Last Working Day Email: The Do’s, Don'ts and 14 Copy-Worthy Templates

Last Working Day Email: The Do’s, Don'ts and 14 Copy-Worthy Templates 

It’s D-Day — the last working day for you in the office. Do not for a second think that your last day will be a walk in the park as there is usually a lot to do. You’ll be engrossed in officially surrendering over company property, your access card, filling out forms, meeting the admin and HR teams, maybe helping your replacement (if there’s one) understand how work is done, actually performing your duties for the last time, meetings with your team leader, manager, or business head and then indulging in some merriment with co-workers.

Perhaps, of all the activities listed on your last-day to-do-list, the most important is saying goodbye to everyone you know or have worked with via an email. The goodbye email is usually sent to each coworker on the last working day or week. Bidding adieu is not the only agenda of a goodbye mail; you also establish meaningful connections with people who can be of great help in the future.

Here’s what you need to keep in mind when drafting your goodbye mail. 

  1. The gaffer must know 

Always inform your business head or manager first first about your resignation before telling your coworkers or sending goodbye emails.

  1. Absolute brevity

Keep the emails absolutely short and simple. You can mention a fond memory you share with the email recipient. Sharing your future plans is also totally fine as long as you don’t explain it in detail.

  1. No room for negativity

If the reason behind your resignation is your supervisor, coworker, or the nature of work, then skip it in the mail.

  1. Only for a chosen few

The email must be sent to coworkers or employees you know very well. You can either send one email to a group of coworkers/employees or individually.

  1. Do not disappear

Put your personal contact information like phone number, email address in the mail so that people can reach out to you.

Well, that rounds up the tips on how to write a goodbye email. Given below are templates — uniquely crafted keeping the recipients and the relationships you share with them in mind — that utilizes the aforementioned tips. 

A) Recipient: Clients

Are you the point of contact for clients? If so, it’s professional to let them know in advance that you will be leaving your position in the company. Here are two templates.

Template 1:

Greetings [ Enter Name of the client],

I have some news to share. I’ll be vacating my position as [ Enter Your designation / job role ] at [ Enter Name of the Company ]. My last working day will be [ Enter date ].

I’m touching base with you to let you know that I have thoroughly enjoyed working with you during my time here. In fact, it’s been absolutely wonderful getting to know you better!

As my exit draws nearer, I’d like to know if there's anything needed from my end. I’ll be more than happy to tie any loose ends before my exit. 

Alternatively, you could also wait for your new point of contact to reach out to you. Your new point of contact, who is already CC'd on this mail, is [ Enter Name of the new point of contact ].

With gratitude,

[ Enter Your Name ]

Template 2:

Hello [ Enter Name of the client ],

This email is just to let you know that I’m withdrawing from my role as a [ Enter Your designation / job role ] at [ Enter Name of the Company ]. My last working day will be [ Enter date ].

I personally wanted to reach out to let you know that working with you was an absolute pleasure. One of the perks of working here was the opportunity that I was given to collaborate with clients such as yourself. I’m certain that my successor will also feel the same way and do everything possible to maintain the positive working relationship.

As my exit draws nearer, I’d like to know if there's anything needed from my end. I’ll be more than happy to tie any loose ends.. 

Alternatively, you could also wait for your new point of contact to reach out to you. Your new point of contact, already CC'd on this mail, is [ Enter Name of the new point of contact ].

Best regards,

[ Enter Your Name ]

B) Recipient: Manager

Sending out a goodbye mail to your immediate manager, business head, or boss can be tricky. The two of you could’ve shared either a close or distant relationship. You should still let him or her know that you will be leaving soon. In fact, your superior must be one of the first few to know. Even after you move on, you can never really say when you might bump into each other.

Template 1:

Hey [ Enter Name of the manager],

As I leave my position here at [ Enter Name of the Company ] on [ Enter date ] , I would like to take this opportunity to let you know that I have thoroughly enjoyed my time here.

You have been a constant source of support for me. And under your tutelage, advice, experience, and guidance for the last [ Enter the number of years/months you have worked under your manager / boss ]there is much that I’ve learned, which will always remain as a highlight in my career. 

Thank you [ Enter Name of the manager], for letting me be a part of the [ Enter department ] team as a [ Enter Your designation / job role ] and teaching me things that I know today. 

Although my time here is coming to a close, I’m certain that your guidance is something that I can always use in my life. My personal phone number is [ Enter your phone number ] and my email address is [ Enter your email address ]. 

Thanks again for your expert supervision. And know that even though I’m regretfully leaving here, I’ll always be cheering you and the team on from the sidelines.

With regards and best wishes, 

[ Enter Your Name ].

Template 2:

Hello [ Enter Name of the manager], 

It is with great regret and a heavy heart thatI write this email to let you know that my last working day at [ Enter Name of the Company ] as a [ Enter Your designation / job role ] is [ Enter date ]. 

