A farewell letter or email is often written to colleagues, clients, or a boss when you are leaving the company for a new job or retiring.
It is an excellent way of thanking your colleagues and bosses for their support. The main thought behind writing such a letter or email is to express your gratitude to your colleagues and bosses. It shows your appreciation for your team and also lets you provide contact details to your colleagues or bosses so they can maintain contact even after you leave.
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Why Write a Farewell Letter?
There are various significant reasons why one should consider writing a letter to co-workers, clients, and bosses when leaving the organization, including:
Shows good etiquette
It is courteous to notify fellow coworkers when leaving a job and to thank them for their support. It would be rude to resign and just vanish from the workplace without saying goodbye; a letter shows good etiquette and shows a positive approach towards the former workplace.
Maintains one’s networks
You would want to maintain contact with your former colleagues, especially if you are switching to a new job that is likely in the same sector. There is no denying that professional networks are highly beneficial for professional growth, and it is important to maintain good contact with your former colleagues.
Writing it to your colleagues before leaving would assure them that you value them and that your time at the organization was an important milestone in your career. This positivity will help you maintain contact with them later as well, and it is an easy way to share your contact details for the future.
Farewell Letter Writing Guide
It is a formal correspondence that follows the business letter format and tone. The following is a detailed guideline on how you should write this letter or email:
Use professional salutation
A professional salutation is necessary at the beginning of the letter with words such as “Dear Mr./Mrs./Ms.,” followed by the recipient’s last name.
Mention that it is your last working day
Clearly state that you are leaving the job at the beginning of the letter and when your last working day will be.
EXAMPLE
I would like to inform you that I am leaving my position at XYZ Company, and December 31 would be my last working day.
Express appreciation
You should proceed to express your gratitude and appreciate their good working relations. If the recipient is one’s boss, one should thank them for the opportunity to work in the organization. You can also mention specific skills that you learned from the recipient and thank them for sharing their knowledge with you.
EXAMPLE
I would like to take this opportunity to thank you for being a great co-worker; you have taught me essential [mention skill] skills that have greatly expanded my knowledge.
Offer best wishes
The next step, after expressing your appreciation is to convey your best wishes to your coworkers and boss. Wish them success in their work and the growth of their business.
EXAMPLE
I wish you continued growth and success in your company.
Mention your plans
You do not have to share information about your new job, but it will be a good idea to include this information. Also, if you want to maintain contact with them in the future, any efforts to not disclose your future job are futile. Be careful to keep the tone positive and not draw unfavorable comparisons between your future and current workplaces.
EXAMPLE
Even though I will greatly miss my colleagues here, I am ready to start a new phase of my career at Company XYZ.
Include contact information
You should provide your contact information in your letter to stay in contact and maintain your network ties after you leave the organization
EXAMPLE
I would appreciate our continued interactions. Please feel free to contact me at [phone number].
Close properly
A polite statement should end the letter, followed by one’s signature.
EXAMPLE
Thank you once more, and good luck in your endeavors.
Name of Sender
Signature
Format of a Farewell Letter
The letter or email announcing that you are leaving should be formal correspondence and thus should follow the following format:
- You should always use the first paragraph to let your colleagues know that you are leaving and also include where and when you are going. Avoid including anything negative about why you are leaving.
- In the second paragraph of the body, thank your colleagues for all their love and support.
- In the third paragraph, include your contact information and let them know how they can contact you.
- End your letter by expressing your gratitude again.
Examples of Farewell Letters
These letters vary depending on the recipient, with their main distinguishing factors being the tone and sentence structure:
Farewell letter to close colleagues
When writing it to colleagues, one likely has close relations with them; hence, there is no need to write something very formal. One should not be preoccupied with focusing on the specific format, but rather focus more on the appreciation part of the letter and providing contact information to maintain the connection. You can begin with an informal salutation like “hello, John.”
Sample letters
Certainly! Here are six unique farewell letters tailored for different recipients in a professional environment, using simple yet professional language:
Farewell to a boss:
A letter written to the immediate boss or manager depends on the nature of the interactions you had with them. If the working relations are more relaxed and informal, then you can write a letter that is rather informal, but if the relationships are structured and official, then a formal tone would be most suitable. A sample letter to a team is presented below:
Sample 01
Subject: Farewell and Heartfelt Thanks
Dear Mr. Thompson,
As I sit down to write this letter, I am filled with a mix of emotions. After five enriching years at Thompson & Associates, the time has come for me to say goodbye and embark on a new chapter in my career. It is with a heavy heart that I bid farewell to a team and an environment that has been more like a family and a home to me.
