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6 vital offboarding email templates for departing employees

Use these email templates to ensure clear and thoughtful communication throughout the onboarding process.

Template by Vu Nguyen Ky
6 minutes to finish · English · PDF
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A well-written offboarding email should denote empathy, respect, and provide employees with all the necessary details they need to know. Download now (for free) these detailed email templates guide your departing employees in cases of retirement, resignation, layoff, and termination.


The offboarding process is a huge contributor to a seamless employee experience. It shows how much you value your departed employees and significantly impacts your employer’s brand. Hence, the need for an offboarding email template can not be emphasized enough.

The offboarding email template helps ensure that managers respectfully let go of an employee without creating an antagonist of their company. With this template, managers can also politely request for sensitive materials and information.

Essential offboarding emails template for departing employees

Exit interview invitation email

Title: Invitation for an exit interview


Dear [Employee's name],

Thank you from all of us at [Company name]. We appreciate your services through the years and wish you all the best in your future endeavors.

In line with our aim to make our company a better place, we would like to schedule an exit interview with you. This interview will allow us to gain insight into your experience (both good and bad) at [Company name]. It will also provide management with knowledge on how to improve our workplace for current and future employees.

The exit interview will take place in the [venue: eg conference room] on [date] at [time]

Attached to this email is the exit interview questionnaire. You can complete it before the interview or provide your answers verbally during our meeting. Your responses at the meeting are confidential, and we will not place them on your file. All departing employee exit interview feedback is presented to management in a summary report.

Feel free to reply to this email if you have any questions or need to reschedule. 

We look forward to talking with you.

Best regards,

[Your name]

[Company name]

Resignation acknowledgment email  

Title: Acceptance of resignation


Dear [Employee's name],

It is with great regret that we acknowledge the receipt of your resignation email on [date]. Your resignation from the position of [position held] at [Company name] has therefore been approved and is effective from [date]

You are to [information regarding offboarding procedure: e.g., return company-issued materials] on or before [date]. The accounting department will sort out your parting payment and get them to you.

We would like to thank you for your contribution to [Company name] and we wish you all the best in your future endeavors. 

Please do not hesitate to contact HR at this email address if you have any further questions. 

Best regards,

[Your name]

[Company name]

Resignation announcement email 

Title: Announcement of [employee name] departure


Dear all,

This is to inform you that [Employee name]’s working date at [Company name] is starting [date] as per [his/her] agreement.

[Employee name] has been a standout employee for the entire [number of years served] s/he spent with us. We appreciate all his/her immense contribution to the company’s growth. 

Please join us as we say our farewells to [Employee name] on [date] at [time] in the [place].

Note: As from [departure date], [interim employee name] will be taking up [Employee name] position until we secure a replacement.

Best regards,

[Your name]

[Company name]

Download now the full set of 6 essential offboarding email templates 👉

With these email templates, you can:

  • Customize and create fast professional emails in case of retirement, resignation, layoff, and termination.
  • Use these emails in an automated offboarding process to quickly send them out within a click.

How to use this template?

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • ✍️
    The contents in the template are just a starter. Make sure you insert and edit the variables (name, logos, etc.) to tailor the template to your business.

Who this template is for

  • Managers that wish to end a business relationship with an employee on a good note.
  • HR personnel looking to facilitate the onboarding process smoothly.
  • Companies that intend to retrieve all confidential documents and equipment before departure.

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