Saying goodbye to a subscriber might feel awkward, but it’s a key step in curating an engaged email list.
Starting with a template takes the guesswork out of the process, helping you communicate with clarity and grace. We’ve outlined five different termination email templates to help you get it right.
<template>
Subject: Following Up on Your Resignation
Dear [Employee Name],
This email confirms that we have received and accepted your resignation from your position as [Employee Position]. Your final day of employment with [Company Name] will be [Last Day of Employment].
We want to thank you for your contributions during your time with us and wish you success in your future endeavors. To help with a smooth transition, we will schedule an exit interview to discuss your experience and gather feedback. The HR department will reach out shortly to coordinate a time that works for you.
Please ensure all company property, including your [e.g., laptop, keycard, phone], is returned to [Department or Manager Name] by the end of your last day. Information regarding your final paycheck and benefits will be provided to you separately.
If you have any questions, please feel free to contact [HR Manager Name] at [HR Contact Information].
Sincerely,
[Your Name]
[Your Title]
</template>
<template>
Subject: Notification of Employment Termination
Dear [Employee Name],
This email is to inform you that your employment with [Company Name] is terminated, effective immediately, [Date of Termination].
This decision is based on [Reason for Termination, e.g., violation of company policy, failure to meet performance expectations], which has been discussed with you on [Date(s) of Previous Warnings or Discussions].
Your final paycheck will be processed and sent to you according to company policy and state law. A separate package containing information about your final pay, benefits, and resources such as COBRA continuation coverage will be mailed to your address on file.
Please coordinate with the HR department to return all company property, including your [e.g., laptop, keycard, phone], by the end of today. Access to company systems will be revoked at this time.
If you have questions about the return of company property or your final pay and benefits, please direct them to [HR Manager Name] at [HR Contact Information].
Sincerely,
[Your Name]
[Your Title]
</template>
<template>
Subject: Important Information Regarding Your Position
Dear [Employee Name],
This email is to inform you that your position at [Company Name] is being eliminated as part of a company-wide restructuring, effective [Last Day of Employment]. This decision is not a reflection of your individual performance but is a necessary step based on evolving business needs.
We are committed to supporting you during this transition. You will receive a severance package, and a separate email from HR will follow shortly with details regarding your final pay, benefits continuation, and other resources available to you. We will also schedule a meeting to walk you through this information and answer any questions you may have.
Please work with your manager to ensure a smooth handover of your responsibilities and the return of all company property, including your [e.g., laptop, keycard], by your final day. Your access to company systems will be deactivated at that time.
We want to thank you for your hard work and dedication during your time here. We wish you the best in your future career path.
Sincerely,
[Your Name]
[Your Title]
</template>
<template>
Subject: Conclusion of Your Contract with [Company Name]
Dear [Contractor Name],
This email confirms that your contract for the position of [Contractor Role] with [Company Name] will conclude on its scheduled end date of [Contract End Date].
We appreciate the work you’ve done on [Specific Project or Responsibilities]. To wrap things up, please ensure all project files and deliverables are finalized and handed over to [Manager or Point of Contact Name] by your final day. If you have any company property, such as [e.g., access cards, equipment], please coordinate its return with [Department or Manager Name].
Your final invoice should be submitted by [Date] to ensure timely payment, which will be processed according to the terms outlined in our agreement. If you have any questions regarding the final steps, please reach out to [Contact Person Name] at [Contact Information].
We wish you the best in your future projects.
Sincerely,
[Your Name]
[Your Title]
</template>
<template>
Subject: Update on Your Probationary Period
Dear [Employee Name],
This email is to inform you that we will not be continuing your employment with [Company Name] following the conclusion of your probationary period, effective today, [Date of Termination].
This decision is based on the performance requirements for the [Employee Position] role, which we discussed during your probationary review meetings on [Date(s) of Feedback Sessions]. Unfortunately, the necessary progress in [Specific Area(s) of Concern] was not met.
Your final paycheck will be processed in accordance with company policy. The HR department will send a separate email with information regarding your final pay and any applicable benefits. Please coordinate with your manager to return all company property, including your [e.g., laptop, keycard], by the end of the day.
If you have any questions, please direct them to [HR Manager Name] at [HR Contact Information].
Sincerely,
[Your Name]
[Your Title]
</template>
While these templates help you manage the difficult task of list cleanup, Flodesk is designed to make every other aspect of your email marketing straightforward. We provide intuitive tools for small businesses to help you build and monetize your email list without a steep learning curve. You don't need a background in coding or design to create and send emails that connect with your audience and support your business goals.
Our platform gives you an easy-to-use email builder, effective automation workflows, and well-designed forms to capture new subscribers. Trusted by thousands of businesses, Flodesk provides everything you need for effective email marketing, removing the usual complexity. We empower both beginners and seasoned marketers to send emails that look good and perform well, simply.
Handling subscriber departures with clarity is a key part of professional communication. It keeps your list healthy and your engagement meaningful.
Flodesk is built to handle every other part of your email marketing with that same intention and simplicity. Sign up to see how our platform can support your business.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
