How to organise a group farewell card for a colleague

The hardest part of a team card is usually reaching everyone in time. Choose one organiser, give contributors a clear deadline, and leave a little room to check the card before you deliver it.

1. Choose the delivery moment first

Decide whether you will send the card on their last morning, during a farewell call or after a team lunch. For a remote team, write the date and time zone explicitly. Aim to finish collecting messages the working day before delivery, so late contributions don’t become an emergency.

2. Make the card and keep the links separate

Create a group farewell card with your colleague’s name, an occasion and a cover. Gleekit gives you three links:

• Signing link: send this to contributors.
• Recipient link: save this for the finished card.
• Manage link: keep this for yourself. It lets you close signing and retrieve the other links.

No account is needed to start. Bookmark your manage link, or sign in from it to keep the card in your account. Share the signing link only with the intended group; the card is not a place for confidential information.

3. Invite the people who might otherwise miss it

Think beyond the current team chat: a former project partner, someone on leave or a colleague in another office may want to contribute. Send the invitation somewhere the recipient won’t see it.

Invitation you can adapt

We’re putting together a farewell card for [name]. Please add a message by [day, date, time and time zone]: [signing link]. A short note or a favourite work memory would be lovely. We’ll send the finished card on [delivery date]. Please keep it a surprise!

Tell people that they don’t need an account to sign. If anyone is stuck for words, share these farewell message examples.

4. Send one useful reminder

Check the message count on your manage page. It counts messages, not verified people, so don’t use it as an attendance list. A guest browser and a signed-in account are different ways to own a message.

A little reminder: [name]’s farewell card closes at [time and time zone] on [date]. There’s still time to add a few words: [signing link]. Thank you to everyone who has already signed.

Gleekit does not send this reminder for you. Copy your edited version into your usual team channel or email.

5. Check, close and deliver

1. Check the recipient’s name and the occasion.
2. Open the recipient link privately to preview how the messages read.
3. Close signing from your manage page when everyone is finished.
4. Send the recipient link with a short note, such as “A few words from all of us. Thank you for everything.”

Guests can update their message in the browser they used to sign. Contributors who save to an account can update from another device. Both need signing to remain open, so leave time for corrections before closing.

If plans change

If the farewell is postponed, tell contributors the new deadline and check the card’s settings. If your manage page offers Reopen signing, use it to accept a late message: the same signing link works, existing messages stay, and the old deadline is cleared. Otherwise, send a late note separately to the recipient. The organiser sends the recipient link manually.

Keep the finished card

Cards that are not kept through an organiser account expire 90 days after their last activity. The organiser can sign in from the manage link to keep the card before it expires. The recipient can also save screenshots of favourite messages. Check what is available on the card itself before promising a download or paid feature.