Farewell Letter and Introduction to Replacement

A farewell letter and introduction to replacement is an official document that gives recipients notice that you are leaving the company. It also provides an introduction for the person who will take your place on the job. The document serves two main purposes. It allows you to say goodbye to your colleagues, supervisor, and clients.


The introduction of your replacement provides the team you are leaving with the knowledge that someone is coming in to fill the gap and carry out the duties of the position you’re vacating.

Writing a Farewell and Introduction to Replacement Letter

  • The letter should address your supervisor and co-workers. It may also be sent to clients if appropriate for your situation.
  • The letter should be brief and stick to the main points. You are saying goodbye, thanking colleagues for the time spent together, introducing your replacement, and wishing everyone well.
  • Maintain a positive tone. Avoid any negative references in this letter and keep it upbeat. This will help you leave a positive impression on those you are addressing.
  • Keep the wording professional yet friendly. Check your spelling, grammar, and clarity by proofreading before you send it.
  • Provide relevant information for those who remain. State your last day at work as a preface to the introduction of your replacement.


  • Express your positive feelings about the time you spent with colleagues but keep it brief.
  • Maintain honesty and genuineness in the letter. Your sincerity will have a more significant impact
  • Avoid language that rambles. Be as concise as possible when conveying your feelings, and stay on point.

Farewell Letter and Introduction to Replacement (Format)

This letter format is a fillable template that gives you an idea of starting your farewell and introduction to the replacement letter. It can be customized by changing the words in parenthesis to suit the situation. It will help you get started with a basic format for the structure and layout of the letter.

[Your name]

[Your address]

[Your phone number]

[Your email address]


[Recipient Name]

[Recipient Address]

[Subject in bold describes the intention of the letter]

Dear [Name of recipient],

I am writing this letter to inform you that I have accepted a new job at [name of new company]. My last day at [name of current company] will be [last day you will work]. While I am excited about the new opportunity, it is with sadness that I must say goodbye to my friends and colleagues at [name of company].

[Name of replacement] will be taking over my responsibilities on [date of start]. [He/she] will become a valued member of the team, bringing years of experience and knowledge to the job, and a solid track record for meeting deadlines. I

I am thankful for the opportunity to work with knowledgeable and competent co-workers, many I consider friends. I’ve learned from each of you, and have grown professionally as a result of our time together. I wish you the best of success as you continue in your good work at [name of company].

I hope that our paths will cross again. If you have any questions or concerns, you may reach me at the telephone or email address provided above. Best wishes for continued success.


[Your name]

Sample Goodbye and Introduction to Replacement Letter

This is an example of what a farewell letter and introduction to a replacement should look like. While you can make any needed customizations, it gives you an idea of the basic outline and tone.

Alexander Smith

92778 North Basin Street

Elmwood, California 99098

Phone: (576) 868-0087

Email: ASmith@gmail.com

October 20, 2020

John Nelson

Director, Human Resources

Jackson-Anders Inc

3827 Ashe Ave

Elmwood, California 99098

Dear Mr. Nelson,

I am writing this letter to inform you that I’ve been hired for the Accountant II position at Browne-Axel Accounting. My last day at Jackson-Anders Inc. will be October 31, 2020. I want to thank you for the opportunity to work with you at Jackson-Anders. I learned a great deal under your mentorship. While I’m excited about the new opportunity, it is with sadness that I leave the supportive and professional environment that you and my colleagues provided. My replacement is Sally Jones. She brings over 25 years of accounting experience to the job with a positive and friendly manner. She is currently in training and will be ready to assume the full scope of responsibilities after the day of my departure.

I wish you the very best for continued success at Jackson-Anders, Inc. and I hope that our paths will cross again. Thanks again for everything.


Alexander Smith

Farewell Letter and Introduction to Replacement (Word Template)


Writing a farewell letter to colleagues, supervisors, and clients is much easier when you have a template to guide you. We provided an example addressed to a supervisor; however, the tone can be switched to be more personal for colleagues that you consider to be friends. There are many ways that the basic format can serve you in writing a variety of farewell and introduction to replacement letters for the people you share different relationships with.