Your unwavering mentorship and guidance have been instrumental in shaping my life, both professionally and personally for which I cannot thank you enough. It has been great working with you and the team and I will always cherish how we always banded together to navigate both good and bad times. 

Although I’m moving on in search of new experiences that life has to offer, I could certainly use your expert advice and wisdom which is why I’m leaving my contact details here. My personal phone number is [ Enter your phone number ] and my email address is [ Enter your email address ].  

Hope we cross paths again in the future and get an opportunity to collaborate. 

Best,

[ Enter Your Name ].

C) Recipient: Subordinate

Since you’re sending a farewell email to your boss, it’s only fair to do the same to other employees who worked under you. Much of what you write in the email will depend on the personal or professional relationship that you shared with your subordinates. Here are 2 templates that can get you started if you don’t know where and how to begin.

Template 1: 

Greetings [ Enter Name of the employee],

I’m sure that by now you’re aware that I’m leaving [ Enter Name of the Company ]. I want to take this opportunity to let you know that it has been a privilege managing you and the team as a whole. 

Although it pains me to leave my position as [ Enter Your designation / job role ] on [ Enter date ], I’m relieved at the same time knowing that the future of the [ Enter name of the department ] team, with capable individuals like yourself and the others working together, looks bright. I’m also certain that my replacement will feel the same way. 

Know that I’ll always wish the best for you in all your future endeavours. On that note, I’m leaving my email address and phone number below in case you ever need to reach out to me. Please do stay in touch as I’d like to know how you and the others are doing.

My personal phone number is [ Enter your phone number ] and my email address is [ Enter your email address ]. You can also contact me on LinkedIN by looking up [ Enter your LinkedIN name/handle ].  

With regards and best wishes, 

[ Enter Your Name ].

Template 2: 

Hello [ Enter Name of the employee],

I think it’s almost time to bid farewell and thank you for supporting me during my time here. I’m guessing that you’re already aware that my last day here at [ Enter name of the company ] as [ Enter Your designation / job role ] falls on [ Enter Date ] .

You, I, and the rest of the team already know that our time together in the [ Enter name of the department ] team for the last [ Enter number of years worked together ] has been marked with many ups and downs. And I will always be grateful for the support, collaboration, cooperation and flawless work ethic that you and the rest have shown.

I will forever cherish the friendship we’ve forged during our time together. And I sincerely hope that our paths will cross again in the future.

I’m leaving my personal contact information below. Please feel free to reach out for any guidance or recommendations.

Phone Number: [ Enter your phone number ]

Email: [ Enter your email address ]

LinkedIN: [ Enter your LinkedIN name/handle ]

Again, I thank you for the support that you have shown and wish you all the luck as you move forward.

Regards,

[ Enter Your Name ].

D) Recipient: Close Colleague

There are co-workers. And amongst them are a few favourites with whom you share a special bond. They’re part-colleagues, part-friends who will either calm you down when you’re venting your frustration or join you. These are the people with whom you might spend time and share space after work hours. So your goodbye email for them will be a bit more casual than other entries on this list as depicted by the following two templates.

Template 1: 

Hey [Enter name ],

My time here at [ Enter name of the company ] as [ Enter Your designation / job role ] is almost up. My last working day is [ Enter date ]. Before it arrives, I want to tell you that although I’m moving on in search of pastures anew, I will most definitely miss having co-workers like you. 

Not only were you my colleague, but also my close friend which made my time here all the more enjoyable and exciting. And let’s not forget all the funny moments that you and I shared. Remember the time when [ Enter Your designation / job role ]? That was EPIC! 

I believe that the friendship that we have must not end unlike my time here. That’s precisely why I wanted to let you know that you can always reach out to me for any help or if you want to [ catch a movie / grab a coffee / meet for lunch etc. ]. 

Again, it was an absolute honor working with you and I hope to see you very soon.

All the best,

[ Enter Your Name ].

Template 2:

Hello [ Enter name ],

I have some news to share. I’m leaving [ Enter name of the company ] on [ Enter date ]. 

I’m extremely grateful for all the help and support you provided during my time here. Having worked with you for [ Enter number of years ], I’ve learnt many things that have not only shaped my professional growth but also helped me understand you on a personal level. 

I hope that we stay in touch after my exit and build on this strong relationship. I’m leaving my contact details below. Please do not hesitate to contact me. 

Phone Number: [ Enter your phone number ]

Email: [ Enter your email address ]

LinkedIN: [ Enter your LinkedIN name/handle ]

Again, it was an absolute honor working with you and I hope to get in touch with you in the future. 

With regards and best wishes, 

[ Enter Your Name ].

E) Recipient: Not-so-close co-workers 

These are co-workers with whom you may not know on a personal level. But you still share a bond with them when it comes to work. As a rule of thumb, you should not forget to email your goodbyes to them.

Template 1:

Hello [ Enter name ],

I’m not sure if you’re aware about me leaving my position as [ Enter Your designation / job role ] at [ Enter name of the company ] on [ Enter date ].

