Employee Offboarding Email Templates: How To Write & Examples

employee offboarding email

Frequently Asked Questions

How to write an employee offboarding email?
Need to write an employee offboarding email? Here are 3 simple steps to get started:

1. Gather the information you need to know.

Before you write anything, you need to know who or what you're writing about. The more specific you are, the more personalized you can make your content.

Here's our suggestions for writing an employee offboarding email:

Employee's name: [name of employee]
Employee's role: [e.g. software engineer, customer service representative, etc.]
Employee's contributions: [e.g. helped build a new product, improved customer satisfaction scores, etc.]
Offboarding process steps: [e.g. return company property, complete exit interview, etc.]

2. Determine the structure of your output.

The structure of your content is just as important as the content itself. The structure of your content is how you're going to arrange the information in the content to make it easier for the readers to read and understand.

Address the reader
Thank them for their time at the company
Make them feel that their contributions were valuable and appreciated
Explain what they need to do to complete their offboarding process
Wish them well in future endeavors and invite them to stay in touch
Sign off

3. Write the content or use Copy.ai to help you get started. Once you have your structure down, you can start writing the content.
3 Examples of an employee offboarding email

Hi [name of employee],

Thank you for all the time you spent at [company name]! We are so grateful for your hard work and contributions to our company. I know you will be missed, but we wish you the best of luck in your future endeavors.

Please complete the exit interview and return all company property by [completion date].

We'd love to stay in touch and hear about your next adventure. If you have any questions, please let me know.


Dear [name of employee],

It has been a pleasure working with you. I wanted to take a moment to thank you for your time at [company name]. It has been such a pleasure to see your [role] contributions and it has been such a pleasure to learn from you.

I know that this will be an exciting time for you, and I am excited for you. I hope that you will consider staying in touch and keeping us updated on your next ventures.

Please let me know if there is anything I can do to help in the transition process.

Best wishes for your future endeavors,

[your name]


Hi [name],

Thank you for your time at [company name]. We appreciate your hard work and dedication to [company name]. We wish you all the best in your future endeavors.

If you have any questions about your offboarding process, please don't hesitate to reach out to your HR manager.

[Company name] wishes you the best in your future endeavors and invites you to stay in touch.
Why should you write an employee offboarding email?
1. When an employee leaves your company, it's important to send them a formal email to help them transition out of their role. This email should include information about their final paycheck, benefits, and any other relevant information.

2. An employee offboarding email is also a chance to thank the employee for their contributions to your company. This is a good opportunity to express your appreciation for their work and to wish them well in their future endeavors.

3. Finally, an employee offboarding email is an important part of maintaining a positive relationship with your former employees. By sending a courteous and professional email, you'll show them that you value their time with your company and that you're committed to maintaining a good relationship even after they've left.
Who needs to write an employee offboarding email?
-Employees who are leaving the company
-Employees who are being laid off
-Employees who are being let go
-Employees who quit
-Employees who retire
-Employees who are on sabbatical
-Employees who are taking leave
-Employees who are on maternity/paternity leave
-Employees who are on medical leave
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How it works

Screenshot of Copy.ai feature
Enter what you need to write
Choose from emails, social posts, long-form blog posts, and more!
Give Copy.ai a bit of context
Enter a few sentences about your project/campaign.
Screenshot of Copy.ai feature
Sift through the results
Our AI content generator gives you multiple options for each campaign that you’re working on.
Edit, polish, and publish
Use Copy.ai’s editor to rewrite paragraphs and polish up sentences. Then, just copy and paste the work wherever you need it.

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