Employee Letter and Email Examples
If you need to send an email or letter to an employee - or to your boss - we’ve got you covered. Below you’ll find sample letters that you can use for just about any situation you might encounter in the workplace. From terminations to promotions, missing work, appreciation, congratulations, references, and thank yous, you can customize these examples for your particular employment-related circumstance.
For a Job Well Done...
It’s always a great feeling to deliver good news or congratulate a colleagues on their successes. And, unlike in-person best wishes, a colleague can save a letter or email to look at later. With emails of appreciation, you can even copy managers and other colleagues.
Here are a few examples to help you get the wording just right.
...And Not So Well Done
If you have to deliver bad news, whether to a job applicant or an existing employee, these sample letters will help.
A tip when it comes to writing letters with bad news: don't bury the message. Put the essential information (e.g., Unfortunately, you did not get this job. or Due to a downturn in orders, we are reducing all employees' salaries by 10 percent.) in the first paragraph or even the first sentence of the letter.
Be direct and to-the-point in your wording. Recipients should be able to quickly absorb the news.
For the Job Applicant
If you’re applying for a new job, these examples should help you draft a well-worded request—or a response when they make you an offer.
Job Promotion or Transfer
Here's help for when you’re trying to snag a new position within the company you work for, whether you want to get promoted or transfer to a different position or location.
Welcoming a New or Returning Employee
Whether you’re making an initial job offer or welcoming an employee back from an extended leave, here are some samples of what you might say. This kind of letter can really help set the tone for new (or returning) employees, as well as making the transition into the workplace a smooth one.
I Need a Change
What do you want? More Money? A permanent position? You’ll find the words in these sample letters.
Work From Home
When you’re requesting to work from home on a regular or temporary basis, you need to convey exactly what you want, along with the benefits to the company.
These examples show you how.
Missing in Action
Here are a few ways you can explain why you didn’t make it into the office, whether due to a sick day, emergency, or just sleeping through the alarm clock.
When You’re Leaving
These examples have you covered, from turning in your resignation to saying goodbye to your co-workers. Remember: No matter how you feel about the company you're leaving, be gracious and polite in your goodbye missive.
When Your Employee Is Leaving
Here’s how to officially accept a resignation as well as write a reference for a former employee or colleague.
We also show you how verify that a current or former employee was employed by your company.
These examples should help when finding the right words is especially difficult.
Need even more letter samples? Check out the article below.
Email Message Examples
Sample job search email messages including cover letters, thank you letters, resignation letters and other sample formatted email messages. Also review job search email etiquette.
Breaking up is hard to do. And, that sentiment doesn’t just apply to romantic relationships—it also holds some water when it comes to leaving your job.
Whether you loved your role or hated it, needing to say bye to the people you’ve worked closely with is enough to inspire some sweaty palms—and maybe even a lump of sadness that mysteriously lodges itself in your throat.
While you’ll likely have a lot of the dreaded “I’m leaving” conversations in-person (honestly, that’s the best way to do it!), many times you also want to follow that exchange up with a friendly email that shares your well wishes and your personal contact information—so that people can stay in touch, even after you’ve packed up your desk.
Not only is this standard polite office behavior, but it also ensures that you end things on the most positive note possible.
In theory, those emails seem like they’d be easy to write. But, they can actually be deceptively tricky. So, if you’re struggling to write those bittersweet goodbye notes, these five different templates are sure to help.
1. For the Co-worker You’re Really Close to
While you got along well with all of your colleagues, the people who fall into this category are a little different—they’re your closest friends and confidantes in the office. You could always count on them to join you for a quick lunch or to listen to you vent about a ridiculously tight deadline.
As you already know, I’ll be leaving my position as [job title] here at [Company], and my last day is [date].
While I’m excited about the new opportunity, there’s also a big part of me that’s sad to be saying goodbye to amazing co-workers just like you. I can’t tell you how much I’ve enjoyed our time working together, and how much I value the friendship you’ve shown me over the past [how long you’ve worked together].
You made me look forward to coming into the office, and I’ll always remember [funny moment or inside joke].
This might be the end of my time with [Company]. But, it’s definitely not the end of our friendship. You have my number—so don’t hesitate to reach out when you want to grab [coffee/drinks/lunch], and I’ll be sure to do the same!
It’s been great working together, [Name], and I’ll definitely keep in touch!
All the best,
2. For the Co-workers You Don’t Know as Well
What about those colleagues who you’re not super close with? It’s still polite and professional to say one final goodbye with an email like this one.
