Leaving a job? Writing the right goodbye email is a key part of exiting professionally. Whether it’s for co-workers or clients, your final message matters. Over time, you’ve built relationships and shared coffee breaks. Deadlines have been conquered. And now comes the part many people dread: the goodbye email. However, here’s the truth: a well-written farewell can leave a lasting impression. It’s your final message, your chance to close the loop with grace, express appreciation, and keep doors open for future connections.
At BoxResume, we’ve helped thousands of professionals transition smoothly in their careers, including how they exit. Let’s walk through how to craft a thoughtful, warm, and professional farewell message for both co-workers and clients.
Why Your Goodbye Email Matters
Think of it like the final paragraph of a great story. It’s not just about informing others that you’re leaving. In fact, a goodbye email allows you to show gratitude and strengthen relationships before you go. People remember how you leave, not just how you arrived.
When Should You Send It?
Timing is everything. Ideally, could you send your goodbye email on your last day or the day before? That way:
- Projects are wrapped up
- You’ve spoken to key people directly
- Your departure is officially public
Please Avoid sending it too early, or your final days may feel like a drawn-out goodbye rather than a clean transition.
Who Should You Email?
Depending on your role, you’ll likely need two versions of your farewell email:
- Internal message to your co-workers or team
- External message to clients, vendors, or partners
Each should reflect a slightly different tone, more personal for the team and more polished for external stakeholders.
How to Format the Perfect Goodbye Email to Co-Workers
Structuring your goodbye email clearly helps ensure it’s remembered and appreciated. Here’s a clean structure to follow:
1️. Friendly Subject Line
Keep it light and sincere.
Examples:
- Saying Goodbye – Thank You All
- A Fond Farewell
- It’s Not Goodbye, See You Later
2️. Start With Appreciation
Kick off with gratitude.
“After four incredible years with [Company Name], it’s time to say goodbye. I’m beyond thankful for everything I’ve learned and for the amazing people I’ve worked with.”
3️. Briefly Share Why You’re Leaving
There is no need for a deep dive. Please keep it simple.
“I’ve accepted a new role that aligns with my long-term goals. While I’m excited for what’s next, I’ll miss working with all of you.”
4️. Reflect on the Good Times
Mention something memorable or meaningful.
“From daily check-ins to deadline sprints, every moment has helped shape my journey.”
5️. Offer to Stay Connected
Add your contact info or LinkedIn.
“Let’s stay in touch! Reach me anytime at [email] or connect with me on LinkedIn: [URL].”
6️.End on a Warm Note
“Wishing each of you success and happiness. It’s been an honour working alongside you.”
Sample Farewell Email to Co-Workers
Subject: Saying Goodbye –Thank You All
Hi Team,
As some of you already know, today is my last day at Company XYZ. It’s a mix of emotions as I move on to a new opportunity.
Thank you for making my time here so memorable. This team has meant more than words can capture, from the collaboration to the laughs and all the learning along the way.
Though I’m stepping into a new chapter, I’d love to keep in touch.
Feel free to reach out at [personal email] or connect with me on LinkedIn: [URL].
Wishing you all the very best!
Warmly,
[Your Name]
Writing a Goodbye Email to Clients That Leaves a Great Impression
Client emails should maintain professionalism but still feel genuine and personal.
1️. Clear Subject Line
Examples:
- A Note from [Your Name] – Moving On
- Thank You and Farewell
2️. Open With Appreciation
“It’s been a pleasure working with you over the past [X months/years]. Thank you for your trust and collaboration.”
3️. Inform Them of Your Departure
“I wanted to let you know that I’ll be leaving my role at [Company Name] as of [Date].”
4️. Reassure Them With a Smooth Handoff
“My colleague [New Contact Name] will be taking over and is fully briefed to ensure continuity.”
5️. Share Personal Contact (If Appropriate)
“Feel free to reach me at [email] if you’d like to stay connected.”
Sample Farewell Emails to Clients
Subject: A Quick Farewell and Thank You
Dear [Client’s Name],
I hope you’re doing well. I wanted to share that I’ll be leaving my position at Company Y as of [date].
It has truly been a pleasure working with you. I’ve appreciated your collaboration, communication, and trust every step of the way.
Moving forward, [New Contact’s Name] will be your point of contact and is fully prepared to continue supporting you.
Thank you again for the opportunity to work together. You can reach me anytime at [personal email] if you’d like to keep in touch.
Wishing you continued success,
[Your Name]
Common Mistakes to Avoid
Being too vague or overly emotional
Forgetting to include contact details
Complaining or venting
Sending a generic, mass message
If possible, personalise messages to teams or key individuals.
How to Make It Truly Memorable
✔ Add a personal touch, mention a favourite project or inside joke
✔ Keep it short and meaningful (150–200 words)
✔ End with gratitude and positivity
Before You Go: Update That Resume
Every departure is an opportunity to refocus your career brand.
Ask yourself:
✅ Did I lead any projects?
✅ Learn new tools or skills?
✅ Contribute measurable results?
At Boxresume.com, we specialise in ATS-friendly, professionally written resumes that help you stand out in today’s job market. If it’s time for an upgrade, we’re ready when you are.
Saying goodbye might feel awkward. Nonetheless, with the right message, it becomes a moment of connection and possibility. You’re not just closing a door—you’re opening another. So, leave on a high note. Be gracious, stay connected, and remember: BoxResume.com has your back for every career transition, from resumes to resignations and everything in between.
FAQs
1. Should I send individual emails or one group message?
If time allows, send personalised emails to key individuals. For larger teams, a group message works just fine.
2. Can I mention where I’m going next?
Yes, but be professional. Skip the oversharing and never badmouth your current job.
3. How long should my email be?
Keep it around 150–200 words, enough to be heartfelt and informative.
4. Can I add humor?
Absolutely, if it fits your company culture, keep it respectful.
5. What if I’m leaving under difficult circumstances?
Stay classy. Keep it positive, even if you had a rough exit. Gratitude always wins.
