An offboarding email to an employee is a formal message sent when an employee leaves a company. This email informs the employee about their departure process. It includes details such as their last working day and any important tasks to complete. The email also outlines the return of company property and final pay information. It ensures the employee knows who to contact for questions. The tone should be professional and friendly. This email helps provide clarity and support during the transition.
Offboarding Email Samples for Different Scenarios
Example 1: Voluntary Resignation
Dear [Employee’s Name],
We have received your resignation letter, and although we are sad to see you go, we want to thank you for your valuable contributions during your time with us. We wish you all the best as you embark on this new journey.
Please take note of the following next steps for your offboarding process:
- Return any company property by your last working day on [date].
- Complete your exit interview scheduled for [date].
- Ensure that all your outstanding tasks are handed over to [Colleague’s Name].
Should you have any questions, please feel free to reach out.
Best wishes,
[Your Name]
[Your Job Title]
Example 2: Termination Due to Performance Issues
Dear [Employee’s Name],
After careful consideration and a series of discussions regarding your performance, we regret to inform you that your employment with [Company Name] will end effective [date]. We appreciate your efforts during your time here and would like to ensure that your offboarding process is as smooth as possible.
Please follow these steps as we complete your offboarding:
- Return any company-owned equipment by [date].
- Attend your exit interview on [date].
- Complete any final paperwork by [date].
We wish you the best in your future endeavors and encourage you to reach out if you have any questions.
Sincerely,
[Your Name]
[Your Job Title]
Example 3: Layoff Due to Company Restructuring
Dear [Employee’s Name],
We regret to inform you that as part of our recent company restructuring, your position will be eliminated effective [date]. This decision was not taken lightly, and we genuinely appreciate the contributions you have made to our team.
To assist you during this transition, please take note of the offboarding steps:
- Return all company property by your last day of work.
- Participate in the exit interview scheduled for [date].
- Review the severance package details provided in the attachment.
We are here to support you during this time, and we encourage you to reach out with any questions or concerns.
Warm regards,
[Your Name]
[Your Job Title]
Example 4: Retirement
Dear [Employee’s Name],
Congratulations on your upcoming retirement! While we will certainly miss your presence here at [Company Name], we are excited for you as you begin this new chapter in your life.
To ensure a smooth transition, please review the following offboarding steps:
- Set a date for your farewell party on [date].
- Return any company property prior to your last working day.
- Participate in the exit interview to share your experiences and feedback with us.
If you need any assistance in your transition or have questions, please let us know. Enjoy every moment of your retirement!
Best wishes,
[Your Name]
[Your Job Title]
Example 5: End of Contract
Dear [Employee’s Name],
As your contract with [Company Name] comes to an end on [date], we want to take this opportunity to thank you for your hard work and dedication during your time with us. Your contributions have made a positive impact on our team.
Please follow these offboarding steps:
- Return any company equipment by [date].
- Complete your exit interview, which is scheduled for [date].
- Ensure that all documentation of your work is properly handed over to [Colleague’s Name].
We wish you all the best in your future endeavors, and please do not hesitate to reach out if you need assistance or have any questions.
Sincerely,
[Your Name]
[Your Job Title]
Creating the Perfect Offboarding Email to Employees
When an employee decides to leave your company, the offboarding process is super important. One of the key parts of offboarding is crafting a thoughtful email that communicates all necessary details while making the employee feel appreciated. Here’s a simple guide to structure that offboarding email.
1. Start with a Warm Greeting
Begin your email with a friendly greeting. Use the employee’s first name to keep the tone personal. For example:
“Hi [Employee’s Name],”
2. Acknowledge Their Departure
Next, acknowledge their decision to leave and express your sentiments. This helps set a positive tone for the email.
- Thank them for their hard work and contributions.
- Wish them well on their new journey.
Example:
“We’re really going to miss you! Thank you for all the great work you’ve done during your time with us. We wish you the best as you step into this new chapter of your career!”
3. Key Information Section
In this part, you need to provide essential information regarding their departure. Use bullet points or a table to make it easy to digest. Here’s what to include:
- Last working day
- Details about final paycheck and benefits
- Return of company property
- Exit interview scheduling
| Information | Details |
|---|---|
| Last Working Day | [Date] |
| Final Paycheck | [Details about amount and when they’ll receive it] |
| Company Property | [Instructions on what to return and when] |
| Exit Interview | [Link or instructions to schedule] |
4. Offer Assistance
It’s nice to offer help even after they leave. This could be in the form of references or answering any lingering questions.
Example:
“If you have any questions about the exit process or need assistance down the line, feel free to reach out. I’m here to help!”
5. Create a Farewell Opportunity
End your email by inviting colleagues to say goodbye. This promotes a supportive environment and fosters community.
Example:
“We’ll be hosting a small farewell gathering on [Date] at [Location]. We’d love for you to join us and say goodbye to the team!”
6. Wrap It Up Nicely
Finish the email with a positive sign-off, something like:
“Take care,”
“Best wishes,”
“All the best,”
Follow it with your name and job title. This adds a personal touch to the closing of your email.
Using this structure helps ensure you cover all necessary points while keeping the email friendly and professional. It’s all about making the departing employee feel valued as they embark on their next adventure!
What is the Purpose of an Offboarding Email?
An offboarding email serves to communicate the conclusion of an employee’s time at a company. It aims to inform the departing employee about the next steps in the offboarding process. This email clarifies various details, such as the final work schedule, handover responsibilities, and the return of company property. It may also include information about their final paycheck and benefits. The email helps ensure a smooth transition for both the employee and the organization. It fosters professionalism and closure by expressing appreciation for the employee’s contributions.
What Should be Included in an Offboarding Email?
An effective offboarding email should contain specific elements. Start with a clear subject line that indicates the email’s purpose. A warm greeting sets a positive tone. Clearly state the employee’s last working day. Include details about any required exit interviews or paperwork. Clearly outline the handover process for tasks and projects the employee is responsible for. Mention the procedure for returning equipment or access cards. Discuss any final payments or benefits, providing necessary contacts for questions. Conclude with a message of gratitude, wishing the employee success in their future endeavors.
How Can Offboarding Emails Affect Company Culture?
Offboarding emails can significantly impact company culture. A well-crafted email reflects respect for the departing employee. It shows that the organization values its workforce. This acknowledgment improves morale among remaining employees. A professional offboarding process encourages positive relationships, even after an employee leaves. It promotes an environment of transparency and support. When departing employees feel appreciated, they may become advocates for the company. This practice can enhance the company’s reputation in the job market, making it an attractive place for future talent.
Thanks for sticking around and checking out our sample offboarding email! We hope it helps you craft a thoughtful goodbye that keeps the door open for future connections. Remember, parting ways doesn’t have to be awkward; it can be a chance to celebrate what’s been accomplished and wish each other well. Don’t forget to swing by again soon for more helpful tips and resources—we love having you here!