A farewell letter to employee is a formal correspondence sent by a manager or employer to an employee who is leaving the company for one reason or another. It typically contains a good-natured message wishing the reader the best in their future endeavors.
Whether you have lost your employee to retirement or another job, letting go can prove difficult, especially if you have worked with them for long. A well-written farewell letter can communicate to the employee that they were valuable to you and the company.
Here is everything you need to know to draft this letter.
What to Include in a Farewell Letter
Because a farewell letter tends to carry a personalized message, it is easy to forget that it should be formal when written to an employee. When this happens, you could find yourself writing a lengthy letter with no specific details. An effective farewell letter should include the following:
- Departure Details: Start the letter by mentioning why, when, and how the employee will be leaving the company. This will provide context for the reader and set the tone for the letter.
- Employment Details: Next, you can mention when the employee joined the company and give a brief preview of their impact thus far. Try to be factual and avoid any exaggerations or false statements.
- Gratitude: Express gratitude for the employee’s positive contributions to the company and mention that their absence will be noted in their department.
- Contact Information: Finally, provide your contact information and invite the employee to reach out to you in the future should they require your help.
Writing Tips for a Farewell Letter
Writing a farewell letter to employee requires you to tread a thin line since you want to sound upbeat but not unprofessional. Consider the following tips:
- Keep your letter short, straightforward, and precise.
- Draft a personalized message that doesn’t sound generic or copy-pasted
- Use a polite and professional tone.
- Provide your contact information towards the end of the letter
- Time your letter to shortly before the employee has to leave
- Express gratitude to the employee and wish them the best
Farewell letter to Employee Format
{Date}
{Employee’s Name}
{Company Name}
{Company Address}
{City, State, Zip Code}
Re: Farewell
Dear {Mr./Mrs./Ms. Employee’s Name},
Although the news of your resignation saddened me, I am happy that you will be {mention employee’s reason for leaving, e.g., moving to a higher position}. I am writing this letter to thank you for the time spent with {company name} and to wish you the best in your next job.
The {duration e.g. 7 years} you worked as a {employee’s former position} in {department name} were full of {mention positive qualities}. Your dedication and work ethic have been beyond inspiring, and I am sure your colleagues will miss you.
As you venture into this new opportunity, may your hard work and ethic bring you success.
Thank you and farewell.
Sincerely,
{Your Name}
{Job Position}
Sample Farewell Letter to Employee Who Is Leaving
30 December 2030
Gregory Grey
ABC Company
765 Jolly Road
Jefferson City, MO 99987
Re: Farewell
Dear Mr. Grey,
I recently received your resignation from the position of account manager at ABC Company. While I am sad to see you go, I understand that you must further your studies. I am writing to wish you all the best in this new endeavor, and thank you for your previous dedication.
Your time at ABC Company has been awe-inspiring, especially for someone so young. I hope that your creativity and zeal will continue to mark your work in this new venture and set you apart from the crowd. Your colleagues will surely miss you.
If you ever need assistance, please contact our offices at priscilap@abccompany.com.
Best wishes.
Sincerely,
Priscilla Paul
HR Manager
Sample Thank You Letter to Employee Who Is Leaving a Company
30 December 2030
Lana Bomber
ABC Industries
767 Tristan Road
Fort Worth, IN 46253
Re: Thank You for Your Contributions
Dear Mrs. Bomber,
I was deeply saddened to learn that you will be leaving ABC Industries on 4 January 2030. Having worked closely with you on several projects, I know you were an irreplaceable asset to the company. Your absence will be felt dearly.
As you prepare to leave, I would like to thank you for your dedication and loyalty to ABC Industries for the past 16 years. The milestones you helped us achieve will forever remind us of you, and your influence will live on among your colleagues and juniors.
I wish you all the best in your future endeavors and, once again, thank you for your contributions.
Sincerely,
Grace Freya
CEO, ABC Industries
Goodbye Letter to Employees (Word Template)
Key Takeaways
The basic farewell letter to the employee should acknowledge the reader’s departure and appreciate the time they spent with the company. Try to maintain a joyful but formal tone when wishing the employee well and encouraging them on their future pursuits. Lastly, always send the letter at least a week before the reader has to leave the company.