Sending a Farewell Card to a Remote Teammate Inside monday.com — Group Card Blog

Farewell cards are one of those moments where a team’s culture shows up — or visibly doesn’t. For an in-office team, someone passes a card around for two weeks, awkward but functional. For a distributed team, that ritual doesn’t translate — there’s no card to pass, no desk to leave it on, no in-person send-off where it’s handed over.

Group Card gives distributed teams the digital equivalent inside monday.com, without making it feel like a corporate HR exercise. Here’s how to run a good one.

When to start

Start the card 7–10 days before the person’s last day. That gives:

The team enough time for contributors to write something meaningful (not the rushed two-liner you get with 24 hours’ notice).
Time to nudge anyone who hasn’t signed without it feeling pushy.
Buffer for the inevitable “wait, when’s their last day again?” confusion.

Don’t start more than two weeks out — too long and people forget.

Setting it up

Open Group Card on a board where your HR or people-ops team has the relevant permissions.
Click + New Card.
Pick Farewell as the occasion. The template gallery filters to farewell-themed templates.
Pick a template. For farewells, the understated templates (clean typography, muted colours) usually read better than the celebratory ones — this is a moment of mixed feelings, not pure celebration.
Set the recipient (the departing teammate, by name from your workspace).
Card title — Group Card auto-fills something sensible like “Farewell Sarah” — edit if you want.
Cover message — the default is generic. Replace it with something specific: a reference to a project they led, a quality the team will miss, a wish for what’s next.
Delivery date — their last day, at 09:00 in their timezone, is the standard. Adjust if there’s a specific send-off moment planned.

Inviting contributors

The hardest part of a remote farewell is making sure everyone who should sign actually gets the chance. Three groups to invite, in order:

Direct teammates. Anyone in the same team or pod.
Project collaborators. Anyone the leaver worked closely with on a project, even if they’re in a different team.
Manager and skip-level. Direct manager, skip-level, and anyone the leaver reported into during their time.

Group Card sends each contributor a monday.com bell notification with the link to the signing composer. They don’t need to log in anywhere new — they’re already in monday.

Drafting the smart prompt

Group Card includes occasion-specific smart prompts to help contributors write something specific. The default farewell prompt is something like “What’s one thing you’ll remember about working with [name]?” — leave it as-is unless you have a stronger one for your team.

Two prompts that work especially well for farewells:

“What’s one moment with [name] you’d want them to remember?”
“What’s one quality of [name]‘s that you’ll try to carry forward?”

(You can’t customise the prompt today — it’s pulled from the occasion. But you can tell contributors verbally / in Slack what prompt to consider when they sign.)

Tracking and nudging

The organiser dashboard shows who’s signed and who hasn’t. About four days before delivery, look at the unsigned list:

For the obvious people who haven’t signed (the leaver’s direct manager, their closest collaborators), send a Nudge — it’s a polite monday bell notification, not an email reminder. Frame it as “we don’t want anyone to miss the chance” rather than “you haven’t signed”.
For people who didn’t work closely with the leaver, don’t chase. Forced messages read as forced.

Delivery day

Group Card delivers automatically at the scheduled time. The leaver gets a bell notification, opens the card, sees the opening animation, and scrolls through every message at their own pace.

The card stays accessible afterwards — they can re-open it from their monday account, or you can share the preview URL with them as something they can keep.

What works, what doesn’t

Things that work:

Specific memories beat generic well-wishes. “I’ll always remember that 3 AM debugging session we got through together” lands. “Best of luck!” doesn’t.
One thoughtful message > five generic ones. Don’t pressure people into signing if they don’t have anything specific to say.
The manager should sign. A farewell card with a missing manager message is conspicuous.

Things that don’t:

Surprise farewells. If the team didn’t already know the person was leaving, don’t use a Group Card to inform them. Have the conversation first.
Farewell cards for negative departures. If the situation is fraught (a firing, a forced exit, a contentious relationship), a group card can feel performative or worse. Skip it.