Why use an online leaving card
A paper card has its charm, but anyone who has sent one round knows the problems: it gets stuck on someone's desk, it misses everyone working remotely or at another site, and sometimes it ends up in front of the person it's for.
An online group card keeps the spirit of a card, with everyone adding their message, and drops the hassle:
- one link to share, by email or on the team chat;
- everyone signs when it suits them, on a computer or a phone;
- remote, part-time and other-site colleagues join in like everyone else;
- nothing goes round where the person leaving can see it;
- more room than a card for anyone with something real to say.
Three ways to do it, and who each one suits
Online cards aren't all the same: they don't all keep what the team wrote. Before you choose, think about what your colleague will do with it after the leaving party.
- A paper card going round: fine for a small team in one office, with a few words each.
- An online greetings card: everyone adds a short message, often with an animated picture. Nice to open, but it gets read once and then forgotten, just like a paper card.
- Recommendations from the whole team, with a Leaving Pack from Take Your Skills: instead of a quick line, everyone writes what they valued in your colleague's work. They get them all on their last day and keep them on their profile for future interviews. It's free.
How to set up an online group card, step by step
With a Leaving Pack it takes a few minutes, and your colleague sees nothing until the day you choose:
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.
- Create the Leaving Pack for your colleague: their first and last name are enough, their job title and company are optional.
- Copy the link and send it to the team, in a group the person leaving isn't part of.
- Everyone writes their recommendation, with help from an assistant if they don't know where to start.
- Send one reminder a few days before the leaving date to anyone who hasn't written yet.
- On the day, close the pack: your colleague gets every message by email.
What people can write
For most people, the hard part is knowing what to write. Give a simple prompt in your invitation: one specific memory, one quality, one wish for what comes next. Three honest sentences beat a long, generic paragraph.
For anyone who's stuck, our guide on what to write in a leaving card has lines for every situation: a close colleague, a manager, a retirement, someone moving to a new company.
Keeping it a surprise
An online card is easier to keep secret than a paper one, as long as you avoid a few traps:
- never post the link in a channel the person leaving is in;
- set up a separate group on the team chat and check who's in it;
- ask people not to forward the link to your colleague;
- don't talk about it out loud in the office or in team meetings.
Handing over the card on the day
The best moment is still the leaving party or a team lunch. If part of the team is remote, set up a short video call so everyone can be there for the hand-over.
With a Leaving Pack, close it during the party: your colleague gets the messages by email and can read one or two out loud, or keep them for later. For the rest of the planning, see our guide to organising a leaving party, and for a few words to go with it, our farewell speech guide.
Short messages for a group card
For anyone who wants to write a little, but get it right. Replace the parts in square brackets.
Thanks for some great years working together, [Name]. We're really going to miss you around here.
All the best, [Name]! Your new team is lucky to have you.
You made Monday mornings a lot more bearable. Thank you, and good luck!
I learnt so much working with you. Wishing you all the best for what comes next.
Thanks for your patience, your advice and your sense of humour. Hope to see you soon.
Your calm on the most stressful days kept us all going. Good luck with the new role!
Thank you for always taking the time to explain things, even on the busiest days. All the best.
A new chapter starts for you, and the team won't be quite the same. Thanks for everything.
Messages for a retirement card
A retirement calls for something a little warmer, looking ahead to all that free time.
Thank you for everything you've taught us over the years, [Name]. Enjoy every minute of the time you've earned.
A great career ends and a new life begins. The whole team wishes you a wonderful retirement.
Your experience and kindness have shaped this team. Thank you, and enjoy your own projects at last!
We'll be using your advice for a long time to come. Happy retirement, [Name].
Messages for a manager
For a manager, focus on the work you did together and what you learnt.
Thank you for trusting us and helping us grow. We wish you all the best in the new role.
Your high standards and your support made us a better team. Thank you for everything.
Working for you has been a real privilege. Good luck with the next step.
Thank you for supporting us when things got difficult. We'll miss you.
Common mistakes
Group cards that go wrong almost always go wrong for the same reasons:
- Starting the card the day before, when half the team is already on holiday.
- Forgetting colleagues from other teams or sites who worked with the person.
- Letting the link slip into a channel the person leaving is in.
- Settling for generic messages that could go on any card.
- Not planning a moment for the hand-over, so the card arrives without a word.