Leaving a company is a major career milestone. A graceful exit helps you maintain good relationships, protect your reputation, and preserve connections that may have taken years to build. So why send a farewell email instead of quietly slipping out the door? A farewell email provides clarity on your departure date and creates a clear point of transition as you move out of your role. It also offers a chance to thank colleagues and teams and leave a lasting positive impression. And finally, a farewell email leaves space for future networking opportunities - sharing your personal contact information helps you stay connected with colleagues.
Read on to discover the key elements of an effective farewell email, sample farewell emails for every scenario and best-practice tips for the tone and format of your farewell email.
How to write an effective farewell email
A good farewell email doesn’t need to take hours to write. But it should be crafted with care. To leave on a positive note, make sure your goodbye message includes these elements.
Clear subject line
If you have a short notice or you’ve been working remotely, there’s always a chance that some colleagues don’t yet know you’re leaving. Make it clear in your subject line that you’re saying goodbye to ensure they open the email.
Warm greeting
The goal here is to keep the tone of the email warm, professional and clear. If you’re sending the email to multiple recipients, “Hello Everyone” or “Dear Team” are both good options.
Departure announcement and gratitude
Reiterate that you’ll be leaving, and confirm your final working day. Take a moment to thank any specific individuals or teams that you’d like to mention and feel free to share any positive reflections from your time at the company.
Role handover
Briefly state who will be taking over your responsibilities and when this begins. If pre-approved, share their contact details in your email.
Personal contact information
Close with your personal contact info to keep the networking door open. According to Forbes, a personal email or LinkedIn profile is enough to show you’re leaving, but not cutting ties.
Mention your next role (optional)
If you have another role already lined up, you can share the company you’ll be joining and what you’ll be working on next. No role confirmed, or moving to a competitor? Best to leave this blank.
Farewell email templates for every scenario
Follow our farewell email templates to close out your role on a positive note, regardless of the circumstances.
Below you’ll find five useful template emails:
- General professional goodbye email
- Informal farewell email for close team
- Farewell email for retirement
- Farewell email for a sudden departure
- Farewell email for leaving on difficult terms
1. General professional goodbye email
Subject: Farewell and Thank You
Hello Everyone,
I’m writing to let you know that I’ll be leaving [Company] on [final day]. It has been a real privilege working with you, and I’m grateful for the support, collaboration, and kindness I’ve experienced here.
During my remaining time, I’ll be handing over my responsibilities to [Name/Team]. From [handover date], please feel free to reach out to them directly at [email/contact].
Although I’m excited about the next chapter, I’ll miss working with such a talented group of people. Please stay in touch. You can reach me at [personal email] or connect with me on LinkedIn here: [LinkedIn URL].
Wishing you all the best,
[Your Name]
2. Informal farewell email (close team)
Subject: A Big Thank You and Goodbye
Hi Team,
I can’t believe it’s already time to say goodbye! My last day at [Company] will be [final day], and I just wanted to take a moment to thank you all for making my time here so enjoyable. From [inside joke/project memories] to the countless coffee runs, I have so many good memories.
I’ll be handing things over to [Name], who will be taking the lead from [handover date]. You’ll be in great hands.
Please keep in touch. I’d love to hear what you’re all up to in the future. You can reach me at [personal email] or find me on LinkedIn: [LinkedIn URL].
Looking forward to catching up again soon,
[Your Name]
3. Retirement / long tenure farewell email
Subject: Thank You for an Incredible Journey
Dear Colleagues,
After [X] wonderful years at [Company], the time has come for me to retire. My final working day will be [date].
Looking back, I feel deeply grateful for the opportunities I’ve had here, the friendships I’ve made, and the countless projects we’ve worked on together. It has been a privilege to watch the company grow and to share so many experiences with you.
I’ll be transitioning my responsibilities to [Name/Team] from [handover date], and I have every confidence in their leadership.
Although I’m retiring, I look forward to staying in touch. Please feel free to reach me at [personal email] or connect with me on LinkedIn: [LinkedIn URL].
Thank you for making this such a meaningful chapter of my life.
Warm regards,
[Your Name]
4. Sudden departure farewell email
Subject: Thank you and farewell
Hello Everyone,
I’m writing to let you know that I’ll be leaving [Company], with my last day being [date]. I appreciate that this comes on short notice, and I apologize if it’s unexpected.
In the meantime, I’ve been working with [Manager’s Name / Team] to ensure a smooth handover. From [handover date], please direct any questions to [Name] at [email/contact].
Thank you all for the support and collaboration during my time here. I’ve truly valued the opportunity to work alongside you.
Please do keep in touch. You can reach me at [personal email] or via LinkedIn: [LinkedIn URL].
All the best,
[Your Name]
5. Leaving on difficult terms
Subject: Moving On
Dear Team,
I wanted to let you know that I’ll be leaving [Company], with my last working day on [date].
I’m grateful for the chance to learn and grow here, and I’ve appreciated the support of many of you along the way.
My responsibilities will be handed over to [Name/Team] from [handover date]. For anything related to my current projects, please reach out to them directly at [contact].
If you’d like to stay connected, I’d be glad to hear from you. You can reach me at [personal email] or on LinkedIn: [LinkedIn URL].
Best regards,
[Your Name]
Tone and formatting tips for your farewell email
Your farewell email is a reflection of you and how you work. These tips will help you stay on course, without risking a farewell essay or an email littered with typos.
1. Consult your manager
Before hitting send, check that your manager is happy for your digital sign-off to go live. It may be that they’re still communicating your departure to other teams and need more time to cover all stakeholders.
2. Be clear and concise
There’s no need for a lengthy farewell. Keep sentences short and concise, only sharing essential information (such as dates) and brief reflections. If you have more to say, in-person conversations or 1:1 emails are the best place for this.
3. Match the tone to the workplace culture
If it’s common for internal emails to take a formal tone, it’s safest to match this style. That said, this is a personal goodbye and there’s no need for sentences to feel robotic.
4. Keep it positive
This isn’t the moment to air your dirty laundry or sabotage your manager with a passive-aggressive takedown. Whatever terms you’re leaving on, keep the tone positive and light. Ultimately this will protect your reputation and avoid fuelling gossip about your departure.
5. Proofread to avoid typos
There’s nothing worse than signing off “Beast regards.” Especially in what may be your final email. Take 5 minutes to review your email before sending and run it through an AI proofreader to guard against errors.
6. Send on your final day (or near enough)
Don’t send your farewell email weeks in advance, it may confuse colleagues. Send it about 24 hours before your last day. This allows people to reply while keeping your departure date clear.
Farewell email FAQs
Do I need to send a farewell email to everyone?
Not necessarily. A company-wide message is a good way to make sure no one is left wondering where you’ve gone, especially if you’ve worked across different teams. That said, you may also want to send more personal notes to close colleagues or mentors.
Should I include my new job details?
Sharing your next role is optional. If you feel comfortable, you can mention your new company and job title, it’s a good way to stay connected and make networking easier in the future. However, if you don’t have another role lined up yet, or if you’re moving to a competitor, it’s fine to keep this section blank.
Is it okay to keep a farewell email very short?
Yes, a farewell email doesn’t need to be long. A few clear sentences that confirm your departure date, thank your colleagues, and include your contact details are often enough. If you’d like to share more reflections or memories, you can do that in individual conversations or in smaller team emails.
What’s the difference between an email to the whole team versus one to a close colleague?
An all-staff farewell email should stay professional and concise, focusing on clarity, gratitude, and transition details. A note to a close colleague or team can be more personal; you might share specific memories, inside jokes, or express appreciation for their support in greater detail. Adjust the tone to match the relationship.