Saying goodbye to a subscriber doesn't have to be a final, forgettable moment. A well-designed offboarding email can leave a lasting positive impression and keep the door open for the future.
Referring to a template makes crafting these messages simple. It gives you a clear structure so you can focus on what matters—your message.
Confirm it immediately. The first line should clearly state that they’ve been unsubscribed. Your reader is already on their way out, so respect their time and get right to it.
Offer an alternative. They might be tired of emails but still like what you do. Suggest other ways to connect, like following you on social media or joining a different, more focused mailing list. It’s a low-pressure way to keep the relationship going.
Ask for feedback (the easy way). A simple, one-click survey asking why they left can give you valuable insight. Skip the long, open-ended questions. The goal is to learn, not to give them another chore.
End with grace. Always include a simple link to resubscribe in case they unsubscribed by mistake. A simple “Clicked by accident? Come on back” works well. A genuine thank you leaves a good final impression and keeps the door open for their return.
<template>
Subject: Farewell and Thank You
Hi team,
I’m writing to let you know that my last day at [*Company Name*] will be [*Your Last Day*].
I’ve truly enjoyed my time here and I’m grateful for the opportunity to have worked with each of you. I’m especially proud of what we accomplished with [*Specific Project or Achievement*], and I’ve learned so much from our collaboration.
For any questions regarding my ongoing projects, please reach out to [*Colleague's Name*] at [*Colleague's Email*], who will be taking over my responsibilities.
I’d love to stay in touch. You can find me on LinkedIn at [*Your LinkedIn Profile URL*] or reach me at my personal email, [*Your Personal Email Address*].
Wishing you and the company all the best.
Best,
[*Your Name*]
</template>
<template>
Subject: Invitation to Exit Interview
Hi [*Employee Name*],
As your time with [*Company Name*] comes to a close, we want to thank you for your contributions. Before you go, we would appreciate the opportunity to hear about your experience working here.
We’d like to schedule a brief exit interview to gather your feedback, which helps us improve our work environment and company culture. The conversation will be with [*Interviewer's Name*] and will take about [*Number*] minutes.
Please let us know what time works for you before your last day on [*Your Last Day*].
Thank you for your time and input.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Knowledge Transfer: [*Your Name*]
Hi team,
To ensure a smooth transition as I approach my last day on [*Your Last Day*], I’ve outlined the key information regarding my projects and responsibilities.
All essential documents, including project plans, reports, and contact lists, are located in our shared drive here: [*Link to Shared Drive or Folder*].
Here is a summary of my current projects:
Moving forward, [*Colleague's Name*] will be your main point of contact for my responsibilities. Please don’t hesitate to reach out if you have any questions before I leave.
Thank you for a great collaboration.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Important: Your Account Closure with [*Company Name*]
Hi [*User Name*],
This email confirms your request to close your [*Company Name*] account. Your account is scheduled for permanent deletion on [*Date of Closure*].
Once your account is closed, you will lose access to all of your data, including [*e.g., projects, contacts, and history*]. This action is irreversible. If you would like to export your data, please do so before the closure date.
If this was a mistake or you’ve changed your mind, you can cancel this request by logging into your account before [*Date of Closure*].
We’re sorry to see you go and thank you for being a customer.
Best,
The [*Company Name*] Team
</template>
<template>
Subject: Your Final Paycheck Details
Hi [*Employee Name*],
This email outlines the details of your final paycheck from [*Company Name*] for the pay period ending [*Pay Period End Date*].
Your final payment of [*Final Paycheck Amount*] includes your wages through your last day, along with any accrued and unused vacation time. You will receive it on [*Payment Date*] via [*Direct Deposit/Mail*]. Your final pay stub is accessible through [*Payroll Portal Link or description of how to access it*].
Your final tax documents will be sent to the address we have on file by [*Date, e.g., January 31st of next year*].
If you have any questions about your final pay, please contact the payroll department at [*Payroll Department Email or Phone Number*].
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
The offboarding templates above show the importance of a well-crafted message at every stage of the customer journey. Our platform gives you the tools to design and send emails that look good and communicate clearly, without needing any technical skills.
Flodesk is built to help you manage your email list and automate your communications effectively. You can start building your email campaigns with us to engage your audience.
A well-executed offboarding email is more than a simple goodbye; it’s a final, professional touchpoint that reinforces your brand's value. These messages ensure that even a departure is a clear and respectful experience for your audience.
With Flodesk, you can design emails that communicate with clarity and intention. Get started and see how simple it is to create your own.
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