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Free Printable Farewell Letter Template: Begin Writing Now [PDF, Word]

    Farewell letters, with their delicate blend of sentimentality, gratitude, and closure, occupy a unique place in our personal and professional interactions. They represent a point of transition, serving as both an end and a beginning – encapsulating the experiences of the past while peering optimistically into the future.

    In this article, we delve into the art of crafting heartfelt and memorable farewell letters, ensuring your goodbyes echo with warmth, sincerity, and a touch of nostalgia. Whether you’re bidding adieu to colleagues, friends, or loved ones, our guide is designed to help you create a tangible token of remembrance that reciprocates the profound impact they’ve had on your life.

    What is the meaning of farewell letter?

    Farewell Letter
    Farewell Letter

    A farewell letter is a written communication expressing goodbye to someone. It often denotes the end of a certain chapter in life – be it professional, as in leaving a job or relocating, or personal, like moving away or parting from a close friend or family member.

    These letters encapsulate sentiments of appreciation, shared memories, and well-wishes for the future. It is a tangible expression of one’s feelings at the moment of parting, aiming to leave a lasting impression of respect, gratitude, and affection. As such, a farewell letter can serve as a heartfelt and meaningful closure to a particular period of one’s journey.

    Farewell Letter Templates

    When employees leave jobs or students graduate, farewell letters offer final words. The letters provide closure and appreciation. Farewell letter templates guide creating considerate goodbye letters.

    The templates include formatted introductory and concluding paragraphs suited for farewells. Space is provided to highlight meaningful shared experiences and express well wishes for the future. Templates are adaptable for colleagues, customers, church congregations, military members, and other relationships.

    Farewell letter templates help users thoughtfully articulate goodbye sentiments. Recipients feel valued with sincere, eloquent letters. Templates ensure etiquette and structure convey the essence of connections built. They facilitate smooth transitions and lasting positive impressions. Whether for a job departure, military PCS, graduation, or just the end of a season together, farewell letter templates supply words to honor relationships, memories, and the road ahead.

    When To Send Your Letter 

    Sending a farewell letter is a thoughtful gesture that’s appropriate in several situations. The timing and context, however, can vary greatly. Let’s delve into some scenarios where a farewell letter could be sent:

    Leaving a Job

    This is one of the most common situations for a farewell letter. Typically, you’ll want to send the letter after you’ve formally resigned but before your last working day. This allows enough time for your colleagues and superiors to process your departure and possibly arrange a farewell gathering if it’s customary. Your letter could express appreciation for the opportunities and experiences you’ve gained, bid your coworkers goodbye, and provide your contact details for future correspondence.


    If you’re moving to a new city or country, a farewell letter to friends, neighbors, or local community members can be a touching gesture. Ideally, send this letter a week or two before you move, giving those who want to say goodbye in person a chance to do so.


    When you’re graduating from a school or college, farewell letters to teachers, classmates, or even the institution itself can be a meaningful way to mark the end of this chapter. These letters can be sent in the period leading up to graduation day or shortly afterward, capturing your reflections and gratitude for the shared journey.


    When retiring, a farewell letter to colleagues, clients, or professional contacts can help you share your reflections on your career and your plans for the future. Timing-wise, this letter should ideally be sent after your official retirement announcement and closer to your actual date of retirement.

    Ending a Relationship

    A more personal circumstance could be the end of a romantic relationship or friendship. A farewell letter here is a delicate matter and should be used when it can aid in bringing closure to both parties. This should be done once you’ve had time to reflect and can express your thoughts clearly and calmly.

    What to Include in a Farewell Letter

    A well-crafted farewell letter carries a lot of emotional weight, conveying your sentiments as you part ways. Here are the key components to include in your letter, explained in detail:

    Salutation: Begin your letter with a warm, personal greeting. Address the recipient by their name to give the letter a personal touch right from the outset.