From my first day at the firm, you have been a guiding light and a source of inspiration. Your leadership style, marked by empathy, integrity, and a relentless pursuit of excellence, has not only shaped the culture of our team but has also left a lasting imprint on me both professionally and personally. Under your mentorship, I have grown in ways I could never have imagined, tackling challenges with confidence and learning the true value of teamwork and dedication.
The projects we have worked on together have been both challenging and rewarding, pushing me to explore new horizons and refine my skills. Your trust in my abilities and your constructive feedback have been instrumental in my development. The successes we celebrated and the obstacles we overcame together have taught me invaluable lessons that I will carry with me into the future.
Leaving Thompson & Associates is not an easy decision, but I take solace in the fact that this is not a goodbye but a see you later. The relationships I’ve built here, especially with you as my mentor and boss, are too precious to leave behind. I am eager to see how our paths may cross again in the future, perhaps in new collaborations or ventures that continue to push us towards growth and excellence.
Please accept my deepest gratitude for the opportunities you have provided me, for believing in me, and for your unwavering support. I am immensely proud of what we have achieved together and am grateful to have been a part of such a remarkable team.
As I move forward, I am excited about the new challenges that await and the chance to apply the lessons I’ve learned under your guidance. I hope to make you proud and to reflect the high standards of Thompson & Associates in all my future endeavors.
I would love to keep in touch and update you on my journey, as well as hear about the continued success of the team. My personal email is [email protected], and my phone number remains (555) 123-4567. Please do not hesitate to reach out for any reason.
Thank you once again for everything. Wishing you and Thompson & Associates continued success and prosperity in the years to come.
Warmest regards,
Emily Jackson
Farewell to a colleague:
When writing it to colleagues, one likely has close relations with them; hence, there is no need to write something very formal. One should not be preoccupied with focusing on the specific format, but rather focus more on the appreciation part of the letter and providing contact information to maintain the connection. You can begin with an informal salutation like “hello, John.”
Sample 02
Subject: Farewell and Best Wishes
Dear James,
As I sit down to write this letter, I find myself reflecting on the time we’ve spent working together at Horizon Enterprises. It’s not easy to say goodbye to such a wonderful colleague and friend, but I take comfort in knowing that the bonds we’ve formed extend beyond the confines of our office walls.
From the very first day I joined the Marketing Department, you were there with a warm smile and a helping hand. Your guidance helped me navigate the early days of my career here, and your friendship has been a constant source of support and joy. The laughter we shared during lunch breaks in the park, the brainstorming sessions that sparked creativity in the Thompson project, and even the challenging moments we navigated together during the end-of-year deadlines have all contributed to a truly enriching experience.
Your professionalism and dedication to excellence have always inspired me. Watching you tackle projects with unwavering commitment and a positive attitude has taught me invaluable lessons that I will carry with me into the future. Your ability to bring out the best in those around you is a rare gift, and I feel privileged to have been on the receiving end of your kindness and wisdom.
As I move on to the next chapter of my career, taking on a new role at Creative Solutions, I want you to know that I will deeply miss our daily interactions but look forward to staying in touch. Please don’t hesitate to reach out, whether it’s to share news, seek advice, or simply catch up over coffee. My personal email is alex.johnson@example.com, and my phone number remains the same.
Thank you for the memories, the laughter, and the camaraderie. I wish you all the success and happiness in the world and hope that our paths will cross again in the future.
Farewell, my friend. Until we meet again.
Warmest regards,
Alex Johnson
Farewell to a CEO:
If you have had the chance to work closely with the company’s CEO or founder, it may be courteous to send them a formal letter to thank them for the opportunity to do so. You may also mention your future plans and provide your contact information, as shown in the example.
sample 03
Subject: Heartfelt Farewell and Gratitude
Dear Mr. Thompson,
As I prepare to embark on a new chapter in my career, I wanted to take a moment to express my deepest gratitude for the incredible journey I’ve had under your leadership at Quantum Innovations. Your vision and dedication have not only propelled the company to new heights but have also inspired me personally to strive for excellence in everything I do.
