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.
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.
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.
Title: Announcement of [employee name] departure
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.
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