Offboarding employees properly is a critical part of the employee lifecycle. Sending clear and thoughtful offboarding emails helps transition exiting employees smoothly while maintaining a positive relationship.
This comprehensive guide will teach you how to write effective offboarding emails to employees by providing templates, examples, best practices, top questions asked, and key email content to include.
An offboarding email is an official notification sent by a manager or HR to inform an employee of their end date at a company. It kicks off the offboarding process, detailing next steps and expectations surrounding their departure.
Offboarding emails should cover:
Crafting thoughtful, helpful offboarding emails sets departing staff up for success and preserves your employer brand.
Time the delivery of your offboarding email strategically:
Send 1-2 weeks after the employee gives notice, once departure plans are finalized. Avoid sending it the very day they resign, as emotions may be high.
Send the same day they are terminated, so expectations are clear.
Here are sample templates for both resignation and termination offboarding emails:
Subject: Next Steps Regarding Departure
Dear [name],
I hope this email finds you well. I wanted to share details regarding your final work date and departure from [company]. As discussed, your last day with [company] will be [date].
Between now and your departure, our goal is to ensure you have a smooth transition out of the company and that your projects are sufficiently handed off to [name]. Please let me know any questions you have about the transition plan.
Additionally, please review and complete the attached Offboarding Checklist document, which outlines the departure process, including:
Please let me know if you have any other questions or if I can help facilitate the offboarding process in any way. I wish you the very best and appreciate all your hard work for [company]. Please keep in touch, and don’t hesitate to reach out if you need anything.
Best regards, [name]
Subject: Employment Termination
Dear [name],
I am writing to inform you that effective today, [date], your employment with [company] has been terminated due to [reason: poor performance, code of conduct violation, etc.].
As part of your termination, we ask that you immediately complete the following offboarding checklist:
You will receive your final paycheck for all wages owed to you on [date]. We can also mail you any personal items left at the office.
Feel free to contact [HR name and contact info] if you have any questions about your remaining time off or other benefits. Please let them know as soon as possible if you would like to continue your health insurance under COBRA.
We wish you the best in your future endeavors. Please let us know if you have any other questions surrounding your departure from [company].
Regards, [name]
Follow these best practices when creating effective offboarding emails:
Avoid accusatory language, especially for involuntary terminations. Keep the focus on logistics and next steps.
See if the employee needs help packing, shipping items, or other offboarding tasks. Make yourself available.
While using a template, customize specifics like work history, transitions plans, team impacts, and departure reason.
Have an HR specialist or legal counsel review the email, especially for involuntary terminations.
Provide links to FAQs, offboarding checklists, and HR contacts. Anticipate questions.
Double check names, dates, and details. Errors undermine professionalism.
Do not disclose specifics to wider staff until the employee has left. Respect confidentiality.
Ensure your offboarding email covers these key areas:
State the employee’s exact last day at the company. Avoid vagueness and assumptions.
Outline handoffs, knowledge sharing, documentation, and introductions to aid the transition.
List specific offboarding steps and tasks the employee must complete before departure.
Provide details on the process to return laptops, keys, access cards, uniforms, etc. Consider including a prepaid return label.
Give a deadline and instructions for the employee to download any personal files or contacts before accounts are deactivated. Offer HR help if needed.
Explain when health insurance ends and qualification details for COBRA. Address PTO payout eligibility and timing.
Note when they can expect to receive their last paycheck, severance (if applicable), expense reimbursements, etc.
Thank the employee for contributions and provide your contact info and HR’s in case they have offboarding questions.
When creating your offboarding emails, be sure to answer these common questions employees may have:
Confirm the exact date and whether you expect them to work through that date or leave earlier.
Note date, delivery method (mail, direct deposit, pickup), and contents including salary, reimbursements, bonuses, PTO payout if applicable.
Provide a list of open items and the colleague taking over ownership of each.
Give instructions for forwarding emails, copying files, deleting records, etc.
Outline policy for ongoing discount use, gym membership, mobile phone plan, etc. Restrict access as needed.
Share HR contact info for topics like health insurance, equity, retirement accounts, etc.
List items they’ve been issued that you need back like credit cards, keys, equipment. Provide return shipping label if helpful.
Disclose your plan and timeline for informing staff and customers of the employee leaving.
Give parameters around serving as a positive reference or neutral employment verification.
If appropriate, note how you’d welcome them to keep in touch via LinkedIn, company alumni groups, etc.
Use these real-life samples when crafting your own templates:
Hi [name],
I wanted to confirm your last day with [company] will be January 19th, two weeks from today.
From now until your last day, let’s have you complete knowledge transfers of key projects and contacts to Sue and myself. I suggest we schedule a few working sessions this week and next for that purpose. Please also save any files or emails you want to keep to your external hard drive prior to your access being deactivated on the 19th.
In terms of other specifics, you can pick up your final paycheck from the office on the 25th. Per policy, your remaining PTO will not be paid out upon resignation. Please turn in your laptop, access card, and badges to reception on the morning of the 19th. Also attach them here is a shipping label to return any other company items still at home.
Feel free to reach out if any other offboarding or departure questions come up in the meantime. We wish you great success in your graduate program, please stay in touch!
Regards, [name]
This covers key offboarding details while offering help and maintaining relationships.
Dear [name],
I regret to inform you that due to ongoing performance issues, your employment with [company] has been terminated effective today, January 8th.
Please review and complete the tasks highlighted in the attached Offboarding Checklist document today, including turning in company equipment and disabling logins. Let me know if any files need to be retrieved from your devices before deactivation.
You will receive your final paycheck on the next scheduled pay date. Per your signed employment contract, you are ineligible for severance. Please contact HR Benefits Manager Susan Smith at xxx-xxx-xxxx concerning continuation of insurance coverage if desired.
[Company legal counsel] has been informed of your termination. If any business partners or customers reach out, please redirect them to me.
If you have any questions or there is anything I can assist with regarding your exit, do not hesitate to contact me or Susan in HR. We wish you the very best moving forward.
Regards, [name]*
This covers necessary information swiftly while avoiding unnecessary negativity.
Thoughtfully crafted offboarding emails set clear expectations and ease employee transitions. Use the templates and best practices provided in this complete guide to enhance your offboarding processes and preserve employer brand. Be sure to customize specifics, maintain privacy and positivity, anticipate questions, and assist employees on their way out.
With strategic, compassionate offboarding emails, you can depart from staff smoothly while building your talent reputation. If you have any other questions on offboarding emails or transitions, do not hesitate to reach out!