How to make a farewell card for a colleague who is leaving

Quick answer: To make a farewell card for a colleague, start an online group card as soon as their leaving date is shared, send the signing link to everyone they worked with (not to them), and close signing a day or two before their last day. Then seal the card and send the finished link before they lose their work email.

Leaving cards come round faster than you expect. One minute Tom has handed in his notice, the next it's Friday afternoon and someone is asking, "Did anyone get a card?" This guide walks you through the whole thing: timing, sharing, the finishing touches and the small details that make a goodbye feel properly done.

What is a farewell card for a colleague?

It's a card signed by the team to say goodbye and thank you when someone leaves. In the UK it's usually called a leaving card; in the US, a farewell or going-away card.

Paper cards still work for small office teams. For hybrid and remote teams, an online card is often easier, because everyone signs from a link and the leaver gets one card with every message in it. Our step-by-step guide to group cards online explains how that works in general. If you're weighing paper against online, our piece on digital leaving cards compares the two.

When should you start a leaving card?

Start as soon as the leaving date is public, and aim to close signing one or two working days before their last day. People leaving a job often work a notice period. In the UK, Acas says employees with at least a month's service must give at least one week's notice, and many contracts require more. A week is the shortest window you're likely to get, so don't wait.

Leave the last day free for the reveal. If you're still chasing signatures on their final afternoon, it's stressful for you and easy to miss the moment.

Tip: As organiser, you can set an email reminder 0 to 365 days before your planned sending date. It's a reminder for you, not an automatic send.

How do you make a farewell card online, step by step?

Create the card, share the link with the team, then seal and send it on their last day. Here's how it works on SignThisCard.

1. Choose the occasion and cover

Pick the farewell occasion and a cover design. You can also upload your own photo (JPG, PNG or WebP up to 10 MB; portrait around 960×1280 works best), such as a team photo from a summer social. Add a cover message, for example "Good luck, Tom!", and choose a colour.

You'll need a free organiser account and must verify your email before sharing or sending.

2. Share the signing link

Copy the signing link into a group email, a Microsoft Teams or Slack channel, or WhatsApp. If the team is mostly in the office, a QR code on the kitchen noticeboard works well. Signers don't need an account.

Think beyond your own team. Leavers often work closely with people in other departments, suppliers' contacts or former colleagues. Ask their line manager who else should be invited.

3. Collect messages, signatures and photos

Signers press "Add your message", write their note, add a name and choose a note colour. They can draw a handwritten signature and add a photo, which is lovely for leaving cards: think old team photos or the Christmas party. A writing helper suggests text they can edit.

4. Add music or a video

The organiser can add a track from the music library or upload a short video, for instance a clip of the team waving goodbye. GIFs aren't a listed feature, so suggest photos instead.

5. Check, seal and send

Preview the card and remove any message that doesn't fit. Then seal it. Sealing closes signing and cannot be reopened, so make sure the late signers are in. Copy the finished-card link or enter the recipient's email and use the email send button. When they press "Reveal card", it opens like a book, page by page.

Where should you send a leaving card?

Ideally to an email address the leaver will still have after their last day. Work accounts are often switched off when someone leaves, sometimes the same evening. If the card goes to their work inbox at 5 pm, they may never see it.

Two options:

• Ask them discreetly for a personal email "for keeping in touch", or ask a close colleague who already has it.
• Send the link during their leaving drinks or final video call, so they open it while everyone is there.

The finished card is also printable. The print view lets you print it or download a PDF, so you can hand over a paper copy as well. Printed and PDF copies don't play music or animations.

How do you keep a leaving card a surprise?

Keep the signing link out of channels the leaver is in. Set up a separate thread or chat, ask people not to mention it in the main team channel, and keep the management link private. The leaver only sees the card when you send the finished-card link.

Should you collect money for a leaving gift?

That's up to the team, but SignThisCard doesn't collect money. If you're running a whip-round, use a separate method such as a bank transfer, a gift-collection service or a voucher, and include that link in the same message as the signing link. Our guide to organising a group gift collection has practical tips, including how to keep contributions optional.

Message starters for a leaving card

Thank them for something specific, then wish them well. A few starters to share with signers:

• "Thanks for all your help with the budget every quarter. Your new team are lucky."
• "It won't be the same without you. Good luck, and keep in touch."
• "Thank you for being so patient when I was new. I learnt a lot from you."
• "Wishing you every success in the new role. Don't forget us!"

For more ideas, including what to write for a manager or someone you barely know, see our guide on what to write in a leaving card.

Common mistakes with leaving cards

• Leaving it to the last day. Notice periods can be short.
• Inviting only your own team. Leavers often worked across departments.
• Sending to a work email that's about to close. Use a personal address if you can.
• Sealing before the late signers have been in. Sealing can't be undone.
• Mixing up the card and the collection. Keep the money side separate and optional.

Key takeaways

• Start the leaving card as soon as the leaving date is shared; UK notice can be as short as one week.
• Close signing one or two working days before the colleague's last day.
• Send the finished card to an address the leaver will still have after they go.
• Signers don't need an account; only the organiser does.
• SignThisCard doesn't collect money, so run any gift collection separately.

Frequently asked questions

When should I send a leaving card to a colleague?

Send it on or just before their last day, ideally during leaving drinks or a final team call so everyone sees the moment. Avoid sending it after they've gone, when their work email may be closed. If you can, send the finished-card link to a personal email address they'll keep using.

How long should signing stay open?

As long as the notice period allows, but close it one or two working days before the last day. That leaves time to check messages, add music or a video, and seal the card calmly. If the notice is short, give a clear deadline in your invite so people don't put it off.

Can colleagues who've already left sign the card?

Yes, if you send them the signing link. Signers don't need an account, so former colleagues, contractors or contacts in other organisations can all add a message. Share the link only with people you'd want to see it, because anyone with the signing link can open the card and sign.

Is a farewell card free to make?

It can be. The SignThisCard Free plan gives one card with up to 15 signers, and that free card can be used once. For bigger leaving cards, a Single Card costs £1.99 with unlimited signers and no subscription. Monthly plans suit organisers who handle cards regularly.

Can I print the leaving card?

Yes. Use the print view to print the card or download a PDF. Many teams hand over a printed copy at leaving drinks and send the online link as well. The printed and PDF versions don't play music or animations, so the online card remains the full version.

Can I add photos of the team to a leaving card?

Yes. Signers can add a photo with their message, and the organiser can upload their own cover photo. The organiser can also add music or a short video. GIFs aren't a listed feature, so suggest a favourite photo instead of an animated clip.

Conclusion

A good farewell card for a colleague comes down to timing: start when the news is out, give people a clear deadline, and send it before their last day ends. Do that and Tom walks out with a card full of genuine thank-yous, not a rushed few lines.

Ready to start? Create a leaving card for your colleague and share the link with the team. For other occasions, browse our group card ideas by occasion.