How To Write A Goodbye Email To Colleagues (With Examples)

From time to time, people leave their jobs and move on to the next chapters of their lives and careers. However, saying goodbye may not be easy, especially if you’ve developed strong bonds with the people you worked with, including your manager, co-workers, and clients. Having said that, even if it’s hard, it is a step you should take, as saying goodbye is a common courtesy.

One thoughtful way to say goodbye to people you’ll leave behind at work is by sending an email. While it may sound easy to write one, it could be a bit trickier than you think. So, in this article, we will discuss everything there is to know about a goodbye email, including some tips and examples. If you are in the process of quitting your current job and need to understand how to write a goodbye email, keep on reading.

What is a goodbye email?

The meaning and purpose of a goodbye email may seem obvious. But if you have never had to create one before or if it has been a long time since you did, let us give you a recap. A goodbye email, also called a farewell email, is a message you send to your team, other colleagues, and clients to inform them that you are resigning from your position and leaving the company. It is typically a short email, consisting of three to four paragraphs only, with one to three sentences each.

Why write a goodbye email?

Generally, a goodbye email is not a requirement and may not be the only way to bid farewell to your colleagues. However, it is considered standard practice and a good office etiquette most individuals do around their last days of work. Sending one to the people you’ve worked with gives you the chance to thank them for the time you’ve spent together. Also, if you wish, it allows you to share your contact details, so they can stay in touch with you and maintain friendly relationships.

In addition, a well-composed goodbye email is often the final impression your soon-to-be former colleagues and management will have of you. If you are considered a good leaver, they may be open to providing a helpful reference or help in other ways as you move forward in your career. Hence, we suggest sending a farewell message to leave a good last impression and depart on a positive note.

How to structure a goodbye email when leaving a company?

With everything in your mind while transitioning to a new job, drafting a goodbye email can be time-consuming. Apart from finding the right words to say, you also have to structure it in a sensible way and keep it short. So, to help you out, here are some guidelines you can follow.

1. Use a short and clear subject line

The subject line for the goodbye email doesn’t have to be complicated. However, depending on who you are emailing, its tone can differ. You can opt for something creative, playful, or safe and professional. Nonetheless, a good subject line should be short, straightforward, and reflects the message of your email. Here are some examples of suitable subject lines, regardless of who the recipient of your email is.

2. Greet your recipients

How you greet your recipients should reflect your relationship with them. Whether your email is addressed to a group of people or only one person, it is important to use a proper salutation or friendly greeting. This allows you to show your courtesy and demonstrate their value to you. Then punctuate it with a comma as you do with most emails. The list below are examples of some of the appropriate email greetings you can choose from.

3. Draft the body of your email

Writing the body of a goodbye email may seem like a piece of cake. However, even if you and your colleagues have spent almost half of your lives together, it is not always the case. You need to carefully think about what you want to say and make sure you hit the right tone based on your relationship with them. Nevertheless, here are some of the most crucial details you can consider including in your goodbye email.

4. End with a friendly sign off

To end your goodbye email, choose a friendly complimentary closing. You don’t have to be so formal on this part, but it’s still important to remain professional. Then add your name below. You may use your full name or just your first name, whichever you prefer or depending on how close you are to the recipient. Have a look at some examples.

Tips for Writing a Good Goodbye Email to Colleagues

Now, let us give you some tips on how to effectively write a goodbye email to ensure what you send to your colleagues, managers, or clients is a good one.

1. Ask the management first

Your goodbye email shouldn’t come to anyone as a surprise. So before starting to write one, make sure that everyone in the company is aware that you’re leaving. Take some time to check with the management if your resignation has been announced. It is also a good idea to ask them whether it’s okay to send one to the clients you’re managing, in case they want to handle this part themselves.

2. Customise your goodbye email 

Customising a goodbye email doesn’t necessarily mean creating different messages for each person in the company. You may send one email to multiple people and a more personalised one to a certain co-worker. But when drafting a goodbye email, it is important to take into consideration your work experience and relationship with them. 

For example, if you’re writing for a close colleague, you can use a light-hearted tone and add some humour to the message. If it’s for your manager, you can maintain a professional approach while adding a bit of your personality. Lastly, if it’s for several people, like a team, you should use language that acknowledges the whole group. 

