Start with the person who's leaving
Before you book anything, have a quiet word with the person who's going. Some people love a big night at the pub; others would rather hide under their desk than be toasted in front of the whole floor. Ask what they'd enjoy, which day works and who they'd like there.
A full surprise is a gamble: they might have plans that evening, or a genuine horror of being the centre of attention. Agree the do with them and keep the surprises for the card, the gift and the speech. Then pick one person to run it, probably you, so replies, the card and the booking all sit in one place. Let the line manager know early, and check whether the company puts anything towards leaving dos.
Choosing the day and the time
Most leaving dos happen on or just before the last day. A few days earlier is often kinder, since the last day vanishes into handovers. Agree the date with the person leaving, then tell everyone as early as you can. The time of day decides who can actually come:
- Drinks after work: the classic, relaxed and easy to drift in and out of, but harder for anyone with childcare, caring responsibilities or a long commute.
- A team lunch: everyone's already there, it ends on its own, and nobody has to choose between the do and their evening.
- Afternoon cake in the office: simple, alcohol-free by default, and handy for teams on shifts or split across sites.
- Steer clear of month-end, the day before a bank holiday and any week when the whole team's buried under a deadline.
Where to hold it: pub, restaurant or office
The pub after work is the default for a reason. Ring ahead and ask for an area, so the team isn't shouting across three tables. If someone's putting money behind the bar, say so in the invitation. Otherwise it's the usual rounds, and by tradition the person leaving rarely has to put their hand in their pocket.
A team lunch suits smaller teams and anyone who'd rather not do evenings. Book a set menu or sharing plates, and be clear about who's paying for whom.
An office send-off, with drinks or cake in a meeting room or the kitchen, is the easiest of all. Check whether drinks are allowed on site, and leave the room tidy: someone's bound to have a meeting in there first thing tomorrow. Outdoors, a beer garden is lovely in summer, as long as you've got a plan for rain.
Food and drink that works for everyone
Some food that's easy to eat standing up, decent soft drinks and a cake will do nicely. What matters is that nobody ends up in front of a table with nothing on it for them.
- Make the alcohol-free options as good as the rest. Nobody should have to explain why they're not drinking.
- Include vegetarian and vegan options, and label common allergens if you can.
- Bear in mind colleagues who might be fasting. Something to take home lets them join in on their own terms.
- Check the company's policy on alcohol before you bring any into the office.
- At the pub, don't let it turn into a session only the hardcore survive.
- Ask the person leaving what they like. Their favourite cake will mean more than the fanciest platter.
The whip-round and the card
The whip-round pays for the gift, and it needs tact. Send one message saying what it's for and who's collecting, let people chip in whatever they're comfortable with, and never let anyone see who gave what. An envelope round the desks works, as does a simple online collection for a hybrid team. For the present itself, try these leaving gift ideas for a colleague.
The card goes round at the same time, well away from the person leaving. If anyone's stuck for words, what to write in a leaving card has plenty of lines to borrow.
One gift that fits a leaving do particularly well is a Leaving Pack on Take Your Skills, which is free. Each colleague writes a recommendation in secret from a simple link, including anyone who can't make it on the night. You close the pack during the do, and the person leaving receives every recommendation at once by email, to read once they're home and keep on their profile.
Including remote colleagues
If half the team works from home or another office, a do at the pub can quietly leave them out. Tell them early so they can come in if they'd like to, and give them a proper way to take part if they can't.
- Set up a video call for the speech and the gift at least, with someone in charge of keeping the laptop pointed at the action.
- If most of the team is remote, hold a short online send-off as well.
- Make sure the card and the whip-round can be done online.
- Send a few photos round afterwards, once everyone's happy to be in them.
Running the do and the speeches
A good leaving do has one big moment, not three. Give people time to arrive, then gather everyone once for the speech, the card and the gift, before the first lot head off for their trains. Usually the line manager or the closest colleague speaks for the team, and the person leaving replies if they want to.
Keep the speech short, kind and specific: one story, what they brought to the team, a good wish for what's next. If you've drawn the short straw, the farewell speech guide has a structure and lines to borrow.
Retirements, and leaving that wasn't their choice
A retirement do marks a whole career. It can be a little more formal, with former colleagues and senior people, and room for stories. Ask whether they'd like family or old teammates there.
When someone's been made redundant or their contract hasn't been renewed, ask first whether they want a do at all. If they do, keep it low-key: a chance to thank them, not a celebration, and no commentary on the company's decision. The guide on what to say to a colleague who's been made redundant helps with the words.
Swap the bits in square brackets for your own details. For both situations:
- After a remarkable career, [Name] is retiring. Join us on [date] at [time], [venue], to thank them and send them off in style. Former colleagues are very welcome, so please pass this on.
