A farewell letter to residents is a document written by a landlord, property manager, or tenant to residents of a property informing them that the sender is moving to a new residence. Depending on the sender and their relationship with the recipient, it could be formal, semi-formal, or informal.
Saying goodbye to residents is never an easy feat, especially if you have been living or working with them for a long time. More than informing them of your departure, you also need to show the reader appreciation for the time spent together.
This post highlights how to draft a proper farewell letter.
When to Send a Farewell Letter
A farewell letter sent to tenants is not as restrictive as one sent you your employer, client, or colleague, which means you can send it at virtually any time you want. That said, it is courteous to be considerate of other people, in this case the residents, when delivering such news. After you have left, sending a farewell letter robs the reader of the chance to say goodbye in person.
When determining when to send your letter, consider the following tips:
- Always inform management of your departure before drafting your farewell letter.
- Draft your letter a short while before you need to leave
- Don’t send the letter too early, say one month before your departure.
- Allow yourself time to say goodbye to close residents in person.
What to Include in a Farewell Letter
While the content of your farewell letter to residents will often depend on the reason for your departure, an effective message should include the following details:
- Reason for Leaving: It is both courteous and kind to help the residents understand why you are leaving the property. Once you mention your departure, briefly explain your decision and how it may affect the residents. This is unless the reason is highly personal.
- Destination: Where are you going? Are you moving to a sister property where the residents can reach you? It is also vital that you mention where next you are going.
- Gratitude: Take time to thank the residents for the time you spent together and mention how they impacted your life. If possible, note a few personalized jokes or memories.
- Contact Information: Life has a funny way of making people meet, and you never know when you might need one of the residents. As such, try not to burn any bridges and provide the reader with your contact information should they wish to reach you.
Writing Tips for a Farewell letter
Saying goodbye doesn’t have to be a sad occasion because you can use it to celebrate the time spent with the residents. Follow the following tips when drafting your letter:
- If you are writing individual letters, tailor your message to fit each resident.
- Include personalized anecdotes that resonate with all the residents
- Thank the residents for the time spent together.
- Maintain a friendly and positive tone
- Keep your message short and to the point.
- Include your contact information
- Offer to continue your friendship with the residents.
Farewell letter to Residents Format
{Date}
{Recipient’s Name}
{Property Name}
{Property Address}
{City, State, Zip Code}
Re: Farewell to the Residents of {Property Name}
Dear residents of {Property Name},
I am writing to inform you that I will be leaving {property name} as a {role, e.g., tenant, property manager, etc.} effective {departure date}. I have been offered a {explain the reason for leaving, e.g., to attend school or new job offer} in {mention state/property to which you will be moving}.
The {duration, e.g., 4 years} I have spent with all of you at {property name}, has been {mention positive qualities}. I will especially miss the {mention specific activity, e.g., tenant meetings}. Although I am leaving, I hope the relationships we have built will remain.
If you are ever in the area or wish to catch up for lunch, don’t hesitate to contact me {contact information}. Goodbye and all the best.
Sincerely,
{Your Name}
{Position}
Sample Farewell Letter to Residents
30 December 2030
Highland Apartments
876 King Valley Road
Houston, TX 00989
Re: Farewell
Dear Highland Apartments residents,
As I mentioned in our last bi-weekly tenant meeting, I will be resigning my position as property manager at Highland Apartments, effective 7 January 2031. I recently received a scholarship to further my education at North Carolina University, where I will be moving to.
In the past five years of my tenure, I have met and cultivated relationships with many of you. I would like you to know that, although I will be gone, I will not forget the time we shared. I hope you remember and treasure our moments too.
Please remember that I am always a phone call away. If you are ever in North Carolina or wish to catch up, feel free to contact me at hannahconrad@pm.com.
Best wishes.
Sincerely,
Hannah Conrad
Former Property Manager
Farewell Letter to Residents (Word Template)
Bottom Line
A significant portion of your farewell letter to residents will depend on your relationship with the reader and your reason for leaving. Make sure you leave the reader on good terms and with positive memories about the time you spent together. Lastly, always send your farewell letter at least two weeks before you leave.