3. Keep the content short and positive

Remember that a goodbye email is your opportunity to say goodbye, show gratitude, and leave the company on good terms. So, it is important to make sure that your message is memorable and be mindful of the details you share. Overall, it should be concise, clear, and positive. Share only the most important information that we’ve mentioned above. While it is normal to feel happy about your new opportunity, avoid providing too much information about it and showing that you are too excited about leaving. Also, keep the negatives to yourself, so you don’t burn bridges.

4. Send your goodbye email in advance

Sending a goodbye email can be done right after the management has announced that you are leaving the company. This can be a week or a couple of days before your last day. But ideally, it should be sent at least two days in advance. Doing so will allow your colleagues to return your email, ask questions they may have about the transition, or say their farewell in person. 

Goodbye Email Templates and Examples

Looking at some good examples while writing a goodbye email may save you time. So, here are a few that you can use for inspiration.

1. Sample goodbye email for a close colleague

Subject Line: Goodbye from me

Dear Jane,

As you already know, I will be leaving my position as a Senior Project Manager here at ABC Enterprise as I will be pursuing my passion for digital marketing. My last day is July 18, 2022.

While I am excited about starting the new chapter in my career, there is also a big part of me that’s sad. Saying goodbye to amazing co-workers like you is a bit hard. I want to tell you how much I have enjoyed the time we’ve spent together working on various special projects and how much I appreciate the friendship you have shown me over the past ten years. You made me look forward to coming into the office every single day.

My time with ABC Enterprise may be coming to an end. But, it’s certainly not the end of our friendship. You have my number, so don’t hesitate to contact me whenever you feel like grabbing some coffee, and I’ll make sure to do the same!

Working with you has been such a great experience, and I will definitely keep in touch!

Cheers,

Your Name

2. Sample goodbye email for a manager

Subject Line: Thank you and goodbye

Hi John, 

Since tomorrow is my last day here at ABC Enterprise, I wanted to send a short message to tell you how much I’ve enjoyed working under your supervision.

I have learned so much from your advice, guidance, and experience over the past ten years. The time I’ve spent as a Senior Project Manager in this department has been a valuable part of my career journey. I know I will carry all the learnings I’ve gained here to my next adventure, and I will always be looking back on this memory with a lot of fondness.

Even though our time working together is coming to a close, I hope we can stay in touch. So, do not hesitate to reach out to me at the phone number I have with you or my personal email at myemail@gmail.com.

Once again, thanks so much for your leadership. Know that I always wish you and the project team all the best!

Sincerely,

Your Name

3. Sample goodbye email for clients

Subject Line: I’m leaving ABC Enterprise

To my valued clients,

I am touching base to let you know that I will be leaving my position as a Senior Project Manager here at ABC Enterprise. My last day will be July 18, 2022.

Before I leave, I wanted to reach out to express how much I’ve enjoyed working with you during my time at the company. I will miss working on your account, but I’m confident in leaving you in the capable hands of my colleague, Michael.

If there are any loose ends that you’d like me to address before I go, please don’t hesitate to let me know. I’d be happy to do so. Otherwise, your new point of contact is Michael Smith. He’ll be reaching out to you shortly to introduce himself.

It’s been a joy getting to know you better, and I wish you all the best for the future.

Kind regards, 

Your Name

4. Sample goodbye email for a whole team

Subject Line: Moving on

To my dedicated team,

As you all already know, my time with ABC Enterprise winds down in two days.

I want to say that you’ve been an astounding team, and it’s been a true pleasure working with each one of you these past ten years. I’m very excited about this new opportunity, but this definitely is bittersweet. I will never forget how much fun we are having fun during our meetings on Tuesday and Thursday. These days will never be the same again for me.

Thank you for being so supportive, not just to me but to our whole team. Though our time working together is coming to an end, I would love to keep in touch. So, feel free to send me a message on the number I have with you or my personal email at myname@gmail.com. We can also connect on LinkedIn, if you prefer, at linkedin.com/in/myname.

I’ll miss seeing you all every day. But I’m also looking forward to seeing what you continue to achieve moving forward. If there’s anything I can do to provide support with the transition before I leave, don’t hesitate to contact me.

All my best,

Your name