Farewell Programme for a Colleague: 30 & 60-Minute Templates

30-minute farewell programme for a colleague

1. 00:00–00:03 — Welcome. The host thanks everyone for joining, names the colleague being celebrated, and explains the running order. Confirm that speaking is optional.
2. 00:03–00:10 — Two short tributes. Invite two people who agreed in advance to share a specific memory or thank-you. Allow roughly three minutes each and a little time to introduce them.
3. 00:10–00:15 — Reveal the group card. Show the cover and, with the writers' permission, read two or three short notes. If there is an optional team gift, present it here without naming who contributed money.
4. 00:15–00:22 — One shared activity. Choose a few approved team photos, a gentle team-history quiz, or informal conversation. Skip the activity if the person would prefer a quiet goodbye.
5. 00:22–00:27 — Space for the colleague. Offer a chance to reply, but agree this beforehand so nobody is put on the spot. If they would rather not speak, use the time for relaxed conversation.
6. 00:27–00:30 — Close on time. Thank the colleague, wish them well, and explain how they will receive the finished card. Ask before taking a group photo or sharing anyone's personal contact details.

60-minute office farewell programme

1. 00:00–00:05 — Arrival and welcome. Let people settle in, explain where refreshments are, and briefly introduce the programme.
2. 00:05–00:15 — Appreciation from the organiser or manager. Mention a contribution and one story that shows the colleague's character. Keep confidential projects, performance details, and the reason for leaving out of the speech.
3. 00:15–00:30 — Memories from colleagues. Invite up to three prepared speakers, with short transitions and room for laughter. Include a remote speaker here if they would like to take part.
4. 00:30–00:40 — Card and optional gift. Present the card, show a few agreed highlights, and thank the group. Explain the recipient link privately rather than displaying the organiser's edit link or PIN.
5. 00:40–00:50 — Food, photos, and conversation. Keep this flexible. A short slideshow can run here if the person has agreed to the photos being used.
6. 00:50–00:55 — Optional response. Give the departing colleague the choice to say a few words. If they decline, invite a final brief memory or continue the conversation.
7. 00:55–01:00 — Final thanks and finish. Give a short closing wish, make sure remote participants are included, and end the formal part at the promised time.

A short host script you can adapt

1. Opening: Thanks for making time to wish [name] well. We have a couple of memories to share, a card from the team, and some time to say goodbye. There is no expectation that everyone speaks; being here or adding a note is enough.
2. Introducing a speaker: I will hand over to [speaker], who worked with [name] on [shared project]. They have a short memory they would like to share.
3. Revealing the card: People have added their own notes to one card. We will share a couple of messages that the writers agreed we could read aloud, then send you the link so you can enjoy the rest in your own time.
4. Closing: [Name], thank you for the help, care, and humour you have brought to this team. We wish you well for what comes next. Thank you to everyone who joined or left a message; we will finish here as promised.

Farewell invitation and card reminder wording

1. Calendar invitation — Subject: A farewell for [name] — [date], [start time–finish time, time zone]. Join us at [room or meeting link] to thank [name] and wish them well. We will share a few memories and the team card, with no prepared speech needed from guests. Taking part is optional. If you cannot join, you are welcome to add a note at [signing link] by [deadline].
2. Card reminder — We are sharing [name]'s farewell card at [time and time zone] on [date]. If you would like to add a message, here is the signing link: [link]. Please add it by [deadline] so we can check the card before the gathering. A short memory or thank-you is plenty, and signing is entirely optional.

Choose the format with your colleague

Ask privately whether they want a gathering, who they would like invited, and whether they are comfortable with speeches or photos. A brief chat, a card without a meeting, or no public farewell can all be reasonable choices. Do not assume someone wants a large celebration because they have been on the team for a long time.

Assign the jobs before sending the invitation

Name one host and one person to watch the time. Ask speakers in advance and tell them how long they have. Give the card organiser a signing deadline before the event, rather than collecting unfinished messages during the reveal. In a small team, one person can hold several roles; the important part is that someone owns each job.

Adapt the programme for a virtual or hybrid farewell

For a short call, use the 30-minute running order and cut an activity if introductions take longer than expected. Check the meeting link and time zone in the invitation. Test screen sharing before the call, make slides readable for remote guests, and ask someone to watch chat so people in the room do not take every turn. Keep recording off unless everyone has agreed to it.

Put the card in the programme without making it a task

Create the card ahead of time, share the signing link privately, and invite a specific contribution such as one memory or one thing the person helped with. Free GreetBook cards include up to 20 posts, with an optional one-time upgrade for unlimited posts. Show only agreed highlights during the gathering and send the recipient their finished-card link afterwards. Keep the organiser edit link and PIN private.

What to do if the farewell runs late

Shorten the optional activity or reduce the number of messages read aloud. Keep the final thank-you and finish time. Do not rush an emotional speaker with a joke; the host can thank them, pause, and move to the next part. If a speaker is absent or a screen share fails, move on to the card or conversation instead of filling the gap with an unplanned speech.

Turn the template into a simple printed programme

Replace elapsed times with the real start and finish times, add the host and agreed speakers, and remove any segment you will not use. A one-page programme only needs the occasion, date, place or meeting link, and running order. Do not print private card links, personal contact details, or gift contribution amounts. Keep a separate host copy with speaker cues and technical notes.

Keep these principles in mind

• Confirm the colleague wants the gathering
• Give speakers a time limit in advance
• Keep gifts, signing, and speaking optional
• Use only photos and stories people are comfortable sharing
• Keep the recipient link separate from organiser access
• Leave room to shorten the programme and finish on time

Frequently asked questions

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