Why and How to Write an Appreciation Letter to Leaving Employees?
Published: 2022-12-30 09:24:31

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The HR industry has never seen this many changes which have taken place in recent years. The [role of HR professionals](https://dev.to/pradipmohapatra/the-rapidly-evolving-role-of-hr-professionals-worldwide-3jio) is rapidly evolving, so they should be able to adapt to the changing demands. Businesses are centralizing the people over other things for the success of their long-term vision. Employee appreciation, skills development, benefits, etc., are now crucial parts of any company. 

However, as we all know, employee turnover is unavoidable for a company. But it doesn’t mean that you stop admiring the departing people. They have provided some precious time of their life to your organization’s development, and they should not feel that their work went neglected. That’s why you must thank the leaving person and appreciate him/her. Let’s see what an appreciation letter is and why it is necessary to provide one in the offboarding procedure:

**What is an Employee Appreciation Letter?**
An employee appreciation letter is a note that indicates to the staff that the managers and organization have acknowledged their efforts and diligence. Usually, it is provided to thank the staff for their accomplishments, but it is also a great way to show gratitude towards the leaving employees.

Appreciation letters are usually written if an employee has performed exceptionally or finished a complex task. However, giving it to an exiting employee should talk about their work and achievements. If the person was in a leadership role, it should be about the development and learning opportunities the subordinates received under their guidance.

Companies often consider providing an appreciation letter for completing complicated work or performing more than expected. However, using it during offboarding can help you remain on good terms and make them feel welcome if they decide to return to the company in the future. Let’s see how appreciating the exiting employee is essential:

**Importance of Providing Appreciation Letter to Leaving Employee**

At the time of exit, providing a [relieving letter](https://factohr.com/letter/relieving-letter/) is a formal way of saying goodbye, and almost every organization performs it. But writing an appreciation letter to the departing employee seems unique and shows that the company is thankful for the efforts and contributions of the employee.

Showing gratitude builds an impressive organizational image in leaving employees’ minds and boosts the existing staff’s morale by showing that the management respects the workforce’s time and efforts. Overall, it helps to develop a compelling employer brand.

Additionally, it enhances your recruitment practices as the former employees will be your brand advocates. If they feel respected at the company, they will recommend you as an employer and promote the work culture. They might fill your hiring funnel with qualified referrals, contributing to the business even after leaving.

Therefore, acknowledging the departing employee’s work is crucial, and writing a letter will also not cost you much time. But constructing a letter that makes an impact is a big question. You might be considering this for the first time, and you might not know what and how to write. Don’t worry! Here, we have outlined some points that can help you craft an engaging and effective letter:

**Things to Consider While Writing an Appreciation Letter for Departing Employee**

**Mention the Employment Time**
An employee has served in the company for a valuable time and given their effort. So, you must mention the employment time in the letter. Additionally, you must talk about your experiences with the particular employee, such as collaborating on a project, receiving/giving assistance, or having conversations in breaks.

To keep your letter organized and engaging, write down workplace memories. So, the leaving and existing staff can know that the organization considers employees a part of its foundation, not an expense.

**Talk About the Achievements**
To make the departing employees not feel that their efforts went unnoticed, you should state their achievements. Show them that their contributions and skills matter to the company regardless of their employment period. Mention the [accomplishments during employment](https://work.chron.com/examples-employment-accomplishments-10647.html) and how they added value to the overall business success. You can talk about the lessons the subordinates and managers learned from them.

When you are saying goodbye, it is crucial to make them feel special. Make them think that the company is losing such a great asset.

**Thank the Employee**
As we all know, the best way to appreciate someone is to thank them. So, thank the leaving employee for what they have done for the company. If they have assisted you on special projects or guided the subordinates through the goals, express gratitude towards their efforts.

You should highlight their work dedication and how it helped the organization. Make them feel like they will be missed.

**Ask to Stay in Touch**
Maintaining relations with the former staff is essential to improve the employer brand. They can be a good source of referrals and might return to the organization in the future, so ask the departing employees to stay in touch. Connect with them on professional networking platforms to be updated on their achievements.

Staying in touch can help you build personal relations with the leaving employee. This makes them feel you enjoyed working with them and would like to continue.

**Wish Good Luck for the Future**
Supporting the departing employee shows that the development of the workforce matters for the organization more than profits. You should wish them good luck in their new endeavors and remain happy about their career advancements.

Ending the letter with an inspirational quote or message is an excellent way to leave a lasting impression. It shows that you care about the employees’ goals, passions, and needs.

**Ending Notes**

It’s hard to say goodbye to a valuable staff member, but it is inevitable. So, you should build a compelling employer brand to remain competitive in the talent market.

As employees are the center of HR policies, you should appreciate them even when they decide to leave. Support and gratitude can be the keys to efficiently managing the company’s reputation during the time of [great resignation](https://dev.to/codingblocks/the-great-resignation), so your hiring funnel keeps filled with qualified candidates. Additionally, appraising the staff leads the organization towards higher productivity and better outputs.