As an employer, it’s important to provide an exit letter to employees who are leaving the company. This letter should contain important information such as the employee’s last day, any benefits or compensation owed, and a professional message wishing them well in their future endeavors. Below are seven examples of exit letters from employer to employee that you can use as a starting point. Remember, you can always edit these templates to fit your specific situation.
Example 1: Retirement
Dear [Employee Name],
We are writing to inform you of your upcoming retirement and to express our gratitude for your years of service at [Company Name]. Your contributions have been instrumental in our success, and we wish you all the best in your retirement.
Your last day of work will be [Date], and please let us know if you have any questions regarding your final paycheck or benefits. Once again, we appreciate all that you have done for the company, and we wish you a happy and healthy retirement.
Sincerely,
[Your Name]
Example 2: Resignation
Dear [Employee Name],
We regretfully accept your resignation from [Company Name]. We appreciate the time and effort you have put into your role and the company as a whole and wish you well in your future endeavors.
Your last day of work will be [Date], and please let us know if you have any questions regarding your final paycheck or benefits. We would also like to schedule an exit interview with you to discuss your time at the company and any feedback you may have for us.
Thank you again for your contributions, and we wish you all the best.
Best regards,
[Your Name]
Example 3: Termination
Dear [Employee Name],
We are writing to inform you that your employment at [Company Name] is being terminated effective immediately. This decision was made due to [reason for termination], and we regret that it had to come to this.
Please note that your final paycheck will include any earned but unused vacation time and sick leave. You will also receive information regarding your COBRA benefits via mail.
We wish you the best of luck in your future endeavors.
Sincerely,
[Your Name]
Example 4: Layoff
Dear [Employee Name],
We regret to inform you that due to [reason for layoff], your position at [Company Name] is being eliminated. This decision was not made lightly, and we greatly appreciate your contributions to the company.
Your last day of work will be [Date], and you will receive information regarding severance pay via mail. Please let us know if you have any questions or concerns regarding your layoff or benefits.
Thank you again for your hard work and dedication, and we wish you the best of luck moving forward.
Best regards,
[Your Name]
Example 5: Contract Expiration
Dear [Employee Name],
We are writing to inform you that your contract with [Company Name] will expire on [Date]. We want to thank you for your hard work and dedication during your time with us and wish you all the best in your future endeavors.
Please note that your final paycheck will include any earned but unused vacation time and sick leave. If you have any questions regarding your contract or benefits, please do not hesitate to contact us.
Thank you again for your contributions, and we wish you all the best.
Sincerely,
[Your Name]
Example 6: End of Probationary Period
Dear [Employee Name],
We are writing to inform you that your probationary period with [Company Name] has come to an end. We are pleased with your performance and would like to offer you a permanent position with the company.
Your official start date as a permanent employee will be [Date], and please let us know if you have any questions regarding your new position or benefits. We look forward to working with you for years to come.
Best regards,
[Your Name]
Example 7: End of Internship
Dear [Employee Name],
As your internship at [Company Name] comes to an end, we wanted to take a moment to express our appreciation for your hard work and dedication. Your contributions have been valuable to the company, and we are confident that you will excel in your future endeavors.
Your last day of work will be [Date], and please let us know if you have any questions regarding your final evaluation or any other matters. We wish you all the best in your future career.
Sincerely,
[Your Name]
Tips for Writing an Exit Letter From Employer To Employee
Writing an effective exit letter from employer to employee is important for maintaining a positive relationship with your departing employee. Here are a few tips to keep in mind:
- Be professional and courteous in your tone
- Include all relevant information, such as the employee’s last day and any compensation owed
- Express gratitude for the employee’s contributions to the company
- If appropriate, offer to provide a reference or stay in touch
- Make sure to proofread the letter for any errors
Frequently Asked Questions
What should be included in an exit letter from employer to employee?
An exit letter from employer to employee should include the employee’s last day, any compensation or benefits owed, and a professional message wishing the employee well in their future endeavors. It may also include information regarding exit interviews or references.
Do I have to provide an exit letter to an employee who is leaving?
While not legally required, providing an exit letter to an employee who is leaving can help maintain a positive relationship with that employee and ensure that all necessary information is communicated clearly.
What tone should an exit letter from employer to employee have?
An exit letter from employer to employee should have a professional and courteous tone, expressing gratitude for the employee’s contributions to the company and wishing them well in their future endeavors.
Should I offer a reference in my exit letter from employer to employee?
If appropriate, offering a reference in your exit letter from employer to employee can be a kind gesture that helps the departing employee in their job search. However, this is not necessary and should only be offered if you feel comfortable doing so.
Can I edit the examples provided in this article?
Absolutely! These examples are meant to serve as a starting point, and you should feel free to edit them as needed to fit your specific situation.
Do I need to provide an exit interview to an employee who is leaving?
While not required, offering an exit interview to an employee who is leaving can provide valuable feedback that can help improve your company’s policies and procedures. It can also help maintain a positive relationship with the departing employee.
Conclusion
Writing an effective exit letter from employer to employee is an important part of the offboarding process. By following the tips provided in this article and using the examples as a starting point, you can ensure that your exit letters are professional, courteous, and effective.