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Principles of Offboarding Emails
To maintain a professional and positive parting of ways, offboarding emails should be tailored to the individual employee and reflect the company’s values. Here’s a breakdown of the key elements:
Subject Line
* Clear and concise, conveying the purpose without unnecessary details
* Example: “Thank You and Farewell from [Company Name]”
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Opening Paragraph
* Express gratitude for the employee’s contributions
* Highlight specific accomplishments or qualities
* If applicable, mention the company’s best wishes for their future endeavors
- Example: “Dear [Employee Name], Thank you for your dedication and hard work during your time with us. It’s been a pleasure having you on our team.”
Reason for Departure
* State the reason for the employee’s departure, such as resignation or termination
* If applicable, include the effective date of their departure
- Example: “Your resignation has been accepted, and your last day of employment will be [date].”
Transition Instructions
* Outline any necessary handover processes, such as:
* Transferring responsibilities to other team members
* Completing outstanding tasks
* Sharing knowledge and documentation
Example: “Please ensure that all ongoing projects are transitioned to [colleague’s name] before your departure. Additionally, any outstanding deliverables should be completed by [date].”
Company Property
* Instruct the employee on returning any company property, including:
* Equipment
* IT devices
* Company documents
Example: “Kindly return all company property, including your laptop, mobile phone, and any files in your possession, by [date].”
Benefits and Payments
* Provide information on any outstanding benefits or payments, such as:
* Salary
* Leave entitlements
* Insurance coverage
Example: “Your final salary payment will be processed on [date] and deposited into your account. Any unused leave will be paid out as per company policy.”
Gratitude and Well Wishes
* Express appreciation once again for the employee’s contributions
* Wish them well in their future endeavors
* Offer support or resources, such as references or networking opportunities
- Example: “We wish you all the best in your future pursuits. If you require any references or support, please feel free to reach out.”
| Element | Description |
|---|---|
| Subject Line | Clear and concise, conveying the purpose |
| Opening Paragraph | Express gratitude and highlight accomplishments |
| Reason for Departure | State the reason for the employee’s departure |
| Transition Instructions | Outline any necessary handover processes |
| Company Property | Instruct the employee on returning any company property |
| Benefits and Payments | Provide information on any outstanding benefits or payments |
| Gratitude and Well Wishes | Express appreciation and wish the employee well |
Offboarding Email Samples for Various Reasons
Employee Resignation
Dear [Employee Name],
Thank you for your dedication and hard work during your time at [Company Name]. We appreciate your contributions and wish you all the best in your future endeavors.
Your final day of employment will be [date]. Please ensure that all outstanding tasks are completed or delegated by then.
Termination of Employment
Dear [Employee Name],
This email confirms the termination of your employment at [Company Name], effective [date].
We understand this may be a difficult time. Please collect your personal belongings and return all company property, including your laptop, phone, and any other items.
Retirement
Dear [Employee Name],
Congratulations on your retirement! We are honored to have had you as a part of the [Company Name] team for [number] years.
We wish you a long and fulfilling retirement. Please let us know if there is anything we can do to help you transition smoothly into this new chapter.
Layoff or Redundancy
Dear [Employee Name],
We regret to inform you that your position at [Company Name] has been eliminated due to a [reason]. Your final day of employment will be [date].
- We will provide you with a severance package.
- You are eligible for unemployment benefits.
- We will offer outplacement support to assist you in finding a new role.
Internal Transfer
Dear [Employee Name],
Congratulations on your transfer to [new department/role] at [Company Name]. We are excited to have you join the team there and wish you all the best in your new position.
Your official transfer date is [date]. Please ensure that all your current responsibilities are transitioned smoothly before moving to your new role.
Leave of Absence
Dear [Employee Name],
We have received your request for a leave of absence, which we are happy to grant. Your leave will begin on [start date] and end on [end date].
During your leave, you will remain an employee of [Company Name] but will not perform any work duties.
Voluntary Resignation
Dear [Employee Name],
We understand that you have decided to voluntarily resign from your position at [Company Name], effective [date].
Thank you for your contributions to the team. We wish you all the success in your future endeavors.
How to Write an Offboarding Email to an Employee
What is an offboarding email?
An offboarding email is a message sent to an employee who is leaving the company. It is typically used to confirm the employee’s last day of employment, thank them for their contributions, and wish them well in their future endeavors.
What should be included in an offboarding email?
At a minimum, an offboarding email should include the following information:
- The employee’s name
- The employee’s last day of employment
- A thank-you for the employee’s contributions
- A well-wishing for the employee’s future endeavors
What is the best way to write an offboarding email?
The best way to write an offboarding email is to be personal and sincere. Take the time to write a thoughtful message that reflects your appreciation for the employee’s work. You may also want to include a specific example of how the employee has contributed to the company.
Example Offboarding Email
Here is an example of an offboarding email:
Dear [Employee Name],
I am writing to confirm that your last day of employment with [Company Name] will be [Last Day of Employment].
I want to take this opportunity to thank you for your contributions to the company. Your hard work and dedication have been greatly appreciated.
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
How to send an offboarding email
Offboarding emails can be sent via email, company intranet, or a dedicated offboarding platform.
When to send an offboarding email
Offboarding emails should be sent as soon as possible after the employee’s last day of employment.
What to do if you don’t know the employee’s last day of employment
If you don’t know the employee’s last day of employment, you can contact their manager or HR department.
What to do if the employee is leaving on bad terms
If the employee is leaving on bad terms, it is important to be professional and respectful in your offboarding email. You should avoid making any negative comments or accusations.
And just like that, you’re all set to send your employee off with a warm goodbye. Remember, this offboarding email is your chance to leave a lasting impression, so make it personal and heartfelt. Bye for now, and don’t be a stranger! We’ll be here if you need us for more email inspiration or any other HR questions. Thanks for hanging with us, and see ya later!