Offboarding
Last Day Announcement Email Email Template
Announce a departing colleague's last day to the team with appreciation and transition instructions.
When to use this template
A team member's last day is approaching and you need to inform the broader team, express appreciation, and provide instructions on who will take over their responsibilities.
Example subject line
Wishing James Well — His Last Day Is Friday, March 28
Tips for writing this email
- Announce the departure date and express genuine appreciation for the employee's contributions — mention one or two specific achievements or qualities.
- Clearly state who will be taking over each of the departing employee's key responsibilities so the team knows where to direct questions.
- If appropriate, share details about a farewell gathering, card, or group gift so colleagues can participate.
- Keep the tone warm and celebratory — frame the departure as a positive career move rather than a loss.
What to avoid
- Do not share the reason for departure unless the departing employee has explicitly approved the messaging.
- Avoid making the announcement too far in advance or too late — one to two weeks before the last day is ideal.
- Do not forget to include transition instructions — an announcement without a handoff plan creates confusion.
- Avoid a tone that is overly corporate or impersonal — this is about a person, not just a role being vacated.
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Generate This EmailFrequently Asked Questions
When should I announce a colleague's departure to the team?
One to two weeks before their last day. This gives the team time to wrap up projects, ask questions, and plan a farewell. Coordinate the timing and messaging with the departing employee first.
Should I share why someone is leaving in the announcement?
Only if the departing employee has explicitly approved the messaging. It is perfectly acceptable to simply announce their departure and last day without detailing the reason.
What should a last day announcement include besides the departure date?
Who will take over each of the departing person's key responsibilities, details about any farewell event, and a note of appreciation for their contributions. This reduces confusion and honors the departing colleague.
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