If you’re reading this, you’re probably looking for help with an “Off Hired Email Example.” This is a super important communication tool that companies use when someone’s employment is coming to an end, whether they’re leaving voluntarily or not. It’s all about handling a sensitive situation with professionalism and clarity. This essay will walk you through what an effective off-hired email should look like and give you examples for different scenarios.
Why a Good Off-Hired Email Matters
Knowing how to write a good off-hired email is essential for both the departing employee and the company. It sets the tone for the separation and helps ensure a smooth transition. Think of it like this: * It protects the company from any misunderstandings or potential legal issues. * It provides the departing employee with clarity and support. * It maintains a professional image for the company, even when dealing with difficult situations. This is important because it is the final piece of communication the employee receives, so it must be clear, concise, and respectful. The email should include crucial information like the effective date of separation, details about final paychecks, and any benefits information. It also allows the company to outline procedures for returning company property. Here’s a breakdown of what generally goes into a well-crafted off-hired email:
- Confirmation of employment end date
- Information about final pay and benefits
- Instructions for returning company property
- Contact information for HR or other relevant departments
Here’s a basic template to get you started:
- Start with a clear subject line
- State the purpose of the email
- Provide the date of separation
- Outline next steps
- End with a professional closing
| Element | Example |
|---|---|
| Subject Line | Employment Separation - [Employee Name] |
| Body | “This email confirms your last day of employment…” |
| Closing | “We wish you the best in your future endeavors.” |
Email Example: Voluntary Resignation
Subject: Resignation Confirmation - [Employee Name]
Dear [Employee Name],
This email confirms the acceptance of your resignation from [Company Name], effective [Date]. We understand your last day of employment will be [Date].
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be sent to your address on file. Details regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate mailing.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date].
We wish you the best in your future endeavors.
Sincerely,
[HR Department/Manager Name]
Email Example: Termination for Performance Issues
Subject: Employment Separation - [Employee Name]
Dear [Employee Name],
This email confirms your employment with [Company Name] is ending, effective [Date]. This decision is based on [briefly state reason, e.g., failure to meet performance expectations].
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be sent to your address on file. Information regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate mailing.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date]. You will receive information about how to receive your final paycheck.
We understand this news may be difficult. If you have any questions, please contact the HR department at [Phone Number] or [Email Address].
Sincerely,
[HR Department/Manager Name]
Email Example: Termination Due to Layoffs
Subject: Important Information Regarding Your Employment at [Company Name]
Dear [Employee Name],
This letter is to inform you that your position with [Company Name] is being eliminated, effective [Date]. This difficult decision was made as part of a company restructuring.
Your final paycheck, including any accrued vacation time, will be issued on [Date]. Details regarding your eligibility for COBRA, 401(k) rollover options, and severance (if applicable) will be provided in a separate packet.
We ask that you return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date]. Information about your final paycheck will be sent soon.
We appreciate your contributions to [Company Name] and wish you the best in your future endeavors. If you have any questions, please contact the HR department at [Phone Number] or [Email Address].
Sincerely,
[HR Department/Manager Name]
Email Example: Termination with Cause (Serious Misconduct)
Subject: Employment Separation - [Employee Name]
Dear [Employee Name],
This email confirms that your employment with [Company Name] is terminated, effective immediately, due to [Reason, e.g., violation of company policy, serious misconduct].
Your final paycheck, including any earned wages up to the date of termination, will be available on [Date] and will be sent to your address on file. Information regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate mailing.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date]. Any questions should be directed to HR.
We understand that this news is not easy to receive. Further information will be sent with your final paycheck.
Sincerely,
[HR Department/Manager Name]
Email Example: Employee Retirement
Subject: Retirement Announcement - [Employee Name]
Dear [Employee Name],
This email is to formally acknowledge your retirement from [Company Name], effective [Date]. We want to express our sincere gratitude for your many years of dedicated service.
Your final paycheck, including any accrued vacation time, will be issued on [Date] and will be sent to your address on file. Information regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate mailing.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date].
We will miss you and wish you a happy and fulfilling retirement. We would also like to invite you to a retirement reception (if applicable).
Sincerely,
[HR Department/Manager Name]
Email Example: Departing Employee with a Severance Package
Subject: Employment Separation and Severance Package - [Employee Name]
Dear [Employee Name],
This email confirms that your employment with [Company Name] will end, effective [Date]. As part of this separation, you will receive a severance package.
Your final paycheck, including any accrued vacation time, will be issued on [Date]. The details of your severance package, including payment schedule, and details regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate document. You will receive information on how to receive your final paycheck.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date].
Please review the severance agreement carefully. If you have any questions regarding the agreement, please contact [Name/Department] at [Contact Information].
We wish you the best in your future endeavors.
Sincerely,
[HR Department/Manager Name]
Email Example: Departing Employee with Non-Disclosure Agreement
Subject: Employment Separation and Non-Disclosure Agreement - [Employee Name]
Dear [Employee Name],
This email confirms the end of your employment with [Company Name], effective [Date].
Your final paycheck, including any accrued vacation time, will be issued on [Date]. Information regarding your eligibility for COBRA and 401(k) rollover options will be included in a separate mailing. Please remember about how to receive your final paycheck.
Please return all company property, including your laptop, phone, and any other materials, to [Location or Person] by [Date].
Please note that you are still bound by the terms of the Non-Disclosure Agreement that you signed with the company. Please refer to this document for specific obligations.
We appreciate your contributions to [Company Name] and wish you well in your future endeavors.
Sincerely,
[HR Department/Manager Name]
In summary, crafting the perfect off-hired email example requires careful planning and consideration for the specific situation. By using clear language, providing essential information, and maintaining a respectful tone, companies can ensure a smooth transition for both the departing employee and the organization. Remember to always consult with HR or legal counsel to ensure your email complies with all relevant regulations and company policies. Good luck!