Farewell Greeting Examples for Resignation: Internal Emails, Speeches, and Client Messages
Once your resignation is decided, you need to consider how to deliver your farewell greetings to your supervisors, colleagues, and clients. What should you say in a speech? When and how should you write a farewell email? Many people find these questions challenging.
This article comprehensively introduces ready-to-use farewell greeting examples by scene, including internal company emails, speeches at morning meetings or farewell parties, and emails to clients. We also explain the timing, etiquette of writing, and NG expressions to avoid, so please refer to it if you want to wrap up your final greetings on a positive note.
The greatest purpose of a farewell greeting is to express gratitude to those who have supported you and to wrap up the relationships you have built on a positive note. You are not expected to deliver a perfect speech, so prioritize conveying your gratitude sincerely in your own words.
Whether in a speech or an email, the elements to include in a farewell greeting are basically the same.
- The fact that you are leaving and your resignation date (final working day) - Gratitude for the support you have received - Memorable episodes or lessons learned - Future aspirations and words of encouragement to others
Use these four elements as a base and adjust the content based on your audience and the situation.
No matter how dissatisfied you may be with your resignation, never bring negative talk into your final greeting. The following three patterns are particularly important to avoid.
First, complaints or criticism about the company or colleagues. Bad reputations spreading within the industry could negatively affect your work at your next job. Second, detailed explanations of your reason for leaving. Stick to phrases like "due to personal reasons" and avoid digging into the details. Third, carelessly revealing the name of your next employer. Especially if you are moving to a competitor, it is wise to keep the company name confidential.
Begin farewell greetings only after confirming with your direct supervisor that it is okay to inform others of your resignation. Sharing the news at a stage when the information should not be public can disrupt handovers and relationships with clients, so always proceed with your supervisor's approval.
Internal farewell emails are typically sent on your final working day. Some companies have customs such as "after working hours" or "one week prior," so check with your supervisor or seniors to be sure.
When sending a mass internal email, place all recipient addresses in "Bcc." Put your own address in "To" to prevent personal information leaks. The content should be appropriate for anyone to read.
Use "Farewell Greeting (Department Name, Full Name)" as the subject line so that the content and sender are immediately clear. Keep the body concise rather than rambling.
The general structure of an internal email is as follows.
1. Subject line (Farewell Greeting + Department, Full Name) 2. Salutation ("Dear all employees," "To whom it may concern") 3. Resignation announcement (state your final working day) 4. Gratitude and episodes from your tenure 5. Future aspirations 6. Closing remarks 7. Personal contact information (if needed)
Subject: Farewell Greeting (Marketing Department, Taro Yamada)
Dear all employees,
Hello, this is Yamada from the Marketing Department. I am writing to inform you that, for personal reasons, I will be resigning effective [Month] [Day]. Today is my final working day.
I sincerely apologize for not being able to greet you in person and for sending this notice by email.
Thank you so much for supporting me over the past [X] years since I joined the company. I am especially grateful for the help of so many colleagues during the [Project Name], which became a cherished memory of accomplishment. I will carry what I have learned here forward and do my best in my new environment.
My future contact information is below. Please feel free to reach out anytime.
Email: xxx@xxx.com Mobile: 090-xxxx-xxxx
In closing, I wish you all continued success and good health. Thank you again for everything.
Subject: Farewell Greeting (Marketing Department, Taro Yamada)
Dear Manager [Last Name],
Hello, this is Yamada from the Marketing Department. As today is my final working day, I wanted to express my heartfelt gratitude one more time.
From my first day at the company through to the [Project Name], I received countless lessons from you. The moment when you encouraged me to "take on the challenge even if I fail" during a difficult phase has become the foundation of my work philosophy.
Starting [Month], I will take on a new challenge at a company in the [Industry]. I will reach out again once I have settled in. Wishing you continued success in all your endeavors.
Farewell emails to clients should be sent two to three weeks before your final working day. This ensures handover time and allows you to introduce your successor for the client's peace of mind. Always discuss the timing with your supervisor before sending.
External emails should be written with the awareness that you are representing "the company." Unlike internal emails sent as an individual, the purpose differs, so keep emotional content restrained and prioritize accurately conveying handover information.
Personal contact information after resignation should not be included in principle. If absolutely necessary, decide after consulting with your supervisor. Avoid sending the email at the start of the workday, just before closing time, or after hours; respect the recipient's working hours.
