Hey there, folks!
Are you happy with the way you say goodbye to your employees?
Offboarding a team member can be a tricky task. It’s not just about saying goodbye; it’s also about leaving a great impression and ensuring a smooth transition for the person departing.
Whether you’re an entrepreneur, a manager, or an HR specialist, you need to know how to create a meaningful offboarding process that addresses the needs of both the employee leaving and the team staying behind.
One of the most critical pieces of the puzzle is the offboarding email. It’s the last communication you’ll have with the departing employee, so it needs to be spot-on.
To help you create a great offboarding email that’s effective and professional, we’ve compiled some examples you can use as a starting point. You can edit them as needed to fit your company’s tone and culture.
Here’s a sample offboarding email you may find useful:
Dear [Name of Employee],
As you know, your time with [Company Name] is coming to an end, and we wanted to take a moment to thank you for your valuable contributions to our team. We are grateful for the time that you spent with us, and we appreciate your exceptional work and dedication.
As you move on to your next opportunity, we want to make sure that your transition is as smooth as possible. We’ve put together some information that may help with your departure, including details on your final paycheck, benefits, and any other official paperwork that needs to be completed.
We also wanted to remind you that you’re welcome to visit us in the future, and we hope that you’ll stay in touch with the team. Our door is always open, and we’re happy to provide any references or support you need in your next career step.
Thank you again for everything you’ve done for us, and we wish you the best of luck in your future endeavors.
Sincerely,
[Your Name], [Your position]
Want to see more samples and tips for crafting an effective offboarding email? Check out our comprehensive guide on [Link to the guide] and say goodbye to your employees the right way!
The Best Structure for a Sample Offboarding Email
When it comes to offboarding an employee, it’s important to do so on a positive note. Even if the employee is leaving on less than ideal terms, it’s important to remain professional and leave a good impression. One way to do this is by using a well-structured and thoughtfully worded offboarding email. Here are a few tips for creating the best structure for a sample offboarding email.
Firstly, start off with a warm introduction. Begin the email with a greeting, expressing your appreciation for the employee’s time and contributions to the company. This will set a positive tone for the rest of the email and show that you value their work.
Next, explain the reason for the employee’s departure. Be honest and transparent, but avoid getting into too much detail. If the employee is leaving because of a difficult situation or performance issues, it’s best to keep the explanation brief and professional.
After that, provide any necessary information about the employee’s exit process. If there are guidelines to follow regarding returning equipment or completing necessary paperwork, include this information in the email. You want to make the offboarding process as smooth as possible for both the employer and the employee.
Additionally, thank the employee for their time and work. Express gratitude for the contributions they’ve made to the company and acknowledge any achievements or milestones they’ve accomplished during their time with the organization.
Finally, offer your support. End the email on a positive note by expressing your willingness to provide references or help with any future career goals. This will show that you genuinely care about the employee and want to maintain a positive relationship going forward.
Overall, the best structure for a sample offboarding email involves a warm introduction, clear explanation of the departure, necessary information about the exit process, appreciation for the work the employee has done, and offers of support for the future. A well-structured offboarding email can help maintain a positive relationship with a departing employee and ensure a smooth transition for both parties.
Seven Sample Offboarding Email Templates for Different Reasons
Sample Offboarding Email Template – Resignation
Dear [Employee’s Name],
We are writing to confirm that we have received your resignation letter and will process it accordingly. We appreciate your contributions to our team and will miss your presence in the office.
We would like to remind you of your responsibilities during your notice period, including the completion of all outstanding tasks and the proper handover of your duties. You can reach out to your manager or HR for any queries or concerns.
Thank you again for your service to the company and best of luck in your future endeavors.
Sincerely,
[Your Name]
Sample Offboarding Email Template – End of Contract
Dear [Employee’s Name],
We regret to inform you that your contract with our company has come to an end. We would like to thank you for your hard work and dedication during your time here.
Please ensure that you complete all assigned tasks and return all company property before your last day of work. Your final paycheck will be processed as per our company policy.
We wish you all the best in your future endeavors and hope that you will remember your time here fondly.
Best regards,
[Your Name]
Sample Offboarding Email Template – Termination
Dear [Employee’s Name],
We regret to inform you that your employment with our company has been terminated due to [reason for termination]. We appreciate your contributions during your time here and wish you all the best.
Please note that the company has also processed all outstanding entitlements including accrued annual leave, severance pay and other employment benefits as per applicable law.
Your return of company property is expected within [specified timeline]. Please arrange with your manager or HR to facilitate return of the property.
If you have any queries or concerns, please reach out to your manager or HR for clarification.
Your final paycheck will be processed as per our company policy.
Respectfully,
[Your Name]
Sample Offboarding Email Template – End of Internship
Dear [Intern’s Name],
We would like to thank you for your contributions during your internship with our company. We hope that your experience has been fulfilling and enriching.
Please ensure that you complete all assigned tasks and return all company property before your last day of work. We would appreciate any feedback you may have about your experience with us.
We wish you all the best in your future endeavors and hope that you will remember your time here fondly.