- [Name] is hanging up their lanyard after all these years. Come and raise a glass to their retirement on [date] from [time], [venue]. Let me know by [date] if you're coming.
- [Name] leaves us on [date]. We'd like to thank them for their work and their company with a quiet drink on [date] at [time], [venue]. It would mean a lot to them to see you there.
Leaving do invitations by email: plain and simple
Every invitation needs the same things: who's leaving, when, where, who's paying for what, and who to reply to. A plain tone works when the email's going to several teams or senior people.
- Subject: Leaving drinks for [Name]. Hi all, as many of you know, [Name] leaves us on [date]. We're heading to [pub] after work on [date] from [time] to give them a proper send-off. Please let me know by [date] if you can make it.
- Subject: Saying goodbye to [Name]. Hi everyone, [Name] is moving on to a new role and their last day is [date]. There'll be drinks and cake in [room] on [date] at [time]. If you're working remotely, you can join on the video call here: [link].
- Hi all, you're invited to [Name]'s leaving do on [date] at [time], [venue]. The card's on my desk until [date] if you'd like to sign it, and I'm collecting for the gift until then too.
- Subject: News and an invitation. Hi everyone, [Name] has decided to take up a new role at [new organisation] and will be leaving the team on [date]. We'd love you to join us at [venue] on [date] at [time] to thank them for everything they've done here.
- Subject: Team lunch for [Name]. Hi all, to mark [Name]'s last week we're having lunch at [restaurant], [address], on [date] at [time]. Everyone pays for their own meal and the team's covering [Name]'s. Please reply by [date] so I can book the table.
Warmer and funnier invitations
For a close-knit team, the invitation can set the tone. Keep the humour kind: aim it at the office or the kettle, never at the person leaving or their reasons for going.
- [Name] is leaving us, and we're not letting that happen without a proper send-off. [Pub], [date], from [time]. Come and say thank you, and bring your best [Name] story.
- Some colleagues you don't forget, and [Name] is one of them. Join us on [date] at [time], [venue], to celebrate the years and wish them all the best for what's next.
- Before [Name] heads off to pastures new, let's give them a send-off to remember. [Venue], [date], [time]. First round's on the team.
- Breaking news: [Name] has found the exit. Before we learn to live without their [talent or habit], we're going to the pub. [Date], [time], [venue]. Attendance strongly encouraged, tissues optional.
- Who's going to find the files everyone swears they've lost? Nobody knows. What we do know is that [Name]'s leaving do is on [date] at [time], [venue], and there'll be cake.
- Operation Farewell. Codename: [Name]. Location: [venue]. Date: [date]. Time: [time]. Mission: thank the backbone of this team properly. Dress code: good mood.
Short messages for the team chat
In the team chat, get straight to the point: a line or two, plus when and where. If any of it's a surprise, set up a separate group without the person leaving, and check the recipient twice before you hit send.
- [Name]'s leaving do is on [date] at [time], [venue]. Thumbs up here if you're coming, so I know how much cake to get.
- Reminder: tomorrow at [time], [venue], we're saying goodbye to [Name]. Remote folks, the video link's pinned at the top.
- Top secret, please don't forward to [Name]: the card's in my top drawer until [date]. Sign it while they're not looking.
- I'm collecting for [Name]'s leaving gift until [date]. Chip in whatever you like, or nothing at all, and nobody will know either way.
- Before the do, please write [Name] a recommendation using this link: [link]. It stays secret until the end, and they'll get everyone's at once on the night.
- Last call: [Name]'s send-off is today at [time], [venue]. Soft drinks, cake and alcohol-free options for everyone.
Wording for a poster or noticeboard
A poster by the kettle or in the lift catches the people who never read their emails. A headline you can read from across the room, the key details and nothing else. And if it's a surprise, skip the poster altogether.
- We're saying goodbye to [Name]! Leaving drinks on [date], [time], at [venue]. Everyone welcome.
- After brilliant years with us, [Name] is off. Come and thank them on [date] at [time], [venue].
- [Name] is retiring! Come and celebrate a great career and a well-earned rest. [Date], [time], [venue].
- Leaving do: [Name] is moving on. Cake, drinks and good company on [date] from [time], [venue]. The card's at reception if you'd like to sign.
Common mistakes
Most leaving dos that go wrong do so because of the planning, not the atmosphere:
- A total surprise on an evening they're not free.
- An invitation sent once everyone's diary is full.
- People left guessing about who's paying for what.
- Remote colleagues or other teams forgotten.
Your leaving do checklist
Before the day, run through this list:
- Day and format agreed with the person leaving.
- Line manager told, room or table booked.
- Invitation sent, with date, time, venue, who's paying and who to reply to.
- Video link ready.
- Food sorted, with alcohol-free and vegetarian options.
- Card going round, whip-round closed, gift ready.
- Speech written.
- Reminder posted the day before.
- Volunteers lined up to tidy.