The basic structure of an external farewell email is as follows.
1. Subject line 2. Recipient (Company name, Department, Title, Full Name) 3. Resignation report and greeting 4. Gratitude and thanks (with personal episodes) 5. Introduction of successor and handover details 6. Closing remarks 7. Signature
Subject: Farewell Greeting (XXX Corporation, Taro Yamada)
Dear [Client Company Name] Mr./Ms. [Last Name], [Department]
Thank you very much for your continued business. This is Yamada from XXX Corporation.
I am writing to inform you that, for personal reasons, I will be leaving the company at the end of [Month]. My final working day will be [Month] [Day].
I apologize for sending this notice by email rather than visiting you in person.
I am deeply grateful for the support you have provided me during my tenure. I am especially thankful for your active coordination during the [Project Name], which allowed us to proceed smoothly.
After my departure, [Successor Name] will take over our business. [Successor Name] will be in touch with you separately, so I would appreciate your continued support.
Successor: Hanako Suzuki, Marketing Department Email: suzuki@xxx.co.jp Phone: 03-xxxx-xxxx
In closing, I wish your company continued success and you continued good health.
Subject: Farewell Greeting (XXX Corporation, Taro Yamada)
Dear [Client Company Name] Mr./Ms. [Last Name], [Department]
Thank you very much for your continued business. This is Yamada from XXX Corporation.
I am writing to inform you that, for personal reasons, I will be resigning effective [Month] [Day].
I sincerely apologize for not being able to visit you with my successor due to scheduling constraints, and for sending this notice by email.
I am truly grateful for the many times you took the time to consult with me despite your busy schedule. My successor, [Successor Name], will visit you to greet you in person, so I appreciate your continued cooperation.
Farewell speeches are typically given at the morning meeting on your final working day or at a farewell party. Speaking in your own words rather than reading from a script makes your feelings come through more clearly. Aim for one to three minutes so the speech does not become too long.
The basic flow of a farewell speech is: "Resignation announcement → Memorable episodes → Words of gratitude → Future aspirations and closing remarks." When starting your speech, look around at everyone gathered and take a breath before beginning to stay composed.
Maintaining good posture and making eye contact with all participants is also important. Shifting your gaze at each pause allows listeners to feel relaxed.
Thank you very much for taking the time to organize this gathering for me. For personal reasons, I will be resigning effective [Month] [Day]. My name is Taro Yamada from the Marketing Department.
Over the [X] years since I joined the company, I have been deeply indebted to all of you. In the [first task] I was assigned, I knew nothing and made many mistakes. But thanks to my senior [Name] who told me, "It's okay to fail. What matters is how you make use of that experience," I learned to face my work with a positive mindset.
I have gained far more learning and connections here than I had imagined when I first joined, and I take great pride in having worked at this company.
Going forward, I will use what I have learned here as a foundation to grow further in my new environment. In closing, I wish you all continued success and good health. Thank you so much for everything.
Good morning. This is Yamada from the Marketing Department. For personal reasons, I will be resigning effective [Month] [Day]. Today is my final working day.
Over the past [X] years, I have been truly grateful for your support. Thank you sincerely for your daily guidance and assistance. I will give my best in my new environment. I wish you all continued success. Thank you so much.
Everyone, thank you very much for organizing this gathering for me today. Today is the day I reach mandatory retirement. My name is Taro Yamada from the Marketing Department.
Over these [X] decades, I have been supported by so many people. There were many times in my younger years when things did not go as planned and I struggled. But each time, my supervisors and colleagues helped me, and I am here today because of them.
What stands out most is the experience of overcoming difficulties together as a team during the [Project Name]. The sense of accomplishment from that time is a treasure of my life.
Going forward, I plan to take things a bit slower while also taking on new challenges. I wish you all continued health and success. Thank you very much for these many years.
Thank you for taking the time to meet with me today. My name is Yamada from XXX Corporation.
I am writing to inform you that, for personal reasons, I will be resigning effective [Month] [Day], and I have come today to report this and to greet you in person.
I am deeply grateful for the support you have provided me during my tenure. Thanks especially to your valuable advice on the [Project Name], we were able to bring the project to a successful conclusion. Thank you very much.
My successor will be Suzuki from the same department. Suzuki has accompanied me today, so allow me to introduce them. I would greatly appreciate your continued cooperation.
Everyone, today is my final working day. I worked here as a part-timer for [X] years and am truly grateful for everything.
