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Farewell Email to Colleagues Templates
Nine farewell emails for colleagues, your team, your manager, clients, retirement and layoffs, plus subject lines, timing and notes for leavers.
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What you get
- Nine complete farewell emails you can edit in five minutes
- Subject lines that get opened without sounding dramatic
- When to send, who to send to, and what to check with HR or your manager first
- What to leave out: grievances, poaching, confidential details
- Short messages to write to a colleague who is leaving
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Subject lines
| Situation | Subject line |
|---|---|
| Company-wide or department | Thank you and goodbye from [Name] |
| Your team | My last day is Friday – thank you, team |
| Clients | Update on your [Company] contact |
| Retirement | Signing off after [N] years – thank you |
1. Farewell email to colleagues (standard)
Subject: Thank you and goodbye from [Name] Hi everyone, As some of you know, [Friday, October 9] is my last day at [Company]. I'm moving on to a new role [at (Company) / in (field)]. I've learned a lot here over the past [number] years, especially from [team or people], and I'm proud of what we did together on [project]. Thank you for the help, the patience and the good humor along the way. [Successor name] will be taking over [responsibilities]; you can reach them at [email]. After Friday you can find me at [personal email] or on LinkedIn at [profile URL]. All the best, [Name]
2. Farewell email to your team
Subject: My last day is Friday – thank you, team Hi team, This is my last week, and I wanted to say thank you properly. Working with you has been the best part of this job. [Name] taught me how to [specific skill], [Name] never once said no when I needed a second pair of eyes, and I'll miss our [weekly ritual]. My handover notes are in [location]. [Name] is picking up [area] and [Name] is covering [area] until the role is filled. Please stay in touch: [personal email / LinkedIn]. And if you ever need a reference, just ask. [Name]
3. Farewell email to your manager
Subject: Thank you Hi [Manager name], Before I go, I wanted to thank you for the last [number] years. You gave me [specific opportunity, e.g. the chance to run the HRIS project when I had never led one], and your feedback on [area] changed how I work. I've finished the handover document and walked [Successor] through the open items. If anything comes up after I leave, I'm happy to answer a quick question at [personal email]. I hope we get to work together again. Best, [Name]
4. Farewell email to clients
Subject: Update on your [Company] contact Dear [Client name], I wanted to let you know that I'm leaving [Company], and my last day will be [Date]. It's been a pleasure working with you on [account or project]. From [Date], [Successor name] will be your main contact. [He / She / They] has been part of the account team since [time] and already knows [specific context]. You can reach [Successor] at [email] or [phone]. Thank you for your business and your trust. I wish you and the team every success. Best regards, [Name]
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How to use this template
- 1
Check timing and audience with your manager
Your manager and HR usually want the team told first. Client emails often need approval and a named successor.
- 2
Send on your last day or the day before
Mid-morning on the second-to-last day gives people time to reply and say goodbye in person. Last-afternoon emails often go unread.
- 3
Pick a sample and make it specific
Add one real memory or thank-you. A specific line ('thanks for covering my open enrollment calls in March') lands better than a paragraph of general gratitude.
- 4
Add personal contact details
Share a personal email or LinkedIn profile if you want to stay in touch. Do not use company channels to recruit colleagues to your new employer.
Frequently asked questions
What do you write in a farewell email to colleagues?
Say when your last day is, thank people with at least one specific memory or example, name who is taking over your work, and share personal contact details if you want to stay in touch. Keep it to three or four short paragraphs and leave out complaints or the details of why you are leaving.
When should you send a farewell email?
On your last day or the day before, mid-morning, after your manager has told the team. That gives colleagues time to reply or stop by. Client farewell emails often go out a week or two earlier so the handover to your successor can happen while you are still there.
Should you say where you are going in a farewell email?
It is optional. Mentioning a new employer to colleagues is common and usually fine. Avoid it in emails to clients if you have a non-solicitation agreement, or if your employer has asked you not to, and never use the email to recruit colleagues or clients.
Should you send a farewell email if you were laid off?
Yes, if you still have access and your employer allows it. Keep it gracious and factual: your last day, thanks, handover details, and that you are looking for your next role. Many people in layoffs find leads through farewell emails and LinkedIn posts.
How long should a farewell email be?
Under 200 words for a company-wide or department email. A note to your own team or manager can be a little longer and more personal. Chat channel messages should be one to three sentences.