Offboarding is as crucial as onboarding in the recruitment process. Crafting an effective offboarding email requires professionalism and empathy to ensure a smooth transition for departing employees. This post provides templates like Farewell Announcement, Exit Interview Invitation, and more to streamline the process.
Avoid common pitfalls in offboarding emails by maintaining clarity and respect. These templates help recruiters manage the offboarding process efficiently, ensuring all necessary steps are communicated clearly. For more insights on handling recruitment challenges, explore our recruitment strategies.
Table of contents
Crafting a Professional and Empathetic Offboarding Email
Farewell Announcement Email Template
Exit Interview Invitation Email Template
Return of Company Property Email Template
Final Pay and Benefits Email Template
Access Termination Email Template
Farewell Thank You Email Template
Avoiding Pitfalls in Offboarding Emails
Download Offboarding Checklist Email Templates in multiple formats
Crafting a Professional and Empathetic Offboarding Email
Saying goodbye to an employee is never easy, but a well-crafted offboarding email can make the transition smoother for everyone involved. This section will guide you through creating an email that strikes the right balance between professionalism and empathy.
Start with a warm greeting and acknowledge the employee's contributions. Express gratitude for their work and mention specific achievements or positive impacts they've made during their time with the company.
Provide clear instructions on the offboarding process and next steps. Include details about exit interviews, returning company property, and final paycheck information to ensure a smooth transition.
Offer support and resources for the employee's future endeavors. This could include reference letters, networking opportunities, or access to career services if available.
End the email on a positive note, wishing the employee well in their future endeavors. Invite them to stay in touch and leave the door open for potential future collaborations if appropriate.
Farewell Announcement Email Template
Use this template to inform the team about an employee's departure. It helps maintain transparency and allows colleagues to say their goodbyes, fostering a positive workplace culture.
Subject: Farewell Announcement for [Employee's Name]
Dear [Team/Department Name],
I hope this message finds you well. I am writing to let you know that [Employee's Name] will be leaving [Company Name] on [Last Working Day].
[Employee's Name] has been an important part of our team, contributing to [mention any specific projects, achievements, or qualities]. We are grateful for their hard work and dedication.
Please join us in wishing [Employee's Name] all the best in their future endeavors. Feel free to drop by their desk or send them a message to say goodbye.
Thank you for your attention.
Best regards,
[Your Name] [Your Position] [Company Name]
Exit Interview Invitation Email Template
Invite departing employees to an exit interview to gather insights on their experience. This feedback can be invaluable for improving your employee onboarding process.
Subject: Invitation to Exit Interview - [Employee Name]
Hi [Employee Name],
As you prepare for your departure from [Company Name] on [Last Day of Employment], we would greatly appreciate the opportunity to conduct an exit interview with you.
Your feedback is important to us. It helps us understand your experience at [Company Name] and identify areas where we can improve. This interview is a chance for you to share your thoughts on your role, team, the company culture, and anything else you feel is relevant.
The interview will be conducted by [Interviewer Name] on [Date] at [Time] in [Location/Platform - e.g., Conference Room A/Google Meet]. It will last approximately [Duration - e.g., 30-60 minutes].
Of course, participation is entirely voluntary. If you are willing to participate, please confirm your availability by replying to this email by [Response Deadline]. If the proposed time doesn't work for you, please suggest alternative times that fit your schedule.
We understand that you're busy preparing for your next adventure, and we appreciate you considering this request.
We wish you all the best in your future endeavors!
Sincerely,
[Your Name/HR Department] [Company Name]
Return of Company Property Email Template
This template ensures that all company property is returned before an employee's departure. It's essential for maintaining inventory and security protocols.
Subject: Gentle Reminder: Returning Company Property
Hi [Employee Name],
As your last day on [Date] approaches, we wanted to send a friendly reminder about returning company property. Getting this back helps us keep track of everything and ensures a smooth offboarding process for you.
Please return the following items by [Date - Ideally a day or two before their last day]:
- Laptop (and charger)
- Mobile phone
- Company car (if applicable)
- Access badges/keys
- Any other company-owned equipment or documents
Please bring these items to [Location - e.g., IT Department, Reception]. If you're working remotely, please coordinate with [Contact Person] at [Contact Email or Phone Number] to arrange for return shipping. We can provide a prepaid shipping label if needed.
If you've already returned these items, please disregard this email. If you have any questions or foresee any issues, please don't hesitate to reach out. We want to make this as easy as possible for you.
Thanks so much for your cooperation, and we wish you all the best in your future endeavors!
Best regards,
[Your Name/HR Department] [Company Name]
Final Pay and Benefits Email Template
Clarify the details of final pay and benefits to departing employees. This helps avoid any confusion and ensures a smooth transition for both parties.
Subject: Your Final Paycheck and Benefits Information - [Company Name]
Hi [Employee Name],
As you prepare for your last day on [Date], we want to provide you with some important information regarding your final paycheck and benefits.
Final Paycheck:
- Your final paycheck will be issued on [Date of Paycheck] and will include payment for all hours worked through your last day, [Date].