    Statement of Departure: Early in the letter, it’s important to state the reason for your departure, whether it’s a new job, relocation, retirement, or any other reason. It helps set the context and tone for the rest of your message.

    Expression of Gratitude: Reflect on the positive aspects of your time spent with the recipient. This could include the opportunities and experiences you’ve gained, the skills you’ve developed, or simply the joy and companionship they’ve brought into your life. Make sure your expressions of gratitude are sincere and specific.

    Memorable Moments: Sharing specific memories can add a layer of personalization and make the farewell more poignant. Whether it’s a shared success, a hurdle overcome together, or simply a fun, shared moment, such stories can serve as a tangible reminder of your shared past.

    Well-Wishes: Offer your best wishes for their future endeavors. This demonstrates your continued interest and goodwill towards the recipient, even as you’re parting ways.

    Future Contact Details: If appropriate, include your contact details (like your personal email address or LinkedIn profile) to keep the lines of communication open. This is particularly relevant in professional settings, where maintaining a network can be valuable.

    Closing Remarks: Close the letter on a positive note. Your closing remarks could be a reaffirmation of your gratitude, a final well-wish, or an expression of hope to cross paths in the future.

    Sign-off: End your letter with a polite and friendly sign-off, such as “Best Wishes,” “With Gratitude,” “Yours Sincerely,” followed by your name.

    How To Send a Farewell Letter

    The manner in which you send a farewell letter can be as significant as its content, depending on the context and the relationship you share with the recipient. Here’s a detailed guide on how to send a farewell letter:

    Decide on the Medium: Farewell letters can be sent through various mediums – handwritten letters, emails, or even messages on professional platforms like LinkedIn. Handwritten letters add a personal touch and are ideal for close colleagues, friends, or family members. Emails are best for professional settings or large groups. Messages on professional platforms are suitable for professional contacts you aren’t very close with but still want to notify about your departure.

    Choose the Right Time: Timing is crucial when sending a farewell letter. If you’re leaving a job, send the letter after you’ve formally notified your superiors about your departure, and ideally a week or two before your last day. This allows people time to process the information and respond if they choose.

    Send Individual or Group Letters: Consider whether you need to send individual letters or a group letter. Individual letters allow for more personalization and are suitable when you share a close relationship with the recipient. Group letters, sent to multiple recipients at once, are better for professional situations or when you’re saying goodbye to a large number of people. Just ensure the content is appropriate and relevant to everyone receiving the letter.

    Proofread and Send: Before sending, make sure to proofread your letter to correct any spelling or grammatical errors. Double-check the recipient’s contact information as well. If you’re sending a physical letter, make sure to write or print neatly and place it in an envelope. If you’re sending an email, use a clear and appropriate subject line like “Farewell and Thank You.”

    Follow Up: Once you’ve sent the letter, be prepared to respond if the recipients reply or express a desire to meet up before you leave. Be gracious and appreciative of their responses, further fostering goodwill during your departure.

    How to write a farewell letter

    Let’s start by outlining the general steps to write a farewell letter, and then we will specifically look at writing a farewell letter to a boss who is leaving and to co-workers.

    General Steps to Write a Farewell Letter:

    Step 1: Begin by selecting the right medium for your letter. Depending on the recipient and your relationship, this could be a handwritten note, an email, or a professional message.

    Step 2: Start the letter with a personalized greeting, addressing the recipient by their name.

    Step 3: State the purpose of your letter early on — your impending departure. Briefly mention the reason for your departure without getting into excessive detail.

    Step 4: Express your gratitude for the relationship you’ve shared. Try to be specific about the experiences and opportunities this relationship has provided.

    Step 5: Share memorable moments or experiences you’ve had with the recipient, further personalizing your message.

    Step 6: Extend your well-wishes for the recipient’s future endeavors.

    Step 7: Offer your future contact information, if appropriate.

    Step 8: Conclude with warm, closing remarks and a polite sign-off, followed by your name.

    Step 9: Proofread your letter, ensuring it’s free from spelling and grammatical errors, and that it delivers your intended message clearly.

