Why a leaving book rather than a card
A leaving card suits a busy team: a line each, a signature, done. A leaving book asks people to take a little more time. Everyone gets a page, or half a page, to share a memory, thank them for something specific, or add a photo or a drawing.
It's the right choice when the person leaving has been part of the team for a long time, when they're retiring, or when lots of people want to say more than a quick line. It's also something people keep: they'll look through it again years later, while a card often ends up in a drawer.
Paper, online or photo album: which leaving book to choose
The right format depends on the size of the team, how much of it works remotely and how much time you have:
- A paper notebook: a nice blank book that goes from desk to desk. It's warm and personal, but it leaves out remote colleagues and might end up in front of the person leaving.
- An online leaving book: a service or shared document where everyone writes their page from a link. Remote colleagues can take part like everyone else, and you can get it printed if the service offers that.
- A photo album with captions: everyone picks a photo of a moment you shared and adds a few lines. It takes more preparation, but it's often the most moving.
- A mix of both: an online book while people are writing, then a printed version to hand over, so you get everyone's messages and something to give.
Putting the leaving book together without spoiling the surprise
Whatever format you choose, the steps are the same:
- Wait until your colleague has shared the news themselves, then start the book as soon as you can, so everyone has time.
- Make a list of who to invite: the team, but also people from other teams or sites who worked with them.
- Write the first page yourself: an empty book is daunting, a first page sets the tone.
- Send a simple brief with a closing date: a memory, a quality, a wish for the future.
- Pass the book or the link round well away from the person leaving, in a group they're not part of.
- Send one reminder a few days before they leave, then read everything through the day before to make sure nothing could upset them.
What to write in a leaving book
A leaving book isn't just a bigger card: people expect a little more than a stock phrase. The best pages tell a specific story. The day your colleague rescued a project, the way they welcomed new starters, the thing they always said in meetings. One real memory is worth more than three adjectives.
If people are stuck for ideas, our leaving card messages have wording for every situation. And for a first draft that fits, our leaving card message generator suggests three messages based on how well you know them and the tone you want.
Messages for a close colleague
If you've shared a lot, don't be afraid to get personal. Replace the parts in square brackets.
[Name], I still remember my first day, when you explained everything with endless patience. Since then you've become so much more than a colleague. Thank you for everything, and save me a place in your new life.
Morning coffee won't be the same without you. Thanks for listening, for your advice and for your humour, which made the hard days so much lighter.
We've been through some stressful times, and you always stayed calm. Working with you taught me to step back and breathe. All the best, [Name], and see you soon.
You're leaving, and I'm losing my go-to person for impossible projects. Thank you for backing our wildest ideas. Your new team has no idea how lucky they are.
Thanks for years of laughs, support and late-afternoon chats. I'll miss you far beyond work. Promise me we'll stay in touch.
Messages for a colleague you know less well
If you didn't work together much, keep it simple and sincere: a thank you, something you noticed about them, a good wish.
Thank you for your help on [project]. I really appreciated how thorough and kind you were. All the best for the future.
We didn't get to work together much, but your good mood was noticed across the whole floor. Good luck with what comes next.
Thanks for always answering my questions with a smile. Wishing you every success in your new role.
The team won't be the same without you. Thank you for everything you've brought, and all the best.
I'll remember you as a colleague who always had time for people and gave great advice. Best wishes for this next step.
Messages for a manager
For a manager, talk about what you learnt and how they supported you.
Thank you for trusting me, even when I wasn't sure of myself. Your high standards and your kindness helped me grow. Good luck with the new role.
You turned us into a real team, not just a department. Thank you for listening and for always standing up for us. We're going to miss you.
I've learnt so much from you, about the job and about working with people. Thank you for everything, and best wishes for what's next.
Thanks for your encouragement, your advice and your door that was always open. Your new team is very lucky.
You taught us to aim high and stick together. We'll keep that going. Thank you, and all the very best.
Messages for a retirement
A leaving book is especially loved at a retirement. The tone can be a little warmer, looking ahead to all that free time.
Thank you for everything you've taught us, [Name]. You trained half this team, and we'll keep doing things the way you showed us. Have a wonderful retirement.
A long and brilliant career comes to an end, and a new life begins. Enjoy every day, your family and your plans. You've more than earned it.
We'll miss your memory of how everything here works as much as your good humour. Thank you for everything, and enjoy the travel, the garden and the grandchildren.
You were the person we all turned to when things went wrong. Thank you for being so generous with your time. Happy retirement, [Name].
Thanks for sharing your experience, your stories and your patience with us. We wish you a retirement as rich as your career.
Handing over the leaving book
The best moment is still the leaving party, just after the speech or the gift. Let your colleague decide whether to look through it in front of everyone or later, on their own: some people prefer to read such personal messages alone. If part of the team works remotely, send them photos of the moment, or share the online book during a short video call.
To plan the rest of the day, follow our guide to organising a leaving party, and if you're also looking for a present, our leaving gift ideas are sorted by budget.
The book for memories, the recommendations for what comes next
A leaving book holds how much the team cares. But it says almost nothing about your colleague's work, and nothing in it will help them in front of a future employer.
If the team would also like to say what your colleague brought through their work, a Leaving Pack from Take Your Skills does just that. These aren't more messages but real professional recommendations, brought together in one gift, free for everyone:
If the team is also chipping in for a gift, add the link to the money pot you've set up on any site you like: colleagues suggest gift ideas, vote and chip in from the same page as the recommendations.
- you create the Leaving Pack in your colleague's name: their first and last name are enough, their job title and company are optional;
- you send its link to the team, in the same group as the leaving book;
- everyone writes their recommendation in secret, with help from an assistant that asks them about situations they went through together;
- on the leaving day, you close the pack: your colleague gets every recommendation by email, then keeps them on their profile to show future employers.