Offboarding Email to Employee Sample: Guidelines and Examples

Have you ever found yourself staring at a blank screen, trying to come up with the perfect offboarding email to send to an employee who is leaving? It can be a daunting task, but don’t worry, you’re not alone. Many HR professionals struggle to find the right words to say when an employee decides to move on. That’s why we’ve put together a collection of offboarding email examples that you can use as a starting point. Whether you want to keep it short and sweet or include a personal message, we’ve got you covered. So, take a look at the samples, make any necessary edits, and send your employee off with a thoughtful and professional message.

The Best Structure for Offboarding Emails to Employees

Offboarding is a delicate process that requires a great deal of care and attention. As a manager or HR professional, it’s your responsibility to make sure that employees who are leaving the company feel valued and respected. One important aspect of this process is the offboarding email. In this article, we’ll explore the best structure for offboarding emails to employees and provide you with a useful sample to guide you.

The first thing to consider when crafting an offboarding email is the tone. Your tone should be professional, but also warm and empathetic. Remember, this is likely a difficult time for the employee, and you want to make sure they feel supported. It’s also important to be clear and direct in your communication. Don’t sugarcoat or avoid the important details.

Here’s a suggested structure for your offboarding email:

Opening Paragraph

In the opening paragraph, acknowledge the employee’s departure and express your appreciation for their contributions to the company. This can be a good opportunity to reminisce about some of their achievements and thank them for their hard work.

Body Paragraph 1: Reason for Departure

Next, it’s important to address the reason for the employee’s departure. This can be a difficult conversation to have, but it’s essential that you’re transparent and honest. If the departure is due to a layoff or termination, this will be a more challenging conversation. However, regardless of the reason, you need to be clear about what’s happening and why.

Body Paragraph 2: Next Steps

After addressing the reason for the departure, it’s important to outline the next steps. This may include information about final pay, benefits, and severance packages. You may also want to provide information about how the employee can access their remaining documentation, such as W2s or other important records. If you’re an HR professional, it’s also important to provide information on continuing health insurance coverage through COBRA, if applicable.

Closing Paragraph

In the final paragraph, it’s important to express your well-wishes to the departing employee. Let them know that they will always be welcome back to the company, and encourage them to stay in touch with former colleagues. Make sure to provide your contact information in case they have any questions or concerns on their last day or after leaving the company.

Ultimately, the best structure for offboarding emails to employees should be empathetic, clear, and informative. By following the above structure, you can help make the process smoother and less stressful for everyone involved.

7 Sample Offboarding Emails to Employee for Different Reasons

Voluntary Resignation

Dear [Employee Name],

We hope this email finds you well. It is with a heavy heart that we accept your resignation from our company. We commend the tremendous work you’ve done and the contributions you’ve made during your time here.

We understand how difficult it can be to make such a big decision. We appreciate your professionalism in giving ample notice ahead of your departure in order for us to prepare accordingly. As you leave our company, we wish you all the best on your future endeavors.

Thank you for being part of our team, and we’ll surely miss you!

Best regards,
[Your Name and Position]


Dear [Employee Name],

We hope this email finds you well. We regret to inform you that your contract with us has come to an end, and unfortunately, we will not be renewing it. We acknowledge the excellent work you’ve done during your time here, and we are grateful for the contributions you’ve made to our company.

Should new opportunities arise in the future, we will be happy to extend our services to you. We wish you success in your future endeavors. Thank you for your valuable contribution to our company.

Best regards,
[Your Name and Position]


Dear [Employee Name],

We hope this email finds you well. We write to acknowledge your request for retirement and to express our gratitude for your outstanding contributions over your long career with us. You have been an integral part of our organization, and we will miss your contributions.

Please remember that our doors are always open to you, and we shall remain happy to assist you in any way possible. Once more, we express our heartfelt thanks and congratulations on a successful career.

Best regards,
[Your Name and Position]


Dear [Employee Name],

We hope this email finds you well. We write to inform you that your employment with our company has been terminated. The decision was made due to (insert the reason).

We appreciate your contributions, and we recognize that the situation is unfortunate. It is our hope that you’ll find fulfilling employment in the near future.

We appreciate your time at our company and wish you all the best.

Best regards,
[Your Name and Position]

Family Emergency Leave

Dear [Employee Name],

We hope this email finds you well. We understand that family emergencies can be challenging, and we acknowledge that you require time off during this difficult moment.