    Step 10: Send the letter at an appropriate time, allowing the recipient enough time to process the information.

    Now, let’s dive into the specifics of writing a farewell letter to a boss who is leaving and to co-workers.

    Writing a Farewell Letter to a Boss Who Is Leaving:

    Step 1: Choose your medium — a handwritten note can add a personal touch, but an email may be more appropriate in a formal professional setting.

    Step 2: Begin with a personalized greeting, addressing your boss by their name.

    Example: Dear [Boss’s Name],

    Step 3: State the purpose of your letter — to bid farewell.

    Example: I heard about your upcoming departure from our company, and I wanted to take a moment to say goodbye.

    Step 4: Express your appreciation for their leadership, guidance, and the opportunities they’ve provided you with.

    Example: Your leadership has been an invaluable asset to both my personal and professional development. Your guidance has helped me hone my skills and tackle challenges with confidence.

    Step 5: Share a memorable moment or experience you’ve had with your boss, which showcases their positive impact on your professional journey.

    Example: I still remember how you guided our team through the XYZ project’s challenges, a testament to your patience and leadership. That experience profoundly influenced my problem-solving approach.

    Step 6: Extend your well-wishes for their future endeavors.

    Example: As you embark on your new journey, I wish you nothing but success and fulfillment.

    Step 7: If appropriate, offer your future contact information.

    Example: I hope to keep in touch and learn from your future successes. You can reach me at [your email].

    Step 8: Conclude with a warm closing remark and a polite sign-off.

    Example: Thank you once again for everything. Best of luck in your future endeavors.

    Step 9: Review and send the letter.

    Writing a Farewell Letter to Co-Workers:

    Step 1: Choose your medium. An email would typically be the most suitable option for co-workers.

    Step 2: Start with a group greeting.

    Example: Dear Team,

    Step 3: State the purpose of your letter — your farewell.

    Example: I’m writing to inform you that I will be leaving my position at [Company’s Name] at the end of this month.

    Step 4: Express your gratitude for the camaraderie and professional growth you’ve experienced with your co-workers.

    Example: Working with each one of you has been a truly enriching experience. Your support, camaraderie, and constructive feedback have contributed significantly to my professional growth.

    Step 5: Share a memorable moment or experience that you’ve shared as a team.

    Example: I will fondly remember the time we worked together on the XYZ project, achieving success despite the odds.

    Step 6: Extend your well-wishes for their future endeavors.

    Example: I am confident that you all will continue to achieve great success in the future.

    Step 7: Offer your future contact information.

    Example: I would love to stay in touch. Please feel free to reach me at [your email].

    Step 8: Conclude with a warm closing remark and a polite sign-off.

    Example: Thank you for all the wonderful memories and experiences. It’s been an absolute pleasure working with you all.

    Step 9: Review and send the letter.

    Sample Farewell Letter to Co-Workers

    Subject: A Farewell Message – Saying Goodbye But Not Farewell

    Dear Team,

    I hope this message finds you all well. I am writing to you today with a heavy heart to inform you that I will be leaving my position at ABC Company as of July 31st, 2023.

    The decision to leave was not an easy one, but after careful consideration, I have accepted a new opportunity that aligns more closely with my long-term career goals. Despite the excitement of this new chapter, the sadness and nostalgia I feel about leaving our team are overwhelming.

    Working with each of you has been an absolute privilege. I have learned so much from the time we’ve spent together – the brainstorming sessions, the project challenges we’ve overcome, the shared lunches, and of course, the impromptu coffee breaks.

    I cannot write this letter without mentioning the ABC project we worked on last year. The dedication, creativity, and determination you all showed were truly inspiring. Despite the obstacles we faced, we worked together, pulled off late nights and came up with a solution that not only resolved the issue at hand but also laid the foundation for future projects. This will always be one of my most cherished professional memories.

    I wish each of you all the best in your personal and professional endeavors. I have no doubt that you will continue to bring dedication and creativity to your work and make ABC Company proud.