Before I leave here, it’s best that I take this opportunity to thank you for all the support and help that you have provided. You are a terrific coworker and I have no doubt believing that everyone here — and my replacement — feels the same way. 

I wish you all the best for your future. I’m leaving my contact information here should you wish to get in touch hereafter.. 

Phone Number: [ Enter your phone number ]

Email: [ Enter your email address ]

LinkedIN: [ Enter your LinkedIN name/handle ]

Again, thank you for everything.

Best,

[ Enter Your Name ].

Template 2:

Greetings [ Enter name ],

After [ Enter number of years ] years working as [ Enter Your designation / job role ] at [ Enter name of the company ], I will officially be dropping the curtain on my time here on [ Enter date ] . 

I must admit that working with you and the rest of the team has been a privilege. I wanted to take some time out to let you know how amazing and professional a co-worker you have been. Collaborating with you has enriched my professional growth and I thank you for that. 

While this is an official goodbye from my end, there’s no saying when or how our paths might cross. Until then, I hope you’ll stay in touch. 

My personal phone number is [ Enter your phone number ] and my email address is [ Enter your email address ]. You can also contact me on LinkedIN by looking up [ Enter your LinkedIN name/handle ]. 

With regards and best wishes, 

[ Enter Your Name ].

F) Recipient: Senior Co-workers

Ever worked with employees in leadership roles or with executives from the C-suite? If you have, then it’s to send a professional and polite goodbye email. Keep in mind that they’re hotshots in the company with loads of emails to read and matters to tend to so your message should be as direct and short as possible. Let’s look at 2 templates that can help you pull it off.

Template 1:

Hello [ Enter name ],

I’m writing this email as a farewell note to you. As you might be aware, my last working day here at [ Enter name of the company ] as [ Enter Your designation / job role ] is [ Enter Date ]. 

I have enjoyed my time here. Especially collaborating with you on [ Enter project or task ].Your tutelage, inputs, and [ Enter recipient’s key skill or talent ] has taught me a great many things and honed my professional skills. I have gained valuable industry experience working at this company, and I realize that I have mentors like you to thank for that.

It is my optimism that fills me with hope that our paths will cross again, and I will get to learn from you. Until then, please do not hesitate to reach out to me via my personal number below if you’d ever like to get in touch.

Phone Number: [ Enter your phone number ]

With regards and best wishes, 

[ Enter Your Name ].

Template 2:

Greetings [ Enter name ],

While it is with great sadness as [ Enter Your designation / job role ] that I say goodbye to [ Enter name of the company ] on [ Enter Date ], I can only convey my gratitude to you for giving me the opportunity to work here under your diligent supervision. 

Your mentorship and guidance has given new meaning to my professional and personal growth. I leave here, confident in my abilities and with the will to leave a mark in this world. I will forever cherish the lessons you have taught me, and hope that I get to learn more from you if the opportunity presents itself in the future.

With gratitude and appreciation, 

[ Enter Your Name ].

G) Recipient: Everyone Else

Co-workers, clients, managers aren't the ones you can reach out to about your impending departure. You can send your goodbyes to external agencies or vendors you work with. Or someone within the organization who has interacted with you on some level. Here are some templates that’ll give you a sense of what to say.

Template 1:

Hello [ Enter name ],

I’m sending you this email to let you know that I’m leaving [ Enter name of the company ] on [ Enter Date ].

As I leave my position, I would like to take this opportunity to tell you that it’s been great knowing you. The interactions we had always made my day and played a part in making my time here worthwhile.

I sincerely hope that we meet again in the future. If you’d like to get in touch please don’t hesitate to reach me at [ Enter email ID ] .

All the best,

[ Enter Your Name ].

Template 2:

Hello [ Enter name ],

Hope you’re keeping well. I wanted to update you about my role as [ Enter Your designation / job role ] at [ Enter name of the company ]. I have officially put down my papers and my last working day is [ Enter Date ].

I personally wanted to reach out to let you know that knowing you was an absolute pleasure. While I'm excited about what lies ahead, I’m saddened by the fact that I'll be missing out on interactions with you. 

However, this is not goodbye. You can always reach me at my email (below) without any hesitation. Once again, thank you for making my stay here fruitful and thoroughly enjoyable.

[ Enter your email address ]

Best,

[ Enter Your Name ].

What else should you keep in mind when writing goodbye mails?

You never know when your connections might come handy. Therefore, it’s good practice to leave your contact information like email address, LinkedIN ID, and phone number in the mail body. And when you’re sending your mails, try to personalize the messages for a particular recipient — do not send one mail to everyone. Try to sound as gracious and professional as possible, keeping in mind not to burn any bridges in the process.

Professionalism and gratitude. These are the key highlights of your goodbye email. And when you include these, you ensure that your true feelings about leaving the job are reflected. Moreover, you get the opportunity to grow your network which will definitely come handy someday. Not bidding adieu to your coworkers, superiors, and clients can come off as unprofessional and in bad taste. Leaving a job is your right, but you must say your farewells as amicably as possible.