Your ability to steer our team through challenges with unwavering confidence and to recognize the potential in every individual has been nothing short of inspirational. I have learned invaluable lessons in leadership, innovation, and resilience from watching you navigate the complexities of our industry with grace and foresight.
Leaving Quantum Innovations is bittersweet. While I am excited about the new opportunities that lie ahead, I will deeply miss being a part of this remarkable team and the culture of integrity and ambition you have cultivated. Your mentorship has been a guiding light for me, and I am profoundly thankful for the support and encouragement you have provided during my tenure.
Please know that I leave with nothing but the highest respect and admiration for you and what you have built at Quantum Innovations. I am eager to see how the company continues to grow and innovate in the years to come. I hope to carry forward the lessons I’ve learned here and to make you proud as an alumnus of this great organization.
Thank you once again for everything. I look forward to staying in touch and hopefully crossing paths in the future. My personal email is jane.doe@example.com, and I would be delighted to hear from you.
With warmest regards and heartfelt thanks,
Jane Doe
Farewell to clients:
If you had a client-facing role and worked directly with them, then it is necessary to inform them about the changed circumstances and also as a form of courtesy. This letter should follow a professional format.
Sample 04
Subject: A Fond Farewell and Best Wishes
Dear Valued Clients,
I am writing to inform you of my upcoming departure from Global Tech Solutions, effective March 31, 20XX. It has been an immense pleasure and a great honor to serve and collaborate with you throughout my tenure here.
Our journey together has been incredibly rewarding, filled with challenges we’ve overcome and successes we’ve celebrated. Each project we embarked on was an opportunity for growth, learning, and mutual success. Your trust and support have been pivotal in achieving the milestones that we have, and I am deeply grateful for the confidence you’ve placed in me and the team.
As I move on to pursue new professional endeavors, I want to assure you that Global Tech Solutions’ commitment to excellence and client satisfaction remains unwavering. The team here is exceptional, and I have every confidence in their ability to continue delivering the high-quality service you’ve come to expect. Sarah Johnson, who will be taking over my responsibilities, is incredibly talented and fully equipped to support you moving forward. I am confident that you will find her expertise and dedication both refreshing and valuable.
Please feel free to reach out to me at j.doe@email.com should you wish to stay in touch or if I can be of any assistance during this transition period. I would be more than happy to facilitate a smooth handover and ensure that your future projects continue to thrive.
Thank you once again for the opportunity to work with you. I leave with fond memories and invaluable experiences, looking forward to the possibility of our paths crossing again in the future.
Wishing you continued success and prosperity.
Warmest regards,
John Doe
Farewell to a mentor:
In most cases, when writing a letter saying goodbye to the mentor or supervisor, you should keep a formal tone to show respect and professionalism. You can use a formal salutation like “Dear Mr. Andrew,” as shown in the sample below:
sample 05
Subject: Gratitude for Your Unwavering Guidance
Dear Dr. Ellis,
As I stand at the precipice of a new chapter in my career, I find myself compelled to pause and express my deepest gratitude for the mentorship and guidance you have generously provided me. Your influence has been a beacon of light on my professional path, illuminating the way through challenges and towards opportunities I might have otherwise overlooked.
Your wisdom and encouragement have not only shaped my career but have also left an indelible mark on my personal growth. Under your tutelage, I learned not just the intricacies of our field but also the value of perseverance, integrity, and compassion in professional life. The confidence and skills I have gained from our time together are treasures I will carry forward.
As I embark on this new venture, I am reminded of your unwavering support and the countless ways in which you have prepared me for this moment. While the thought of navigating my future without your immediate guidance is daunting, I am comforted by the wealth of knowledge and principles you have instilled in me.
Please know that your mentorship has been one of the most significant and transformative experiences of my life. I hope to honor your legacy by embodying the values you have taught me and by striving to mentor others with the same generosity of spirit you have shown.
Though this letter marks a farewell to our current dynamic, I am eager to continue our relationship in a new capacity and to share my future successes with you. Your mentorship has been a gift, and I look forward to the day when I can pay it forward.