    I would love to stay connected. Please feel free to reach out to me at any time at my personal email address, I am also on LinkedIn, and I would be more than happy to stay in touch and lend any assistance I can in the future.

    As I sign off from ABC Company, I want to express my profound gratitude for your support, friendship, and goodwill. Your camaraderie has made this journey more enjoyable and fulfilling than I could have ever imagined.

    Thank you for the wonderful memories, the laughs, and the teamwork. I am going to miss you all dearly.

    Best Wishes,

    [Your Name]

    Sample Farewell Letter to Boss Who is Leaving

    Subject: Farewell and Best Wishes on Your Next Adventure

    Dear [Boss’s Name],

    I hope this letter finds you well. I heard about your upcoming departure from our organization, and I wanted to take a moment to extend my heartfelt farewell.

    Working under your leadership has been a significant period in my professional journey. Your unwavering dedication, strategic insight, and compassionate management have been instrumental in shaping not just my career, but also my approach to overcoming challenges and pursuing opportunities.

    One of the most memorable experiences for me was when we were navigating through the complexities of the [specific project or event]. Your guidance and tenacity in the face of those challenges were inspiring and taught me the value of perseverance and strategic thinking. This experience will stay with me throughout my career.

    You have left a lasting impact on our team and me, and your absence will be deeply felt. But even as we bid you farewell, we celebrate your new beginning. I am confident that your next role will benefit immensely from your leadership and vision, just as we have.

    While we will miss your leadership, we understand that promising opportunities await you, and you must pursue your career aspirations. I hope that we can keep the lines of communication open, and perhaps our paths will cross again in the future.

    Please feel free to stay in touch. You can reach me at [your personal email address], or connect with me on LinkedIn at [LinkedIn profile link].

    As you embark on this new journey, I wish you all the success, happiness, and satisfaction that you so richly deserve. You have been more than a boss to us – a mentor, guide, and friend, and your departure marks the end of an enriching chapter in our professional lives.

    Thank you once again for everything you’ve done for us. Good luck with all your future endeavors.

    Best Regards,

    [Your Name]


    Q: How long should a farewell letter be?

    A: Farewell letters can vary in length depending on the relationship and the extent of your message. Ideally, they should be concise and to the point, ranging from a few paragraphs to a page. It’s important to strike a balance between expressing your sentiments and being mindful of the reader’s time.

    Q: Should a farewell letter be formal or informal?

    A: The tone of a farewell letter depends on the nature of the relationship and the organizational culture. It is generally recommended to maintain a professional tone, but you can also infuse it with warmth and personal touches if the relationship allows for it.

    Q: Is it necessary to send a farewell letter to everyone?

    A: While it may not be possible to send a farewell letter to every individual you have interacted with, it is considered courteous to send the letter to those colleagues, supervisors, and subordinates who have had a significant impact on your professional journey or with whom you had a close working relationship.

    Q: Can a farewell letter be sent via email?

    A: Yes, sending a farewell letter via email is a common practice in today’s digital age. It allows for easy distribution to a large number of recipients, and it ensures the letter reaches everyone in a timely manner. However, for more personal connections, a handwritten or printed letter can also be considered.

    Q: Should I mention specific reasons for leaving in a farewell letter?

    A: It is not necessary to mention specific reasons for leaving in a farewell letter, especially if they are negative or sensitive in nature. Instead, focus on expressing gratitude, acknowledging contributions, and maintaining positive relationships. If you wish to explain your departure, it’s often more appropriate to do so in a separate conversation.

    Q: Is it appropriate to mention future plans in a farewell letter?

    A: Yes, it can be appropriate to mention future plans in a farewell letter, particularly if you are leaving to pursue a new opportunity or embarking on an exciting venture. Sharing your intentions can help keep colleagues informed and maintain connections for potential collaborations or networking in the future.

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    Betina Jessen

    Betina Jessen

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