Retirement and farewell book invitation email templates
Copy retirement and farewell memory book invitation emails, subject lines, a gentle reminder and a last-call message with clear deadlines and private links.
A memory book invitation needs the recipient’s name, a clear request, the private contribution link and a deadline with a time zone. Explain who reviews the messages and whether it is a surprise. The templates below are fictional wording for you to adapt and send yourself.
Email subject lines for the invitation
A retirement book for [Name] — add a memory by [date]
Help us say goodbye to [Name] — a few words from the team
A private invitation: share a memory for [Name]
Reminder: [Name]’s book closes on [date] at [time and time zone]
A short invitation for Slack or Microsoft Teams
Use a channel the recipient cannot see if the book is a surprise. Keep the deadline and link together so the invitation still makes sense when someone reads it later. If your channel includes a much wider audience, send direct invitations instead.
A final reminder before contributions close
A reminder is an invitation, not an attendance check. Do not name people as missing or pressure them to contribute. Check the deadline and collection status in the project before announcing that the link is still open.
Make the first message easy to act on
Tell colleagues who the book is for, what they can add, where to add it and when contributions close. Say whether it is a surprise and who will review the messages. Put the contribution link in the invitation so nobody has to find it in an older chat.
An invitation for a retirement book
Replace every bracketed part before sending. If you are inviting former colleagues, explain who you are and why you are contacting them. Use channels where it is appropriate to reach them; a surprise gift does not justify sharing someone’s personal contact details.
An invitation for a colleague leaving a job
Mention how you plan to give the book if you have decided. If it will be printed, allow time to arrange that yourself. Team Memory Book provides a digital book and a printable PDF; printing and delivery are up to you.
A reminder that does not put anyone on the spot
Send reminders yourself through your usual team channels. Do not tell people that you know they have not contributed unless you have checked and have an appropriate reason to contact them individually. A shared invitation link does not give the organizer a reliable list of everyone who opened it.
Set expectations about privacy
Explain that the organizer reviews submissions and that colleagues cannot see each other’s messages through the form. Send the link directly to intended contributors and ask them to keep it within the group. Anyone holding an active link can submit. You will create a separate reading link for the finished book.
If someone asks for more time
Check the handover date and leave time for review before extending the deadline. In Settings, choose a new date and time zone; in Collect, make sure contributions are open. The book must still be within its editing period. Tell colleagues the new deadline once you have changed it.
Before you press send
Replace the recipient’s name and all bracketed placeholders.
Check the contribution link opens the intended book.
Use one explicit deadline and time zone.
Say who will review the messages and whether the book is a surprise.