As you may have already heard, I’m leaving my position as [job title] here at [Company], and my last day is coming up on [date].
I wanted to take a moment to let you know how much I’ve enjoyed my time here—and you’ve played a part in that. It’s been so great working with you and getting to know you. The people here at [Company] have honestly been one of the best parts of working here.
While I won’t be in the office anymore, I definitely hope you’ll keep in touch. My personal email address is [personal email address], so don’t hesitate to reach out whenever.
Wishing you all the best, [Name]!
3. For Your Manager
Whether you shared a close relationship with your boss or you two were always a little more distant, it's still wise to send a message of appreciation in order to make sure you leave a positive impression. You never know when your paths will cross again!
Since today is my final day here at [Company], I wanted to send along a quick note to tell you how much I’ve enjoyed my time here.
I’ve learned so much from your experience, advice, and guidance over the past [length of time], and my time spent as a [job title] on this team has been such a valuable part of my career journey. I know I’ll carry the things I’ve learned here with me to my next adventure, and I’ll always look back on this experience with a lot of fondness.
Even though our time working together is coming to a close, I’d still love to keep in touch. So, never hesitate to reach out to me at [personal email]!
Thanks so much, once again, for your leadership. Know that I’m always wishing the best to you and the [department] team!
All the best,
4. For Your Direct Reports
If you’re in a management role, you’ll also need to say bye to the people who report to you. Again, this is a conversation that should happen in-person. But, to wrap things up, you can send the following message.
As we discussed, I’ll be leaving my position as [job title], and my last day is coming up on [date].
I know we’ve already talked in-person, but I wanted to wrap things up with an email. It has been such a pleasure to lead you here at [Company] and watch you grow in your career. I couldn’t have asked for a better team, and I know you’re destined to continue doing big things.
I’ve included my personal contact information below for you. Please don’t ever hesitate to reach out—whether you need advice, a recommendation, or even just want to meet for coffee (I’d love that!).
[Personal email address]
[Personal phone number, if necessary]
Again, it’s been absolutely amazing to serve as your manager, and I’m wishing you nothing but the best as you move forward.
All the best,
5. For Anyone Senior You Worked With
Your goal is to pack up your desk and walk out of that office leaving the very best impression. In order to do so, you should also plan to touch base with any C-level people you worked with.
As I know you've heard, I’ll be leaving my position as [job title] here at [Company], and my last day is coming up on [date].
Before setting off on the next chapter of my career journey, I wanted to reach out to you and let you know how great it’s been to work with you here. I really enjoyed collaorating with you on [project or task], and I’ve learned so much from the way you [skill or thing]. This has been such a valuable career experience, and I know that I have leaders like you to thank for that.
I prefer to think of this as “See you later” instead of “Goodbye.” So, please don’t hesitate to reach out to me at [personal email address] if you’d ever like to get in touch.
Wishing you all the best, [Name]!
6. For Your Clients
If your position deals directly with clients, it’s both polite and professional to give them a heads up that you’ll be leaving that role. Here’s what to say.
I’m touching base with a bit of news for you. I’ll be leaving my position as [job title] here at [Company], and my last day will be [date].
I wanted to reach out to let you know that I’ve so enjoyed working with you during my time here. It’s been a true pleasure getting to know you better!
Please don’t hesitate to let me know if there are any loose ends you’d like me to tie up before I leave. I’m happy to do so. Otherwise, your new point of contact will be reaching out to you very soon/Your new point of contact is [Name] and they’re cc-d on this email.
Wishing you all the best, [Name]!
7. For Everyone Else
Everybody else will fall into this category. Perhaps it’s a vendor that you work closely with for a regular event. Or, maybe it’s someone externally that you got to know through your work on a particular board or as a member of an association. Here’s what to say to let them know that you’re moving on.
I hope you’re doing well!
I wanted to let you know that I’ll be leaving my position as [job title] here at [Company] and my last day is [date].
It’s been so great getting to know you through [how you worked together]. While I’m excited for the new opportunity ahead of me, leaving [Company] and great working relationships like this one is definitely bittersweet.
I’m wishing you all the best moving forward, [Name]. And, thanks again for being a part of making my time here at [Company] such a great one!
There you have it—all the goodbye email templates that you need to say one last goodbye to everyone from your colleagues to your clients.
Add your personal details, hit that “send” button, and you’ll not only leave your job—you’ll also leave a lasting, positive impression.