We are granting you the requested leave of absence and will not hold your absence against you. We urge you to take care of yourself and your family during this time, and we’ll be waiting for you when you’re ready to return to work.

Best regards,
[Your Name and Position]

Personal Reasons

Dear [Employee Name],

We hope this email finds you well. We acknowledge that you have requested to leave for personal reasons. We are happy that we had you as part of our team, and we appreciate all your effort and contribution while here.

We wish you all the best in your future endeavors and hope that your personal matters can be resolved to your satisfaction.

Best regards,
[Your Name and Position]


Dear [Employee Name],

We hope this email finds you well. We write to inform you that we will be conducting a layoff, and it saddens us that this decision impacts you.

We appreciate what you have offered us and are grateful for your services. We’ll do everything possible to assist you in finding a new job, please don’t hesitate to reach out to us for support in your placement search.

Best regards,
[Your Name and Position]

Offboarding Email Tips

Offboarding an employee can be a sensitive and emotionally charged process. When doing so, it’s important to maintain a professional demeanor while also conveying sincerity and appreciation for the employee’s contributions. Here are some tips for writing an effective offboarding email:

  • Start with a clear subject line that indicates the purpose of the email. This will help the employee understand what to expect when they open it.
  • Begin the email with a formal greeting and express gratitude for the employee’s time with the company.
  • Explain the reason for the employee’s departure, whether it’s due to resignation, layoff, or termination.
  • Provide any relevant details about the employee’s benefits, such as COBRA coverage, retirement plan distributions, and vacation pay.
  • Outline the employee’s final responsibilities, including any knowledge transfer or training that needs to be completed before their last day.
  • Include information about the employee’s future plans, such as a forwarding email address or contact information for their new employer.
  • Reiterate your appreciation for the employee’s hard work and contributions to the company.
  • Provide contact information for any follow-up questions or concerns the employee may have.

In conclusion, offboarding an employee can be challenging, but by following these tips, you can ensure that the transition is handled with care and professionalism. Remember to convey gratitude for the employee’s contributions and provide all necessary information regarding their departure. By doing so, you can maintain positive relationships with both the departing employee and their colleagues who remain with the company.

FAQs for Offboarding Email to Employee Sample

What is an offboarding email?

An offboarding email is a communication sent to employees who are leaving the company. It typically provides details on the employee’s last day of work, providing instructions on how to move out company assets and other essential details.

When should an offboarding email be sent?

The email should be sent once the employee has given the notice of resignation, or if the company has decided to terminate the employee.

What is the purpose of an offboarding email?

An offboarding email helps to ensure a smooth transition for the departing employee and the company. It provides final instructions on what the employee needs to do and helps to protect the company from any legal or security issues that may arise from an employee’s departure.

What should an offboarding email include?

An offboarding email should include details about the last day of work, a brief description of what needs to be done before leaving the company, any outstanding tasks or responsibilities that the employee needs to complete, and who to contact in case any questions arise.

What is the appropriate tone for an offboarding email?

An offboarding email should remain professional and cordial. It should express appreciation for the employee’s contributions to the company and wish them all the best in their future endeavors.

Who should send the offboarding email?

The offboarding email should be sent by the employee’s supervisor or HR personnel, depending on the company’s policy and procedures. It should be sent from a company email address to confirm its authenticity.

Can a departing employee refuse to comply with instructions in the offboarding email?

Yes, an employee can refuse to comply with instructions in the offboarding email. However, this could create legal or security issues for the company, and it is important to document such refusals of compliance.

What should an offboarding email include if the employee was terminated?

If the employee was terminated, the offboarding email should explain the reason for termination, any severance packages or benefits they are entitled to, and who to contact in case questions arise.

Is it necessary to send an offboarding email to contractors or freelancers?

It depends on the company’s policy. If the company has a formal offboarding process for contractors or freelancers, an offboarding email may be needed. However, if the contractor or freelancer relationship is one-time-engagement, follow-up correspondence may not be necessary.

Goodbye for now, but see you soon!

And with that, we come to the end of our samples of offboarding emails to employees. We hope that these templates have given you a head start in crafting effective and thoughtful messages to your departing teammates. Remember, it’s a tough time for both parties, so make sure that your email is empathetic, practical, and aimed at leaving employees with a sense of positivity and hope. We’d like to take a moment to thank you for reading, and we promise to bring you more interesting content in the future. Until then, take care and all the best!