When a colleague announces they are leaving, the goal is to convey appreciation and well wishes. This reinforces your professional relationship and leaves a positive final impression. A thoughtful goodbye also contributes to a healthy work environment and helps maintain your professional network.
General Best Practices for Farewell Messages
Effective farewell messages are built on positivity and support. Your words should uplift the person as they transition, focusing on their future success rather than any negatives of their departure. This ensures the final interaction is encouraging.
Sincerity is another element. A genuine note of thanks or a shared positive memory will resonate more than a generic comment. You can appreciate their work ethic, a specific skill, or their contributions to a project, as simple, heartfelt phrases are the most effective.
Keeping your message brief and professional is also advisable. A few well-chosen sentences are sufficient to get your point across without becoming overly emotional. Phrases like, “It was a pleasure working with you, and I wish you all the best,” are appropriate and maintain a professional boundary.
What to Avoid Saying When a Colleague Leaves
To maintain professionalism, refrain from asking intrusive questions about their new salary or specific reasons for their departure. Probing for personal details can put the individual in an uncomfortable position. Respecting their boundaries is a sign of professional courtesy.
Do not use their departure as an opportunity to gossip or complain about the company, management, or other colleagues. This behavior reflects poorly on you and can make the person feel caught in workplace politics. Keep the focus of the conversation on them and their future.
Avoid making promises you may not be able to keep, such as offering high-level contacts or guaranteeing a job lead. If you cannot follow through, it can damage your credibility. Instead of a vague offer like, “Let me know if I can do anything,” be specific, such as, “I’d be happy to review your resume.”
Do not make the farewell conversation about yourself. Sharing a lengthy story about your own career anxieties shifts the focus from the person who is leaving. While relating to their experience can show empathy, keep your anecdotes brief and relevant.
Tailoring Your Message to the Situation
When a coworker is leaving for a new job
When a colleague leaves for a new position, your message should be celebratory and forward-looking. Acknowledge their new opportunity and express confidence in their future success to show your support for their professional growth.
You can mention how much you enjoyed working with them and highlight a specific strength. For example, “Congratulations on the new role! It was a pleasure working with you, and I’ll miss your creative problem-solving. Your new team is lucky to have you.”
When a coworker is retiring
A coworker’s retirement marks a new life chapter, so your message should celebrate their years of dedication. Thank them for their contributions and the impact they have had on the workplace. Acknowledging their legacy can be very meaningful.
Your words can be both appreciative and lighthearted. You might say, “Congratulations on a well-deserved retirement! Thank you for your guidance over the years.” An informal message could be, “I hope your retirement is filled with everything you’ve been looking forward to!”
When a coworker has been laid off
This is a delicate departure scenario that requires sincere empathy and support. A layoff can be a distressing experience, so be sensitive and avoid clichés or toxic positivity. Instead of saying “this is for the best,” acknowledge the difficulty of the situation.
Focus on their value as a professional and offer concrete help if you can. A simple, “I was so sorry to hear the news. You were a tremendous asset to our team,” can be comforting. If offering assistance, be specific: “I would be happy to serve as a reference for you.”
When a coworker is leaving for personal reasons
When a colleague departs for personal reasons, such as a health or family matter, a primary consideration is their privacy. Your message should be warm and supportive without being intrusive. The goal is to show you care while respecting their personal space.
A simple, kind message is the most appropriate response. You can say, “I’m thinking of you and wishing you all the very best.” Another option is, “It was wonderful working with you, and I hope everything goes smoothly.”
Adapting Your Message Based on Your Relationship
The tone of your message should be informed by your relationship with the departing colleague. If you are close work friends, your goodbye can be more personal and informal. You can reference inside jokes or shared experiences, like, “I can’t believe I won’t see you at the coffee machine every morning! I’m so excited for you, but I’ll miss you. Let’s make sure our lunch dates continue.”
For a casual acquaintance, a formal and brief message is appropriate. A simple, polite statement acknowledging their departure and wishing them well is sufficient. Phrases like, “Best of luck in your new role,” or, “It was a pleasure working with you,” are suitable.
When a direct report is leaving, your message should be supportive and appreciative of their contributions. Acknowledging their impact validates their work and ends the relationship on a positive note. You might say, “Thank you for your hard work on the recent project. We will miss your contributions, and I wish you the very best.”
If your manager is leaving, the message should be respectful and express gratitude for their guidance. This is an opportunity to acknowledge the positive influence they have had on your career. An appreciative message might be, “Thank you for your leadership and support. I’ve learned so much from you and wish you continued success.”
Choosing the Right Method of Communication
The best way to deliver a farewell message depends on the workplace culture and your relationship. For a colleague you worked with closely, a brief, in-person conversation is the most personal and sincere method. This allows you to convey your good wishes directly.
An email is a versatile choice, especially in larger companies or remote environments. It gives you time to compose a thoughtful message and allows the recipient to respond at their convenience. This format works well for a manager, direct report, or a formal acquaintance.
Signing a group farewell card is a classic way to show collective appreciation, especially for retirements or long-tenured employees. It allows everyone to contribute a short, personal note, creating a meaningful keepsake. Your message on the card can be brief as it is part of a group sentiment.
Sending a message through a site like LinkedIn is a modern option to stay connected professionally. A connection request with a personalized note like, “It was great working with you. Let’s stay in touch, and I wish you all the best,” is a professional way to maintain the relationship.