At first, I was anxious every day about whether I could learn the job, but thanks to your warm support, I was able to enjoy working here. I will carry this experience forward into my future. Thank you very much.
Today is my last day as a part-timer. My name is [Name]. This was my first time working in customer service and I knew nothing at first. But thanks to my seniors' guidance, I learned to face customers with confidence.
The time I spent working here has been a truly valuable experience for me. From [Month], I will be starting my new career as a working adult. I will keep what I learned here in mind and continue to grow. Thank you very much.
Hello everyone. This is Yamada from the Marketing Department. While I have been on maternity and childcare leave for an extended period, due to family circumstances, I will be resigning effective [Month] [Day].
Thank you so much for your warm messages even during my leave. I am deeply grateful for your support to the very end despite the inconvenience I have caused. I wish you all continued success.
When you receive a farewell greeting email from a colleague or client, replying as soon as possible is good etiquette. The reply does not need to be long; conveying gratitude and encouragement concisely is enough.
Dear [Name],
Thank you for letting me know about your resignation. Thank you so much for [X] years of hard work. I am deeply grateful for your support during the [Project Name].
I wish you continued success in your new environment. Once you have settled in, let's catch up over a meal sometime.
Dear [Client Company Name] Mr./Ms. [Last Name],
Thank you for your continued business. This is Suzuki from XXX Corporation.
Thank you very much for letting me know about your resignation. I am deeply grateful for the special support you have given me during your tenure.
I would like to continue to build a strong relationship with your successor. I wish you continued success and good health in your new chapter.
Distributing sweets on your final working day is not mandatory but is a common way to express gratitude in a tangible form.
Choose sweets that have at least one month of shelf life, are room-temperature stable, and individually wrapped. Cookies and baked sweets are popular standards because they are easy for office workers to share. The typical budget is around 3,000 yen.
The standard time to distribute sweets is the evening of your final working day. Beyond your own department, it is also good to give them to those in other departments who have personally supported you. Watch for moments when the recipient is not too busy.
Adding a small message card creates a more polite impression. A short message such as "Thank you for [X] years. [Your name]" is sufficient.
Let's organize who you should greet and when, as a final summary.
- In-person speech to all internal staff: Morning or evening of the final working day - Mass internal email: Final working day (follow company custom) - Personal greetings to direct supervisors and mentors: Anytime up to the final working day - In-person visits to clients: From 2-3 weeks before resignation to before the final working day - Email greetings to clients: 2-3 weeks before the final working day - Speeches at farewell parties: Day of the farewell party - Distributing sweets: Evening of the final working day
The point is to be aware of the basic role: internal greetings are made "as an individual," and external greetings are made "as a representative of the company." Use the appropriate approach based on the recipient and situation.
In remote-first workplaces, farewell greetings via chat tools or online farewell parties are common. The basic structure remains the same in chat. If possible, scheduling an online meeting on your final working day to greet people in person via the screen creates a more polite impression.
Generally, you do not need to share the name of your next employer in a farewell greeting. Especially if you are moving to a competitor, it is wise to keep the name confidential. Saying something like "I will be working in the [Industry] doing [Type of Work]" or "I will let you know once I have settled in" is the safer approach.
Even with a short tenure, greeting those who have supported you is essential. There is no need to feel self-conscious about a short period; sincerely conveying the lessons and gratitude you gained in that time is enough.
If you cannot come to work on your final working day, consult your supervisor about doing only an email greeting. Briefly explaining the circumstances and conveying your gratitude is not considered impolite. You can also skip distributing sweets without issue.
For internal use, "Farewell Greeting (Department Name, Full Name)" is standard, and for external use, "Farewell Greeting (Company Name, Full Name)" is standard. Using a subject line that immediately conveys the content and sender ensures the recipient does not miss it.
Farewell greetings are an important opportunity to express gratitude to those who have supported you and to wrap up relationships on a positive note. Whether in a speech or email, the four elements to convey are: "Resignation date, gratitude, episodes, and future aspirations."
As basic etiquette, send internal greetings as an individual on your final working day, and send external client emails as a company representative two to three weeks before your final working day. Including an introduction of your successor gives the recipient peace of mind.
Do not be too constrained by formality; sincerely conveying your gratitude in your own words is the biggest key to making your final greeting successful. Use the examples in this article as a base, add your own personal episodes, and complete your original greeting to mark a graceful close.
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