When people are communicating with emojis and acronyms, writing a farewell letter may seem archaic for some, but it is an essential professional etiquette.
When you are leaving a company for better prospects, retiring or moving away, leaving a note of appreciation and thanks for the times spent with colleagues is good manners, builds networking bridges, and gains goodwill.
It is good to thank the team, group, staff, department, seniors, and managers through letters, emails, or notes when leaving the company.
You can leave a general note of thanks to the office. But a longer note or farewell email can be addressed to your teammates, manager, and other people in the office with whom you were close.
The letter can start off by saying this is your last day in office and leaving for whatever reason.
The second para can show your appreciation and thank the colleagues for being a supportive team and sharing in all your successes and failures at the workplace.
Since you are addressing each one individually, you can include some particular times they were helpful or how they have stood by you or held your hand in difficult times.
Thank your supervisors for giving opportunities to grow, and guiding and helping you during your period with the company, etc.
Please do not include any negative comments about your tenure at the workplace. Or give unsolicited advice on moving forward or doing things better (how much ever you are tempted). The farewell letter is not the place to do it.
If so inclined, you can reveal where you are moving to professionally and leave a number or address or email to contact you.
Leaving on a grateful note is an excellent way to bid farewell. It garners you positive points and builds contacts for the future.
Along with colleagues at the workplace, you can address some farewell notes to your clients and inform them of your move. You can thank them for their business and leave a forwarding email and number. If possible, let them know where you have moved to.
Do not ask for business or offer better deals or such. It is bound to reach your bosses and colleagues at the old job and undo all your good work there.
Here is a sample of a farewell letter to colleagues:
Subject: Resigning and moving on
I would like you to know that I am leaving my position as Project Lead at XYZ Corporation from August 1, and July 31 will be my last day in office. I am moving to abc in (city, town or street name).
I enjoyed the time we spent together as work colleagues and your support and encouragement helped me in my work. I’ve learned a lot from you and will miss all the fun times we had working together.
Please keep in touch, and drop in a mail at my email address firstname.lastname@example.org.
Thanks again, it was a pleasure working with you.
If you are writing to your boss, then change the second paragraph to:
I’m leaving this company with some amazing memories. Let me express my gratitude to you for teaching me so many things through my serving period in this company. I’ll remember to implement them in my new position.