With heartfelt thanks and best wishes for your continued success,
Kara Hernandez
Farewell to a team:
When writing a farewell letter to your team, focus on expressing gratitude and acknowledging the team’s collective efforts and achievements. Reflect personally on how the team has contributed to your professional growth, and offer encouragement and well wishes for their future endeavors.
sample 06
Subject: Farewell and Heartfelt Thanks to My Amazing Team
Dear Team,
As the time approaches for me to say goodbye and embark on a new journey, I find myself reflecting on the incredible journey we’ve shared at Nexus Web Solutions. It’s with a heavy heart that I write this farewell message, not as a goodbye but as a thank you for the unforgettable experiences and achievements we’ve shared.
From the moment I joined this team, I was welcomed with open arms and an unwavering spirit of collaboration. Together, we’ve tackled challenges, celebrated victories, and, through it all, grown not just as professionals but as a close-knit family. Each one of you has contributed to making our workspace a vibrant, dynamic, and supportive environment, and for that, I am profoundly grateful.
The projects we’ve delivered, the deadlines we’ve met, and the obstacles we’ve overcome have all been milestones in our collective journey. These experiences have taught me invaluable lessons about resilience, teamwork, and the power of a united effort. I am leaving with a treasure trove of memories and skills that I will carry with me into my next chapter with Zenith Innovations.
As I move forward, I do so with the confidence that this team will continue to achieve greatness. Your dedication, creativity, and passion make you all a force to be reckoned with, and I have no doubt that you will continue to excel and inspire.
Please keep in touch. I look forward to hearing about all the wonderful accomplishments I know you’re destined to achieve. My personal email is jason.taylor@example.com, and I hope to cross paths with many of you in the future.
Thank you for everything. Here’s to the next chapter for us all, filled with success, happiness, and continued growth.
Warmest regards,
Jason Taylor
Analysis
The six sample farewell letters serve as useful guides for someone seeking to write similar letters due to several key characteristics:
- Professional Tone: All the letters are written in a professional yet warm tone, which is essential in a workplace setting. They strike a balance between formality and personal touch, making them suitable for a variety of professional environments.
- Expression of Gratitude: Every writer includes expressions of gratitude, acknowledging the support, opportunities, and experiences gained in their letter. This aspect is crucial, as it shows appreciation and leaves a positive impression.
- Reflection and Personalization: The writers reflect on experiences or lessons learned, which adds a personal touch without being overly informal. This personalization makes the farewell more meaningful and memorable.
- Encouragement and Positivity: The writers display optimism, wishing the recipients well for the future. This positivity is important for maintaining good relationships and a professional network after departure.
- Clarity and Brevity: The messages are clear, concise, and to the point, respecting the reader’s time while effectively conveying the intended sentiments. This demonstrates how to communicate effectively without unnecessary length.
- Appropriate Closings: The writers end their letters with a suitable closing, reinforcing the professional nature of the communication. This demonstrates how to conclude a farewell message appropriately.
By analyzing these elements, the letters provide a comprehensive guide to crafting a professional farewell message, offering structure, content ideas, and the appropriate tone to use for various recipients in a professional setting.
Tips for Writing a Farewell Letter
Listed below are some insightful tips for writing it to colleagues, clients, and bosses:
Check with your manager
Before sending a letter or email to your team, ask your manager to confirm if everyone knows that you will be leaving the company. This helps reduce confusion and ensures that the farewell note is well received without causing any shock to the recipients.
Stay positive and show gratitude
Your letter or email should be positive and show gratitude for your work experience and knowledge. Focus on thanking the recipients for their support and guidance.
Select an appropriate subject line
Write appropriate subject lines for the goodbye letter or email that summarizes the purpose of the letter, for example. Do not choose anything alarming or negative.
EXAMPLE
- Farewell update
- Moving on
- Leaving the organization
- Keeping In touch
- Last day working at the company
Send it two days before you leave
You should send your farewell note two days before your last working day to give the recipients a chance to respond as well.
Keep it concise
Keep the letter brief and relevant. Therefore, you should avoid giving unnecessary details and instead express your appreciation, outline your transition plans, and share contact information.
Sample Letters
Conclusion
A farewell or goodbye letter or email is written to colleagues, team members, the boss, the mentor, or the CEO to show appreciation and bid them goodbye when you leave your current employer. It is written to maintain positive connections with coworkers after you leave and is also considerate and courteous. These letters can be both professional and personal and have been discussed in detail in this article.
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