The Art of Saying Goodbye in the Workplace (Practical Guide)

A thoughtful farewell helps your coworker feel appreciated and gives everyone a chance to part on a positive note. It doesn’t need to be anything elaborate. Even a simple gesture, like a farewell card, can go a long way.

To make things easier, we’ve put together this guide to help you send them off with kindness and care. Just follow the steps below!

Step 1: Share the News Thoughtfully

The way you announce someone’s departure sets the tone for everything that follows.

If people hear about it through the grapevine or notice an empty desk one day, it can create confusion or even resentment.

A quick email or Slack message from the manager is usually best. Keep it warm, not just factual. Instead of:

“[Name] is leaving the company. Their last day is Friday.”

Try something like:

“We’re sad to see [Name] go but so grateful for everything they’ve contributed to the team. Their creativity and leadership have made a big impact, and we wish them the best in their next chapter. Let’s take some time to send them off with a proper goodbye!”

This keeps the focus on appreciation, not just the logistics.

If appropriate, you can also include details about any farewell plans, such as a casual gathering or a virtual call for remote teams. Giving people a heads-up makes sure no one misses the chance to say their goodbyes.

Step 2: Involve the Team

A farewell shouldn’t feel like a one-sided goodbye. Giving coworkers a chance to share memories, express appreciation and wish the person well makes it much more special.

Here’s what author and sociologist Tracy Brower says in her article for Forbes:

“When a coworker leaves, it’s especially powerful to gather a small group of friends together and mark their departure. Arrange a call or an in-person event where you can celebrate the person and reinforce their contribution and your relationship with them.”

Below are two ways to get the team together for a meaningful farewell.

Organise a group card signed by everyone

A group card is a simple way for the team to show appreciation. It gives everyone a chance to share a personal message, and the person leaving gets a nice keepsake to take with them.

With GroupTogether, you don’t have to pass a card around the office and worry about keeping track of it. You can easily create a farewell card online, invite everyone to sign, and share it digitally with your coworker.

This is especially useful if your team is remote. And if you want, you can always print out a PDF version and hand over the card in person.

What to write on a farewell card

Wondering what to write on a farewell card?

Encourage people to come up with more than just “Good luck!” A short note about a memorable moment, a lesson learned or the impact the person had can make it more personal.

As executive leadership coach Jo Ilfield mentions in her article:

“Find a way to sincerely express how much they, and your relationship with them, have meant to you. This might be an email expressing your appreciation, or better yet, a handwritten card. And instead of resorting to generic platitudes, take the time to describe one piece of advice they gave or an action they took and the impact it had on you and your work.”

For example, instead of writing something generic like: “Wishing you all the best!”

Try: “You always made our brainstorming sessions better. Your ideas and humour will be missed! Wishing you all the best in your next role.”

You could even use one of our funny farewell cards for a lighthearted send-off guaranteed to make your coworker smile.

Pro tip: Have your team add photos and GIFs along with their messages to a GroupTogether card. It makes the whole experience more fun and visual.

Set up a group gift collection

A group gift is a great way to send someone off with something they’ll actually love. Instead of one person scrambling to find a last-minute present, collecting contributions from the team makes it easy to give something thoughtful and significant.

With GroupTogether, you can organise a gift collection on its own or pair it with a farewell card – all in one place. No chasing people for money, no awkward reminders, just a simple way for everyone to chip in.

Once the collection is complete, you can choose from:

• eGift cards: Pick from over 70 brands in fashion, beauty, home goods and more.
• Hampers and flowers: Send a curated hamper or fresh bouquet for a classic touch.
• AnyCard: Let the recipient choose their own eGift Card from a wide selection.

It’s quick, easy and makes the farewell feel more special. Pairing a group gift with a heartfelt card also gives your coworker something to remember their time with the team.

Step 3: Plan a Nice Farewell Event

You don’t need to throw a huge party, but taking a little time to say goodbye makes a difference. Keep it casual but thoughtful. If you’re giving a card or small gift, this is the time to present it.

Here are some ideas for an in-person farewell gathering:

• A coffee break or team lunch
• A quick cake-cutting in the breakroom
• An after-work happy hour

If your team is remote, a virtual farewell on Zoom or Teams is a great alternative. It gives everyone a chance to come together and send the person off with warm wishes. You can even screen-share their GroupTogether card or gift to make it feel more personal.

Whatever you do, make sure it’s something the person will actually enjoy. Not everyone loves the spotlight, so check in with them beforehand.

And if the employee wants to say a few words, let them – but don’t put them on the spot. Some people love sharing a farewell speech, while others prefer a quiet exit.

Step 4: Set the Right Tone as a Manager

Managers play a big role in shaping how a farewell feels.

A study by Gallup found that 24% of employees experienced rudeness or hostility during exit, while 10% encountered indifference or a lack of acknowledgment.

That’s not the message you want to send.

If you’re a supportive manager, your employee will leave with a good impression and the rest of the team will see that people are valued in the company. If you handle it poorly, it sours the experience for everyone.

Here are some specific dos and don’ts for managers to keep in mind.

What to do

✔ Show your appreciation. A simple “Thank you for everything you’ve done here” while publicly acknowledging their contributions can make a big difference.

✔ Keep things positive. Even if you’re sad to see them go, focus on celebrating what they’ve achieved or left their mark on instead of what you’re losing.

✔ Encourage the team to participate. Give people time and space to say their goodbyes, whether that’s writing a message or attending a farewell gathering.

✔ Lead by example. It all starts at the top. If managers make an effort to acknowledge the person’s contributions, the rest of the team will follow.

What to avoid

❌ Don’t take it personally. It’s disappointing when a great employee leaves, but showing frustration or resentment can make things uncomfortable.

❌ Don’t ignore the farewell. Some managers don’t acknowledge a departure at all, which can leave the person feeling unappreciated. Even a quick email or conversation makes a difference.

❌ Don’t turn it into an exit interview. The farewell event isn’t the time to ask why they’re leaving or what they think could be improved. Keep it focused on appreciation.

Remember – the goodbye should feel like a celebration, not an awkward send-off.

Step 5: Stay Connected After They Leave

Just because someone is leaving doesn’t mean they’re gone forever.

Many former coworkers (and managers) become future collaborators, clients or even boomerang employees who return to the company later.

A simple way to stay in touch is to connect on LinkedIn and send a quick message:

“It was great working with you. Wishing you all the best in your next role!”

Some companies also send a follow-up email a few weeks later, especially for long-tenured employees. A short note from a manager thanking them again can leave a lasting impression.

If your company has an alumni network or keeps former employees in the loop for networking opportunities, this can be a great way to maintain the connection.

Say Goodbye to Coworkers the Right Way

The way a company handles farewells says a lot about its culture.

Taking the time to acknowledge someone’s contributions, involving the team and creating a moment of appreciation makes all the difference.

It doesn’t have to be complicated. A warm announcement, a group card and a short farewell gathering are often enough. What matters is that the person leaves knowing their time at the company was valued.

Learn more about how GroupTogether can help you build a strong culture of appreciation and teamwork with digital group cards and gifts.

Meet the experts

Ali + Julie

Co-Founders, GroupTogether.

Life’s busy. That’s why we’re here to make it easy for you to collect money from a group. Less wasted time, less packaging waste, and spending a little less but giving a lot better!