Your last day at a job marks a significant moment in your career journey. Whether you’re moving on to new opportunities, retiring, or simply taking a break, sending a well-crafted “last working day email” is a professional courtesy that leaves a lasting positive impression. This email serves as a formal goodbye, an update on your departure, and a way to maintain valuable professional connections.

This guide will walk you through everything you need to know about writing the perfect last working day email. We’ll provide easy-to-understand explanations, practical tips, and, most importantly, ready-to-use templates that you can copy, paste, and customize for your specific situation.

Why Send a Last Working Day Email?

You might be wondering if an email is really necessary. The answer is almost always yes! Here’s why sending a last working day email is a smart professional move:

• Maintain Professional Relationships: It allows you to thank colleagues, managers, and even clients for their support and collaboration. You never know when your paths might cross again in the future.
• Ensure a Smooth Transition: This email can help inform others about your departure and who will be taking over your responsibilities. This prevents confusion and ensures work continues seamlessly.
• Leave a Positive Impression: A thoughtful farewell shows your professionalism and gratitude, reinforcing a positive image of you even after you’ve left.
• Share Future Contact Information: If you wish, it’s an opportunity to share personal contact details (like a LinkedIn profile or personal email) to stay connected.

Key Elements of an Effective Last Working Day Email

A good last working day email is concise, professional, and heartfelt. Here are the essential parts you should include:

1. Subject Line

The subject line is the first thing your colleagues or contacts will see. It should be clear and informative.

• Examples:
• “Farewell and Thank You”
• “Moving On – My Last Day”
• “Goodbye from [Your Name]”
• “Thank You and Farewell – [Your Name]”

2. Salutation

Address your recipients appropriately. “Dear Team,” “Hello Everyone,” or “Dear Colleagues” are common choices. For managers or specific clients, use their names.

3. Express Gratitude

Thank your colleagues, manager, or clients for the opportunity, support, and experiences you’ve shared. Be specific if you can, but a general thank you is always appreciated.

4. Mention Your Last Day

Clearly state that today (or a specific upcoming date) is your final working day. This provides crucial information to everyone.

5. Handover Information / Contact Person

This is especially important for colleagues and clients. Briefly mention who will be taking over your duties or who to contact for ongoing projects. Providing a specific name and their contact information (if appropriate and approved) is very helpful.

6. Future Contact Details (Optional)

If you’re open to staying in touch, you can include your personal email address or a LinkedIn profile link. Only share what you’re comfortable with.

7. Wish Well

End on a positive note by wishing your team or company continued success.

8. Closing

Use a professional closing like “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name.

Before You Hit Send: Important Considerations

Before you send your farewell email, take a moment to consider these points:

• Check Company Policy: Some companies have specific guidelines about farewell emails. It’s always good to be aware of any rules.
• Timing is Key: Send your email on your actual last working day, ideally towards the end of the day after you’ve completed essential tasks. Sending it too early might lead to confusion.
• Proofread Carefully: A professional email should be free of typos and grammatical errors. Read it aloud or use a spell checker.
• Personalize Where Appropriate: While templates are great, adding a personal touch to certain individuals (e.g., a manager you worked closely with) can make a big difference.
• What Not to Include: Avoid complaining, criticizing, or sharing negative feedback. This email is about gratitude and a graceful exit, not grievances.

Copy-Ready Templates for Your Last Working Day Email

Here are several templates tailored for different situations. Remember to replace the bracketed information `[ ]` with your specific details.

Template 1: To Colleagues (General Farewell)

Use this template for a general goodbye to your team and colleagues.

Template 2: To Your Manager/Boss

This template is for a more formal farewell to your direct manager or supervisor.

Template 3: To Clients/External Contacts

When you work directly with clients or external partners, this template helps maintain professionalism and ensures they know who to contact moving forward.

Template 4: Short and Sweet (for quick exits or informal teams)

If your workplace culture is less formal or you need a very brief message, this template works well.

Template 5: When Moving to a New Role Internally

If you’re not leaving the company but moving to a different department or role, your email will have a slightly different tone.

Step-by-Step Guide: How to Write Your Last Working Day Email

1. Step 1: Choose Your Audience: Decide who needs to receive your email. This might be all colleagues, just your direct team, your manager, or a select group of clients.
2. Step 2: Select a Template: Pick the template above that best fits your situation (e.g., general colleagues, manager, clients).
3. Step 3: Personalize Your Message:
   • Fill in all the bracketed `[ ]` information.
   • Add specific details where appropriate. For example, mention a specific project you enjoyed, a skill you learned, or a funny memory (if the workplace culture allows).
   • Adjust the tone to match your personality and your workplace culture.
4. Step 4: Review and Send:
   • Proofread for any errors.
   • Confirm all contact details (yours and any handover contacts) are correct.
   • Send the email on your last working day, typically towards the end of the day.

Tips for a Graceful Exit

• Complete All Handover Tasks: Ensure all your projects and responsibilities are properly documented and handed over to your successor.
• Say Goodbye in Person (if possible): While an email is formal, a quick in-person goodbye to close colleagues can add a personal touch.
• Don’t Burn Bridges: Even if you’re unhappy, maintain a professional and positive attitude. The professional world is smaller than you think.

Common Mistakes to Avoid

• Complaining or Criticizing: Your farewell email is not the place to air grievances or criticize the company or colleagues.
• Forgetting Key Information: Ensure you include your last day and, crucially, who will be taking over your responsibilities.
• Sending Too Late or Too Early: Don’t send it days before your last day, and definitely not days after. Your last working day is the ideal time.
• Errors in Grammar or Spelling: A poorly written email can undermine the professional impression you’re trying to make.

Internal Linking Suggestions

For more career resources and templates, explore these helpful articles on DailyExe.com:

• [Link to Resignation Letter Template]
• [Link to Professional Thank You Email After Interview]
• [Link to How to Write a Resume Guide]

FAQ

When should I send my last working day email?

It is generally best to send your last working day email on your actual final working day. You can send it towards the end of the day, after you have completed your main tasks and handover activities.

Do I have to send a last working day email?

While not always mandatory by company policy, sending a last working day email is highly recommended as a professional courtesy. It helps maintain good relationships and ensures a smooth transition of your responsibilities.

What if I don’t want to share my personal contact details?

Sharing personal contact details like your private email or phone number is entirely optional. If you prefer not to, you can simply omit that section from the template. Sharing a LinkedIn profile is a common and professional way to stay connected without sharing private contact information.

Should I send it to everyone in the company?

This depends on the size of your company and your role. For smaller companies, sending it to everyone might be appropriate. For larger organizations, it’s usually best to send it to your immediate team, department, and anyone you’ve worked closely with, including your manager and key clients.

Can I automate sending my last working day email?

While technically possible to schedule an email, it’s generally better to send it manually on your last day. This allows you to include any last-minute thoughts and ensures it goes out at an appropriate time, reflecting the completion of your final tasks.