Offboarding email templates
Resignations, terminations, layoffs, exit interviews, and farewells. 7 free templates, each with two versions, subject lines, compliance notes, and a branded PDF.
How a company handles departures tells the people who stay a lot about how they will be treated. Offboarding emails also carry real legal weight: final pay deadlines, benefits continuation, and notice requirements for layoffs all vary by state and situation.
These templates follow the steps in our offboarding and termination guide. They are written to be clear and respectful, and each one notes the legal points to check before you send.
7 offboarding templates
Resignation acceptance
Accept a resignation gracefully, confirm the last day, and explain final pay, benefits, and next steps.
Termination follow-up
Confirm a termination after the meeting, with final pay, benefits, unemployment, and return of property.
Layoff notification
Follow up a layoff conversation with dates, severance, benefits, and support, and meet WARN notice rules.
Exit interview invitation
Invite a departing employee to share honest feedback, and explain how it will be used.
Farewell announcement
Tell the team a colleague is leaving, thank them, and explain who covers their work.
Equipment return request
Ask a departing employee to return laptops, badges, and other property, with a simple prepaid process.
Reference request response
Respond to a reference request for a former employee in line with your policy.
Before you send any offboarding email
These checks apply to every template in this category. They take a minute and prevent the mistakes we see most often.
- Final pay timing meets the deadline for the employee's state.
- COBRA or state continuation and unemployment information are included where required.
- IT access removal is timed with the conversation, not before it.
- Nothing in the message explains or argues the reasons for an involuntary departure.
- The departing employee knows who to contact after their last day.
A to Z: offboarding
Equipment return request Exit interview invitation Farewell announcement Layoff notification Reference request response Resignation acceptance Termination follow-up
Offboarding email FAQ
When is a final paycheck due?
Do we have to give notice before a layoff?
Should every departing employee get an exit interview?
Templates for your industry
RetailManufacturingHospitality and restaurantsProfessional servicesConstructionLogistics and transportation
Other template categories
Recruiting and hiringOnboardingCompany announcementsBenefits, leave, and time offPay and compensationPerformance and developmentEmployee relations
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