Goodbye email to co-workers and customers: Templates and tips

Last day of work is approaching and you’re panicking at the thought of writing your goodbye email? Are you unsure whether to send your farewell email to all your co-workers and whether to include long-time customers, too? We’ve summarised the key elements of a successful goodbye email to c-oworkers, along with some examples for inspiration. If you want to avoid blunders and empty phrases, read ours tips for a successful farewell email to your colleagues.

Professional Email Address & Personal Domain Name

Give the right first impression with a custom email address and a free matching domain name!

Address book
Calendar
Virus protection

Farewell email to co-workers and customers: Why it’s so important

You might find it difficult to write a goodbye email, or you might be wondering whether a simple handshake might be a better option. However, sending a last email before leaving your job isn’t just a matter of good etiquette. It’s also a way of reaching employees and partners at other locations who you can’t to say goodbye to in person. For your co-workers and customers, your farewell email can also provide important details like who will be taking over your projects. A goodbye email is vital. It’s also your chance to leave a good lasting impression.

Co-workers, supervisors, customers: Who should be on your farewell email list?

Who you send your farewell email to depends largely on the nature of your workplace and its organisational structure. If you’re saying goodbye to co-workers at a small or mid-sized company, you can definitely send your email to all employees. However, if you work at a large corporation with multiple branches, it’s better to limit your email list. Send your farewell email to your department, your direct supervisors and co-worker friends from other areas and departments.

Tip

A goodbye email to customers can be useful if you have external contacts and you want to send them a personal farewell or you need to let them know who their point of contact will be in the future. However, if you are leaving the company, an auto reply email might also be enough in this case.

Basic rules for a successful farewell email: How to strike the right tone

Your farewell email to co-workers, just like all your communication in the workplace should be professional and free of grammatical errors. It should also follow the basic rules for successful work emails. The tone of a farewell email can be serious and factual, but in some cases, it can be more emotional. This depends on factors such as the size of your company, the tone among co-workers and superiors, or the customs in your industry. However, you should avoid being overly emotional and making bad jokes. Be genuine, lighthearted, and upbeat.

Tip

Copying a co-worker’s successful goodbye email isn’t a good idea. For inspiration, you might want to look at past goodbye emails from former co-workers. Just don’t copy them word for word.

Farewell email to co-workers: What to include and what not to include

The tone, length and details you choose for your farewell email depend on how long you were with the company, what your role was and how your company is structured. A goodbye email after six months at a start-up will be different from a farewell email written after 25 years in a leadership role at a multinational corporation.

You can mention why you’re leaving, but depending on the reason, this may or may not be a good idea. For example, if you were fired or found a new job, it may be more tactful not to include this information. Of course, a farewell email before retirement is different. If you’re only leaving your job temporarily, you should communicate that. You may also need an out-of-office message for your parental leave or sabbatical.

In the following sections, we’ve listed some other information that you should include in your email as well as details you’re better off not mentioning.

Here’s what your farewell email should include

  • Date of your last workday
  • Contact information: You won’t be able to use your work email address much longer. Therefore, it’s often advisable to give your co-workers a personal email address and/or phone number so that they can contact you in the future.
  • Name of the new point of contact/replacement for your projects or role
  • Link to your profile on business networking sites such as LinkedIn or Xing, your own website or Instagram, Twitter accounts, etc.
  • Date, location and details for your officefarewell party (if planned)

What you probably shouldn’t say in your farewell email

While praise and humour have their place in a farewell email to co-workers, the same is not true for criticism and gripes. Negative things are best discussed face to face. Keep in mind that you never know who you’ll encounter again in your professional or personal life. Moreover, it looks very unprofessional if you make disparaging remarks in your last email.

You don’t have to mention your new employer in a goodbye email. In some cases, this can be counterproductive if the company is a competitor or if your departure is fraught with problems. It doesn’t make sense to include this information unless you’re moving to a partner company or a new branch and will continue to work with former colleagues in the future.

Professional Email Address & Personal Domain Name

Give the right first impression with a custom email address and a free matching domain name!

Address book
Calendar
Virus protection

When should you send your farewell email?

Always send your farewell email a few days before your last day of work. That way your co-workers will have enough time to say goodbye to you personally and maybe even organise a going away present. If you’re planning to have a going away party, send the invite a few days ahead of time so your co-workers have advance notice.

If necessary, discuss the timing of your farewell email with your boss. In any case, make sure your departure has already been communicated within your company before you send your goodbye email. That way you’ll avoid surprises and misunderstandings.

Template for your farewell email to co-workers

Goodbye email: Short and sweet

Subject line: Thank you and farewell

Dear Team,

I wanted to let you know that [date] will be my last day at [company]. I am so grateful for my time spent here and thoroughly enjoyed working with all of you. [first name, last name] will be handling all my responsibilities (email, phone) in the future. I would love to stay connected with you on LinkedIn [link to profile].

Best wishes,

[your name]

[phone]

[email]

Tip

The short and sweet version can also be used as a template for farewell emails to customers. If you served a customer for many years and always worked with the same contacts, you can send a more personal, but not too emotional version of this email.

Heartfelt and personal: Farewell email for retirement

Subject line: Saying farewell after 25 wonderful years

Hello Everyone,

It’s hard to believe, but I’m finally retiring after 25 wonderful years at [company]. Saying goodbye isn’t easy. We’ve had many amazing experiences together and collaborated on countless successful projects. I am so grateful for the many lasting friendships I have made. I feel fortunate to have worked with such kind and dedicated people. Saying farewell is bittersweet for me: I’ll miss you all so much, but I’m also joyful because I couldn’t have imagined a better place to work.

Please keep in touch! You can reach me at [email] or [phone].

Warm Regards,

[your name]

Light-hearted and informal

Subject line: Moving on

Hi Everyone,

I just wanted to say it has been amazing working with you all! Starting next Monday, you’ll have to get in touch with [name], who’s excited to work with you as well. Don’t be sad, I won’t be far away: I’ll be starting my new job as a [position] at [company] on [date]. I’d love to keep in touch. Here’s my info: [email, phone, LinkedIn, social media account].

All the best,

[name]

Own your online success

Choose the UK's fastest hosting for top loading times, get your own website and find the perfect domain.

IONOS owns your online challenges.

Powerful products
A reliable partner
Peak security

Own your online success
IONOS takes care of your online challenges
Create your website with the perfect domain and the UK's fastest hosting!