A departure letter is a formal letter written by a member of a company or organization to his supervisor as well as colleagues, informing them of his or her decision to leave the company. It is also known as resignation letter and usually written telling the reason behind resignation along with notice period. Such letters are chiefly written to communicate with everybody the news and the change in the working personnel or positions. In most cases, these letters also help in clarifying any sorts of rumors or doubts among the working staff in the office regarding the different situations in the professional working environment.
Departure letters can be slightly informal in cases where the writer is extremely well-acquainted with his colleagues and co-workers. In cases where the one writing the letter shares a strong bond with his/her colleagues, the departure letter may express some sadness and nostalgia on the contextual action of leaving the company and the workplace. However, the letter cannot be too sentimental as it is still a formal letter meant principally to convey the news of the person’s departure from the company and the post.
Departure Letter – Sample Departure Letter Writing Tips
- Always keep the tone of the letter warm yet informal and formal. Know that since it is your colleagues, you are going to have to be good relations with them as you have been working with for some time now and it’s wrong to make the letter entirely formal and official.
- Mention any relevant details about substitutes, replacements, etc. This will give the people an idea of who will take your position once you’re gone.
- Express gratitude to your colleagues about the friendly working environment they all provided you.
- Do not get too sentimental with the words. Keep the letter concise and to the point.
Departure Letter – Sample Departure Letter Template
Use our free Departure Letter- Sample Departure Letter to help you get started.
Subject: Departure letter
This letter is to inform you that from ________ [mention day and date] I shall not be serving as your _______ [mention designation] anymore. The reasons for this unfortunate decision are ____ [mention the reason why you are quitting]. I am obviously regretful, but there is nothing that can be done.
I hope you succeed in all the plans you undertake. All the best and take care.
________ [Name and designation]
Subject: Cessation of job
I’m writing you this letter to inform you that I’m officially resigning as the Managing Director of the company as I have decided to shift to a cooler climate due to my health concern. I’m sorrowful to leave all of you and this work environment where I have put in so many years of my life. However, it is only as a compulsion and a necessity that I’ve been made to quit my current position and seek voluntary retirement.
Stress and the responsibilities of a job can have adverse effects on a person’s health, and that is exactly what has befallen in. It is with deep regret that I’m bidding you all farewell.
I wish you all the best in your future endeavors, plans, and innovations. I hope you give my replacement the same love and respect you gave me. Keep up the cooperation, integrity and hard work.
Regards and goodbye,
_____________ [Name and designation]
Here is the email format of the letter which can be used as an example while writing the same.
Email: Receiver’s email address
Subject: Regarding my departure from the company.
Dear Board Members,
Today I take the opportunity to inform you that retiring from the post of the director of the enterprise. I have served ten long years in this company and regret that I will not be working anymore and contributing to the business.
I would like to thank all the board members and all my colleagues who have expressed their support to me. I am grateful to each of the employee and the staff who have made their bit of contribution to the success of this company.I have spent some really rewarding and encouraging years with ___________.I have always loved my job and will miss all my coworkers. I am delighted that _________ will join as the director of the company, have great confidence in him and I know that under his guidance and support the company will achieve success. His leadership and innovative ideas have always kept us ahead with other competitors. He is one of the best choices as my successor, and I take this as an opportunity to the wish him good luck and congratulations for his new responsibilities. Last date of departure is ____________.
I wish all the employees and staff of ______________ a successful future ahead.