Aeralis
Free Template

Leaving Company Email Template (Last Day Notification)

TL;DR

A last-day email is different from a resignation announcement: it's the goodbye that goes out on your final day. Keep it warm, name your replacement, share a forwarding contact for the next 4-8 weeks, and stay on the right side of any non-solicit clause in your contract. Don't bash anyone. The email lives forever as the final impression you leave with colleagues, clients, and partners.

When to use this template

Use this template on your last day at a company — sent to colleagues, clients, and external partners you've worked with. Send the resignation email weeks earlier (separately, to your manager and HR). The final-day email is the public goodbye, not the resignation.

Leaving Company email templates

Scenario 1

Internal goodbye to colleagues

Subject

Today is my last day — and a few thanks

Body

Hi everyone,

Today is my last day at [Company]. After [N years/months], I'm moving on to [new role / new chapter / next thing] — and wanted to send a proper goodbye before my access turns off this afternoon.

It's been a real privilege. I've learned a lot from [team / specific people / specific projects], and I'll carry that forward.

[Replacement name] is taking over [my responsibilities] — they're great and you're in good hands. If you'd like to stay in touch, I'm reachable at [personal email] and on LinkedIn at [link].

Thanks for the time. Wishing everyone the best.

[Your name]

Scenario 2

External client goodbye with handoff

Subject

My last day at [Company] — handoff details

Body

Hi [Client name],

Today is my last day at [Company] — I wanted to make sure we had a clean handoff before I'm out.

[Replacement name] ([email]) is taking over the relationship. They've been briefed on [account history, current projects, open items], and I've walked them through everything we have in motion. They'll be in touch this week to introduce themselves directly.

It's been great working with you. If you'd like to stay in touch personally, I'm on LinkedIn at [link] and my personal email is [email].

Thanks for everything,
[Your name]

Scenario 3

Final-day auto-reply (turns on after access is revoked)

Subject

I no longer work at [Company] — please contact [replacement]

Body

Hi,

Thank you for your email. I no longer work at [Company] as of [date]. This inbox is no longer monitored.

For [topic / your former responsibility], please contact [replacement name] at [email].

For all other inquiries, [general team email] is the best path forward.

This auto-reply will run for the next [4-8 weeks] before this address is decommissioned.

Best,
[Your name]

Tips for writing a better leaving company email

  • 1Don't badmouth anyone. The last-day email is the final impression you leave at this company — keep it generous, even if your exit was difficult.
  • 2Always name your replacement (or the team they should contact). The handoff is the most useful information in the email.
  • 3Include your personal email or LinkedIn for people who want to stay in touch. Many of your colleagues will become future clients, references, or hiring contacts.
  • 4Stay on the right side of any non-solicit clause in your contract. Inviting clients to follow you to a new role can void severance and trigger legal action.
  • 5Set the auto-reply to run for 4-8 weeks after your departure. Internal IT will eventually decommission the address; the auto-reply is a safety net during the transition window.

Stop copy-pasting templates

Aeralis writes leaving company emails — and every other type — directly in your Gmail inbox. It learns your writing style from your sent emails, so drafts sound like you wrote them, not like a template.

Add to Gmail — it's freeTry the free AI email writer

Free tier: 15 emails/month. No credit card required.

Frequently asked questions

Should I mention where I'm going in my last-day email?

Depends on your situation. If you're going to a non-competitor, it's fine to share. If you're going to a direct competitor, your contract may prohibit it, and announcing externally before your start date can cause friction with both old and new employers. When in doubt, say 'next chapter' without specifics in the public email and tell people 1:1 if they ask.

Can I invite clients to follow me to my new role?

Often no, even if you think your relationship is personal. Most employment contracts include non-solicit clauses preventing you from actively recruiting clients for 6-24 months after you leave. The safe move: don't mention your new role in the goodbye email. If a client reaches out later asking what you're doing, you can respond personally — but the proactive recruitment is usually contractually prohibited.

When should I send my last-day email — morning or end of day?

Mid-to-late morning of your final day is the sweet spot. Early enough that people are at their desks and can respond if they want to say goodbye; late enough that you've already done the IT logout-checklist with your manager. End-of-day timing means many recipients don't see it until you've already lost access and can't reply.

Related email templates

Thank You Email Template →

Send a thank-you email after interviews, client meetings, business introductions, helpful favors, or speaking engagements. It strengthens the relationship and keeps you top-of-mind.

Apology Email Template →

Use an apology email when you or your company have missed a deadline, delivered something wrong, experienced a service outage, or caused a customer problem. The goal is to restore trust through clear ownership and a specific fix.

Out of Office Email Template →

Set up an out-of-office (auto-reply) email when you'll be away from work for a full day or longer — vacations, parental leave, business trips, extended PTO, or personal leave. Most email clients let you schedule the start and end dates.

View all email templates