Best regards,
[Your Name]
Sample Offboarding Email Template – Retirement
Dear [Employee’s Name],
We are writing to confirm that we have received your retirement letter and will process it accordingly. We would like to thank you for your years of service to our company.
Please ensure that you complete all assigned tasks and return all company property before your last day of work. We would appreciate any feedback you may have about your experience with us.
We hope you enjoy your well-deserved retirement and wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Sample Offboarding Email Template – Layoff
Dear [Employee’s Name],
We regret to inform you that we need to let you go due to [reason for layoff]. We would like to thank you for your contributions during your time here and recognize your achievements in the company.
Please note that your final paycheck will include any accrued vacation pay, statutory holiday pay or severance pay entitlement owed to you under the Employment Standards Act. You will also receive any eligible benefits as per company policy.
Please return all company property by [specified date] so we can complete exit formalities. We will be available to answer any questions or concerns you may have during this process.
We wish you all the best in your future endeavors.
Best regards,
[Your Name]
Sample Offboarding Email Template – End of Project
Dear [Employee’s Name],
We would like to thank you for your contributions to the project, which has reached its completion. Your hard work and dedication have been greatly appreciated.
Please ensure that you complete any remaining tasks and return any project-related property before your last day of work. It has been a pleasure to have you as part of our team.
We wish you all the best in your future endeavors and hope that you will remember your experience on this project fondly.
Best regards,
[Your Name]
Tips for Writing an Effective Sample Offboarding Email
Offboarding an employee can be a difficult task for any HR department. Traditionally, employers would send a generic email to the entire company announcing the departure of an employee. However, to maintain dignity and professionalism, an offboarding email should be a personalized message for the departing employee. Here are some tips to help you create an effective sample offboarding email.
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Begin with a personalized greeting.
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Express gratitude for their contributions.
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Be empathetic and positive.
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Include a timeline of their final days.
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Remind them of the company’s goals and culture.
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Include information about benefits, references, and exit interviews.
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End on a positive note.
Addressing the email with the employee’s name is a show of respect and appreciation for their time at the company.
Thank the employee for their hard work, dedication and the meaningful contributions they made towards the growth of the company. Highlight specific achievements and successes in their time with the organization.
Leaving a job can be an emotional experience, and it is important to acknowledge and empathize with the employee’s feelings. Offer support and encourage them to continue pursuing their career goals.
Provide a clear and concise outline of the employee’s final days, including any meetings and deadlines they need to complete before they leave. This communication will ensure that their work is handled and closed appropriately.
Gently remind the departing employee of the company’s goals and mission statement. Encourage them to continue to live out the company culture in their future endeavors.
Provide guidance on how to access benefits, request a reference, and participate in an exit interview. This information adds value to the employee’s exit experience.
Finally, end the email on a positive note. Wish them the best of luck and remind them that they are still a valued member of the company’s network. Maintaining a positive relationship with former employees can lead to future opportunities for both parties.
Taking the time to write a thoughtful and empathetic offboarding email reflects well upon the company and reinforces positive memories for the departing employee. By following these tips, you can create an effective offboarding email that leaves a lasting impression.
FAQs related to Sample Offboarding Email
What is an offboarding email?
An offboarding email is sent to an employee who is leaving the company, informing them of the necessary procedures that need to be followed.
What should be included in an offboarding email?
An offboarding email should cover important details, such as the last date of employment, final payment details, contact information, return of company property, employee benefits, and any other relevant information.
Can I personalize the offboarding email?
Yes, it is recommended to personalize the email by addressing the employee by their name and adding a personalized message to show gratitude for their service.
What is the best time to send offboarding emails?
The best time to send offboarding emails is one or two days prior to the last day of employment, as this gives the employee enough time to review and ask any questions if they need to.
How do I ensure that the employee receives the offboarding email?
You can ask the employee to confirm their email address and also verify if they have received the email. Additionally, you can send a read receipt request to ensure that they have received and read the email.
What should I do if the employee has not returned company property?
You should follow up with the employee and remind them of any outstanding company property that needs to be returned. Additionally, you can mention the consequences of not returning the property.
What is the purpose of mentioning employee benefits in the offboarding email?
The purpose of mentioning employee benefits in the offboarding email is to ensure that the employee is aware of their benefits and knows how to access them after they leave the company.
Can I include the employee’s exit interview schedule in the offboarding email?
Yes, you can include the employee’s exit interview schedule in the email to ensure that they are aware of this important process.
What should I do if the employee has outstanding tasks?
You should assign someone else to take over the outstanding tasks and ensure that there is no delay in the completion of the tasks.
What should be the tone of the offboarding email?
The offboarding email should be polite and professional, while showing appreciation for the employee’s contribution to the company.
That’s all folks!
And there you have it, a sample offboarding email that will hopefully make your colleague’s departure a little bit more bearable. Remember, the key is to make sure that they feel appreciated and valued, even as they leave the company. Thanks for reading this guide and don’t hesitate to visit us again for more HR tips and tricks!