following information:

• Acknowledgement of the employee’s departure: This can include the employee’s name, last day of employment, and reason for leaving (if applicable).
• Expression of gratitude: The email should express appreciation for the employee’s contributions to the company.
• Details of the company’s offboarding process: This may include instructions on returning company property, completing exit paperwork, and accessing benefits information.
• Contact information for future reference: The email should provide contact information for the employee’s former manager, HR department, or other relevant personnel.

Offboarding emails serve several important purposes:

• Maintain professionalism: A well-written offboarding email ensures that the employee’s departure is handled in a professional and respectful manner.
• Ensure a smooth transition: By providing clear instructions and contact information, the email helps the employee prepare for their departure and makes the transition easier for both the employee and the company.
• Foster goodwill: A positive offboarding email can help maintain a positive relationship between the employee and the company, which can be beneficial for future references or networking opportunities.

What are the Key Elements to Include in an Offboarding Email?

An effective offboarding email should include the following key elements:

• Clear and concise language: Use simple and straightforward language that is easy to understand.
• Personalized content: Address the email directly to the employee by name and include specific details about their contributions and departure.
• Formal tone: Maintain a professional and respectful tone throughout the email.
• Actionable steps: Provide clear instructions on the steps the employee needs to take before their departure.
• Contact information: Include contact information for the employee’s former manager, HR department, or other relevant personnel.

What are the Benefits of Sending an Offboarding Email?

Sending an offboarding email offers several benefits for both the employee and the company:

• Improved employee experience: A well-written offboarding email can help create a positive and memorable experience for departing employees.
• Reduced administrative burden: By providing clear instructions and contact information, the email can reduce the administrative burden on the HR department.
• Enhanced employer reputation: A professional and respectful offboarding process can enhance the company’s reputation as a good employer.
• Increased employee retention: A positive offboarding experience can help increase employee retention by demonstrating that the company values its employees and cares about their future success.

And that’s all there is to offboarding emails, folks! I hope this sample email has been helpful. Whether you’re sending off a departing colleague or just want to give your readers a heads-up before they head out the door, an offboarding email is a great way to show your appreciation and ensure a smooth transition. Thanks for stopping by, and be sure to come back soon for more writing tips and tricks!