- It will be delivered via [Delivery Method - e.g., direct deposit to your usual account, physical check mailed to your address on file].
- The gross amount will be [Dollar Amount], with deductions for [List Deductions - e.g., taxes, 401k contributions, etc.].
- You can access your final paystub through [Platform - e.g., ADP, company intranet] on [Date Paystub Available].
Benefits Information:
- Health Insurance: Your health insurance coverage will continue through [Date]. You will receive information from [Insurance Provider] regarding COBRA options if you wish to continue your coverage.
- Dental & Vision Insurance: Similar to health insurance, your dental and vision coverage will end on [Date]. COBRA information will also be provided for these benefits.
- 401(k): Information regarding your 401(k) plan and options for rolling over or managing your account will be sent to you by [Plan Administrator/Company Contact] within [Number] weeks.
- Stock Options (if applicable): Please refer to your stock option agreement for details on vesting and exercise timelines. [Company Contact] can answer any specific questions you have.
Other Important Items:
- Please return all company property, including laptops, mobile phones, and access badges, to [Location/Contact Person] by [Date].
- Your employee access to company systems will be deactivated on [Date].
We wish you the best in your future endeavors! Please don't hesitate to reach out to [HR Contact] at [Email Address] or [Phone Number] if you have any questions.
Sincerely,
The [Company Name] Team
Access Termination Email Template
Notify relevant departments about terminating access to company systems for a departing employee. It's crucial for safeguarding sensitive information and maintaining security.
Subject: Access Termination for [Employee Name] - [Employee ID]
Hi Team,
This email is to inform you that [Employee Name], [Employee ID], will be leaving Adaface on [Last Day of Employment].
Kindly revoke their access to the following systems by the end of their last day, [Last Day of Employment]:
- Email Account: [Employee Email Address]
- Company Network: [Network Details]
- Software Licenses: [List Specific Software]
- Internal Tools: [List Internal Tools]
- Any other relevant systems or platforms.
Once access has been terminated, please confirm by replying to this email.
If you have any questions or require further information, please don't hesitate to reach out. Let's ensure a smooth and secure offboarding process for [Employee Name].
Thanks,
[Your Name] [Your Title] Adaface
Farewell Thank You Email Template
Express gratitude to the departing employee for their contributions. A heartfelt thank you can leave a lasting positive impression and encourage future networking opportunities.
Subject: Wishing you all the best, [Employee Name]!
Hi [Employee Name],
As your last day with [Company Name] approaches, we wanted to take a moment to express our sincere gratitude for your contributions during your time here.
We truly appreciate your hard work, dedication, and the positive impact you've had on the team. We've enjoyed having you as part of [Team Name/Company Name].
We wish you the very best in your future endeavors and hope you find success and fulfillment in your next chapter. Please keep in touch!
Here's how you can stay connected:
- Connect with [Your Name/HR Contact] on LinkedIn: [LinkedIn Profile URL]
- Join our company alumni group on [Platform, e.g., LinkedIn, Facebook]: [Group Link]
We wish you a smooth transition and all the best!
Best regards,
[Your Name] [Your Title] [Company Name]
Download Offboarding Checklist Email Templates in multiple formats
Avoiding Pitfalls in Offboarding Emails
Offboarding emails are a critical part of the employee exit process. However, many recruiters make mistakes that can leave a sour taste and damage the company's reputation.
Lack of personalization: Generic, copy-paste emails fail to acknowledge the departing employee's contributions. Take time to mention specific achievements or positive memories.
Forgetting important details: Omitting key information like final paycheck date, benefits status, or return of company property can lead to confusion. Create a checklist to ensure all crucial points are covered.
Poor timing: Sending the email too early can be jarring, while sending it too late can seem inconsiderate. Aim for a balance, typically 1-2 weeks before the employee's last day.
Neglecting to maintain connections: Failing to express interest in staying in touch or joining a talent pool is a missed opportunity. Include language that leaves the door open for future interactions.
Offboarding Checklist Email Template FAQs
What should be included in an offboarding email?
An offboarding email should include key information such as the employee's last working day, details about the exit interview, and instructions for returning company property.
How can I make offboarding emails more empathetic?
Use a respectful tone, acknowledge the employee's contributions, and provide clear information to support their transition.
Why is it important to send an access termination email?
An access termination email ensures the security of company data by outlining when and how the employee's access to systems will be revoked.
Should offboarding emails be personalized?
Yes, personalizing offboarding emails can make the process more respectful and considerate, acknowledging the employee's unique contributions.
Can offboarding emails impact future recruitment?
Yes, a professional offboarding process can enhance the company's reputation, making it more attractive to potential candidates.
40 min skill tests.
No trick questions.
Accurate shortlisting.
We make it easy for you to find the best candidates in your pipeline with a 40 min skills test.
Try for freeRelated templates
Join 1200+ companies in 80+ countries.
Try the most candidate friendly skills assessment tool today.
40 min tests.
No trick questions.
Accurate shortlisting.
No trick questions.
Accurate shortlisting.