The going-away card serves as a final, tangible artifact of a coworker’s time with the organization. Finding the right words to convey appreciation and respect in a small space can be challenging, yet the gesture holds significant weight. A thoughtfully written message acts as a personal farewell and a professional acknowledgment of their contributions. Crafting a message that is both genuine and appropriate requires considering several factors, from the circumstances of the departure to the depth of your relationship.
The Fundamentals of a Great Going-Away Message
The approach to writing a farewell message should center on genuine sincerity. Though the context is professional, the tone should remain warm, conveying respect for the individual. This balance of professionalism and warmth ensures the message is appropriate for the workplace while still feeling personal.
Given the limited space on a shared card, the message must be concise, typically limited to two or three impactful sentences. Brevity ensures the message is easily read and leaves room for others to contribute their thoughts. Writing clearly and neatly is also necessary, as legibility ensures the departing colleague can appreciate your sentiments.
Essential Components of Your Message
A strong going-away message should generally contain three conceptual pillars to provide a balanced sentiment.
The first component involves an expression of gratitude or thanks for collaboration, help, or teamwork. This acknowledges their positive impact on your work experience or professional growth.
The second centers on recalling a positive, specific memory or shared experience. Mentioning a successful project, a challenging deadline overcome, or a moment of levity helps personalize the message and demonstrates a genuine connection. Incorporating these details makes the message feel more tailored and memorable.
The final component is offering well wishes for their future endeavors. This forward-looking statement shows support for their decision and hopes for their continued success. These three elements—thanks, memory, and future hope—combine to create a message that is both reflective and supportive.
Tailoring Your Message Based on the Reason for Departure
For a New Job or Career Opportunity
When a coworker is leaving for a promotion or an exciting new role, the message should focus on enthusiasm and congratulations. Expressing excitement for their professional advancement reinforces the positive nature of their departure. Acknowledge the value of the new opportunity and wish them success in their new field or company. Phrases like “Congratulations on the new role” or “I know you’ll achieve great things” celebrate their achievement.
For Retirement
A retirement message should focus on acknowledging the colleague’s legacy, their years of service, and the well-deserved rest ahead. The tone should be one of respect and celebration of a long career, emphasizing their contributions. Thank them for any guidance they provided and wish them joy, relaxation, and health in their next chapter. The message should convey that their time and effort were valued and that they have earned this period of enjoyment.
For a Layoff or Unknown Circumstances
In situations involving a layoff, redundancy, or an undisclosed reason for departure, empathy and professional respect must guide the message. Avoid asking intrusive questions or making assumptions about their future plans, as this can create discomfort. The message should focus on affirming their professional capabilities and wishing them success in finding their next opportunity. A supportive tone that emphasizes their talent and acknowledges the difficulty of the situation is most appropriate.
For a Sabbatical or Extended Leave
If the coworker is taking a temporary leave, such as a sabbatical or parental leave, the message should maintain a temporary and lighthearted tone. The focus shifts from a final farewell to wishing them a restful or productive period away. Appropriate phrases imply a return, such as “Enjoy the break” or “Looking forward to hearing about your adventures when you return.” This acknowledges the break while reinforcing that they are still part of the team and will be welcomed back.
Adjusting the Tone Based on Your Relationship
For a Close Work Friend
When writing to a close work friend, the message can incorporate a greater degree of personal reference and emotion. It is acceptable to express genuine sadness and to mention personal, non-work-related memories or inside jokes, provided they are appropriate for the public nature of the card. You can reference plans to stay in touch and use slightly more informal language. The message should acknowledge the professional loss but emphasize the continuation of the personal relationship outside the office.
For a Manager or Supervisor
The message to a manager or supervisor requires maintaining a high level of professionalism. The content should focus on acknowledging their mentorship, leadership, and the specific lessons you learned under their direction. Avoid overly casual language or personal anecdotes that might be seen as inappropriate in a professional context. This is an opportunity to formally thank them for their career guidance and wish them success in their subsequent endeavors.
For a Casual Acquaintance or Colleague
For someone you worked with infrequently or only on one project, the message should be brief and strictly focused on professional interaction. The note should reference a specific, positive interaction, such as a successful project collaboration or reliable assistance. Keep the tone polite and focused purely on well wishes and a general acknowledgment of their contribution.
Quick Tips and What to Avoid
Before handing the card off, double-check your spelling, especially the coworker’s name, to ensure accuracy. Sign your full name clearly so the departing colleague knows who sent the message.
It is necessary to avoid using the card as a platform to mention future workload concerns or express negative feelings about the company or management. Similarly, refrain from discussing sensitive personal topics. These include salary, office gossip, or any details about why they might be leaving. The final message should be a positive, professional closing statement.