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What to include in a resignation announcement to colleagues
Keep the message clear, appreciative, and suited to the people receiving it. A team-wide email usually needs less personal detail than a note to a close coworker.
- The news and your final working day: State that you are leaving and give the actual date.
- A genuine note of thanks: Mention a shared project, support, or something you valued about working together.
- A reason, only if you want to share one: Keep it brief and neutral. You do not owe coworkers private health, family, or other personal details.
- Contact details, if appropriate: Add a personal email or another way to stay in touch only if you are comfortable sharing it.
- A warm sign-off: Close professionally and on a positive note.
For more on what belongs in the employer-facing message, see Indeed’s guide to writing an email resignation letter. It serves a different purpose from a colleague farewell.
Examples you can adapt
Team-wide announcement
Subject: A quick note as I move on
Hi team,
I wanted to let you know that I’ll be leaving [Company], with my last day on [date]. I’m grateful for the chance to work with you and for everything we’ve accomplished together, especially [specific project or experience]. I’ve learned a lot from this team and will be cheering you on. If you’d like to stay in touch, you can reach me at [personal email or other contact].
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Thank you, and all the best,
[Name]
Short announcement that keeps your reason private
Subject: My last day at [Company]
Hello everyone,
I’m writing to share that I’ll be leaving my role at [Company]. My final working day will be [date]. I’m grateful for your support and for the opportunity to work alongside you. I’m keeping the details of my next steps private, but I wish you and the team the very best.
Best,
[Name]
Message to a close colleague
Hi [Name],
I wanted you to hear from me directly that I’ll be leaving [Company] on [date]. I’ve really valued working with you, especially on [specific shared project or moment]. Thank you for your support and friendship. I’d love to stay in touch at [contact].
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Warmly,
[Name]
How to tailor the message to your situation
For a group, focus on the date, shared work, and general thanks. For an individual message, you can name a particular collaboration or personal kindness. If you are leaving for a new job, changing careers, relocating, retiring, or pursuing further study, you may mention that briefly if you wish. If you prefer not to explain, a simple statement that you are moving on is enough.
For a short-notice or immediate departure, do not promise a transition or give a date that has not been agreed. The University of Wyoming Career Services offers examples for different resignation scenarios, including personal reasons, relocation, further study, and short notice: University of Wyoming resignation email templates.
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When and how to send it
- Give formal notice first. Submit the resignation to your manager or HR through the required process. A colleague email is not formal notice. See Indeed’s formal resignation email guidance.
- Coordinate the announcement. Ask your manager when and how coworkers should be told; some workplaces have an internal communication process.
- Confirm your final working date. Check your policy and circumstances before naming it. Two weeks is often used as an example in career guidance, not a universal requirement. The appropriate notice period depends on your workplace and situation.
- Choose a clear subject line and proofread. “Thank you,” “A quick note as I move on,” or “My last day is [date]” can work, depending on your workplace. Verify the date, names, and contact details before sending. For more subject-line and email guidance, see SEEK’s resignation email guide.
What to leave out
- Complaints, accusations, or criticism that could turn a farewell into a workplace dispute.
- Private details about your health, family, or next steps that you do not want widely shared.
- Unconfirmed promises about handover work, availability, or a final date.
- A lengthy explanation. A concise, sincere message is usually more useful to colleagues.
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