Latest email templates

Hi {{first_name}},

As part of the offboarding process, I'd like to schedule a short exit interview. This is an opportunity to share your experience at [[company]], including what worked well and what could be improved. Your feedback is confidential and goes toward improving the team.

Details: Date: [[date]] Time: [[time]] Duration: 30 minutes Format: [[video call / in-person]] With: [[interviewer name and role]]

Let me know if this time works or if you'd prefer an alternative.

[[Your name]], [[your role]]

Hi {{first_name}},

With your last day on [[date]], I want to make sure the handover is smooth for everyone. Here's what I'd like to get transferred before then:

[[Project or responsibility 1]]: hand off to [[name]] by [[date]]

[[Project or responsibility 2]]: hand off to [[name]] by [[date]]

[[Documentation or access items]]: saved to [[shared location]] by [[date]]

Can we block 30 minutes on [[date]] to walk through anything that needs context beyond what's in the docs?

[[Your name]]

Hi {{first_name}},

I wanted to send a separate note before your last day. The logistics email covers the practical side, but this one is personal.

Your work on [[specific project or contribution]] made a real difference for [[team or company]], and the way you approached [[specific quality or habit, e.g., "cross-team collaboration" or "mentoring new hires"]] set a standard that the team will carry forward.

I'm glad we got to work together and I'm rooting for what comes next.

[[Your name]]

Hi team,

I'm writing to let you know that [[departing employee name]]'s last day with [[company]] will be [[date]].

Starting [[date]], [[transition contact name]] will take over [[specific responsibilities]]. If you have questions about in-progress work, [[transition contact name]] is your point of contact.

Thank you for supporting a smooth transition.

[[Your name]]

Hi team,

I want to share that [[departing employee name]] will be leaving [[company]] on [[date]]. [[They/Name]] have been a core part of [[team or department]] and made a real impact on [[specific project or contribution]].

Starting [[date]], [[transition contact name]] will be handling [[departing employee's responsibilities]]. Please direct any questions about ongoing projects to them.

We wish [[name]] well in what's next.

[[Your name]]

Hi {{first_name}},

As your final day on [[date]] approaches, here's everything you need to take care of before then:

Equipment return: [[instructions, e.g., "return your laptop and badge to IT by end of day on your last day"]] Access: Your email, Slack, and system access will be revoked on [[date/time]] Final pay: [[details on last paycheck, PTO payout, or benefits continuation]] Exit interview: Scheduled for [[date and time]] with [[name]] Knowledge transfer: Please ensure [[specific handover items]] are completed by [[date]]

If you have questions about any of these, reach out to [[HR contact name]] at [[email]].

[[Your name]], [[your role]]

Hi {{first_name}},

It's been a while since we worked together at [[company or institution]]. I hope things are going well on your end.

Since we last connected, I've been [[1-2 sentence career update]]. I'm now applying for [[program or role]] at [[institution or company]] and wanted to reach out before listing you as a recommender to see if you'd be comfortable with that.

If you're open to it, I'll send a prep note with everything you'd need. The deadline is [[date]].

Completely understand if the timing or distance makes this a tough ask.

[[Your name]]

Hi {{first_name}},

I wanted to let you know that your letter was submitted and I'm genuinely grateful for the time you put into it. Writing a recommendation is a real commitment and I don't take that for granted.

I'll keep you posted on how the application goes. Regardless of the outcome, your support made a real difference in this process.

Thank you again.

[[Your name]]

Hi {{first_name}},

Following up on the recommendation request I sent on [[date]]. The deadline is [[date]], and I wanted to check whether you're still able to submit.

Completely understand if the timing doesn't work. Just let me know either way so I can plan accordingly.

Submission link: [[link]]

[[Your name]]

Hi {{first_name}},

I took your [[course name]] in [[semester/year]] and your feedback on [[specific project or assignment]] was one of the experiences that pushed me toward [[your current direction or field]].

I'm applying to [[program]] at [[institution]] and would be honored if you'd be willing to write a letter of recommendation. I've attached my application details, a brief summary of my work since your course, and specific points that would strengthen this application.

The deadline is [[date]] and the submission link is here: [[link]].

No pressure at all if this doesn't work with your schedule.

[[Your name]]

Hi {{first_name}},

I'm reaching out about a time-sensitive recommendation request. I'm applying for [[program or role]] at [[institution or company]], and the letter is due [[date]].

I know this is short notice and completely understand if the timing doesn't work. If you're able to do it, I've attached a one-page summary with the application details, key points to cover, and the submission link.

Would this be possible for you?

[[Your name]]

Hi {{first_name}},

I'm applying for [[program or role]] at [[institution or company]] and would be grateful if you'd be willing to write a letter of recommendation. Your perspective on [[specific project or work you did together]] would carry more weight than anyone else I can think of for this application.

I've attached everything you'd need: the application details, a summary of our shared work, and a few points you might find useful to highlight. The letter is due [[date]] and can be submitted here: [[submission link]].

Please let me know if this works for your schedule. I completely understand if the timing is too tight.

[[Your name]]