How Do I Write a Heartfelt Farewell Email for a Departing Employee?

Dear Seniors, I need a format for writing an email to the concerned people in the organization, stating that the XYZ employee has left our company for a genuine reason. We would like to wish him/her all the best for his/her future. Please help.

Regards,
Priyanka

Hope this is not required and don't encourage it. What I suggest is you can send the mail when a new person is offered and is going to join as a replacement for this person. The mail should be sent 2-3 days before the new person joins. When the person joins, you can send a welcome mail about them.

Moreover, the leaving employee will be sending a bid adieu mail to all on the last working day, so there is no need from your side.

Regards

Dear Shen, Thanks for the prompt reply. I understand your point. However, we have centers and offices across the country. That's the reason we want to send this email: to inform everyone that XYZ has left our organization. This way, that person might not knowingly or unknowingly receive any extra information later from colleagues in other locations.

Additionally, we want to wish them luck in their future endeavors as they have spent a good amount of time with us and have left on a happy note. In my experience, I have observed that these individuals often do not send a farewell email to everyone.

I also send a welcome email to new joiners on their date of joining. Please advise on the best approach.

Regards,
Priyanka

If he has used the office email ID or phone, it's not an issue. If he is using his personal email, you have to send the mail. However, it would be better if you sent an email stating that he has resigned and the new employee will take over. This way, there will be no problem, and everyone will be well-informed that the new person has taken charge, avoiding any need to coordinate with the departed individual.

Alternatively, you can send an email to his official ID (remember not to mark his personal ID) with BCC (not CC) to everyone across all locations.