Offboarding & separations

Resignation acceptance

Accepts a resignation in writing, with the notice period, last working day, next steps and the formal acceptance letter. Review with HR/legal before sending; send individually.

Subject: Your resignation, and your last working day

Notice period details

Explains a notice period: when it starts and ends, what applies during it and where the terms are, with a named contact. Review with HR/legal before sending; send individually.

Subject: Your notice period and last working day

Exit interview invitation

Invites someone who is leaving to an exit interview: when it is, what it covers and how their answers are used.

Subject: Your exit interview on [meeting date]

Last day logistics

Plans someone’s last day: handover, equipment return and a closing conversation, when accounts close and what follows.

Subject: How your last day on [end date] will run

Final pay and benefits information

Explains final pay, what it includes and what happens to benefits after the last working day, with the settlement statement. Review with HR/legal before sending; send individually.

Subject: Your final pay on [final pay date], and your benefits

Equipment return request

Asks someone who is leaving to return their work equipment: what to return, how, by when and who to tell about a problem.

Subject: Returning your equipment by [return deadline]

Access removal notice

Tells someone who is leaving when their access to work systems ends, what closes, what to do first and what happens after.

Subject: Your access to work systems ends on [access end date]

Experience letter issued

Shares the experience letter and other leaving documents with someone who has left, with how a future employer can verify them.

Subject: Your experience letter from [company name]

Alumni network invitation

A personal invitation to a former colleague to join the alumni network, with a reply-based way out.

Subject: An invitation to [alumni network name]

Layoff notice

Tells one person, with care, that their role is ending: the dates, entitlements by reference to the formal letter, support, a named contact and a time to talk. Review with HR/legal before sending; send individually.

Subject: About your role at [company name]

Layoff meeting invitation

Invites one person to the meeting where news about the future of their role will be shared in conversation rather than by email, with HR present. Review with HR/legal before sending; send individually.

Subject: A meeting about your role on [meeting date]

Layoff team announcement

An internal note to the colleagues who remain after a layoff: what happened and why, what changes for them and where to ask, naming no one. Review with HR/legal before sending.

Subject: Some roles are ending, and what it means for you

Employee termination notice

Confirms in writing, neutrally, that someone’s employment is ending: the date, final pay, property, access and the formal letter, with no reasons in the email. Review with HR/legal before sending; send individually.

Subject: Your employment at [company name]: next steps

Termination meeting invitation

Invites one person to a meeting about a decision on their employment, with HR present, saying plainly that it is serious. Review with HR/legal before sending; send individually.

Subject: Meeting about your employment on [meeting date]

Probation not confirmed

Confirms kindly and plainly that employment will not continue after probation: the last working day, next steps, the formal letter and a contact. Review with HR/legal before sending; send individually.

Subject: The outcome of your probation review

Contractor engagement ended

Gives a contractor notice that their engagement is ending under the agreement: the end date, handover, final invoice and the formal notice. Review with HR/legal before sending; send individually.

Subject: Our engagement ends on [effective date]

Internship ended early

Tells an intern, kindly and plainly, that their internship is ending before its planned date: the new last day, why, next steps and the formal letter. Review with HR/legal before sending; send individually.

Subject: An early end to your [position] internship

Garden leave notice

Tells someone serving notice they’ll spend it on garden leave: when it starts, the conditions that apply, access and the formal letter. Review with HR/legal before sending; send individually.

Subject: Your garden leave from [effective date]

Last working day change

Confirms an agreed change to someone’s last working day, earlier or later: the original and new dates, what it means for pay, leave and handover, and the written agreement.

Subject: Your new last working day: [end date]

Resignation withdrawal accepted

Confirms that a resignation has been withdrawn by agreement: employment continues, the notice and leaving steps are cancelled, and the confirming letter is linked.

Subject: Your resignation withdrawal is confirmed

Retention counter-offer

A personal note asking someone who has resigned to consider staying: what is on offer, how long it stands, a plain promise to respect their decision, and the written proposal.

Subject: Before you go, [first name]: a proposal

Retirement confirmation

Confirms an employee’s retirement in writing: the retirement date, the steps for the weeks ahead, who answers pension and benefits questions, and the confirmation letter.

Subject: Your retirement on [retirement date]

Fixed-term employment contract ending

Tells an employee their fixed-term contract ends on its agreed date and will not be renewed: why, final pay, open roles and the formal letter. Review with HR/legal before sending; send individually.

Subject: The end of your fixed-term contract

Separation agreement for review

Sends an employee a separation agreement to consider: what it covers in summary, the time to read it and take advice, the reply-by date and who to ask. Review with HR/legal before sending; send individually.

Subject: Your separation agreement, for review

Outplacement support introduction

Introduces career transition support for someone whose role is ending: who provides it, what it includes, how to register and how long it’s available. Review with HR before sending; send individually.

Subject: Your career transition support from [provider name]

Redeployment role offer

Offers someone whose role is at risk an alternative role: what it is, how its terms compare, any trial period, the reply-by date and the written offer. Review with HR/legal before sending; send individually.

Subject: An alternative role for you: [new role title]

Redundancy consultation notice

Confirms after the first meeting that a role is provisionally at risk and consultation has begun: the proposal, dates, how to take part, vacancies, support and the letter. Review with HR/legal before sending; send individually.

Subject: Consultation about your role: what happens next

Role no longer at risk

Tells someone whose role was at risk that, after consultation, it continues: any changes to it, the outcome letter, a manager check-in and ongoing support. Review with HR/legal before sending; send individually.

Subject: The outcome of consultation on your role

Voluntary redundancy scheme invitation

Opens a voluntary redundancy scheme to eligible employees: why it’s offered, who can apply, where the full terms are, how applications are decided and the closing date. Review with HR/legal before sending.

Subject: Voluntary redundancy: register your interest

Death in service letter to next of kin

A gentle letter to the family of an employee who has died: sympathy in the sender’s words, one named contact, and how final pay, benefits and belongings will be handled, only as the sender fills them in. Send individually.

Subject: With our sympathy, and how we can help

Equipment return overdue

Follows up with someone who has left and not yet returned work equipment: what is outstanding, the new return date, the easiest way to send it back and what happens next as policy sets out.

Subject: Your work equipment is still to be returned

Exit interview follow-up

Thanks someone after their exit interview: the main points you heard, who will see their feedback and in what form, and anything you agreed to follow up on.

Subject: Thank you for your exit interview, [first name]

Exit survey invitation

Invites someone who is leaving to an online exit survey instead of, or as well as, an interview: how long it takes, when it closes, who sees the answers and how they are used.

Subject: A few questions about your time at [company name]

Leaver notification to support teams

Tells IT, payroll, facilities and the line manager that someone is leaving: the dates, what each team must do and by when, and whether the news is public yet. Shares no reason for leaving.

Subject: Leaver: [employee name], last day [end date]

Employment verification response

Answers a prospective employer, lender or landlord asking to verify someone’s employment, confirming only what policy allows and the person agreed to share. Review with HR/legal before sending; send individually.

Subject: Employment verification: [employee name]

Rehire invitation

A personal note inviting a former employee to consider a specific open role: why you thought of them, what has changed since they left, and an easy way to talk or decline.

Subject: Would you consider coming back, [first name]?