April 27, 202613 min readPeople are in and out on annual leave, hybrid days don’t always line up, and then someone casually drops into a meeting that they’re… leaving. Or retiring. Soon.
Cue the familiar panic:
Who’s sorting the collection?
Where’s the card?
Who’s “got no cash on them” again?
If you always end up being that organiser, this one’s for you. Here’s how to sort a summer send‑off – leaving or retirement – with one little Pot and one helpful link. No stress. No faff. No envelopes.
And because everyone can add messages, photos, videos and GIFs, your Pot doubles up as a memory wall – not just a “here’s some money” link.
Summer is prime out‑of‑office season.
Half the team is on holiday, the other half is on a different WFH schedule, and the person you need to sign the card always seems to be “back next Thursday”.
Trying to pass around an envelope or card when no one’s in the same place? Nightmare.
You know the drill:
In our post‑envelope era, you really don’t need to be playing IOU detective on top of your actual job.
Every team has that one person who ends up running the show.
You set up the collection, chase people, front the money if it’s short, pick the gift and hand it over on the day.
Lovely for your colleague.
Less lovely for your stress levels.
Time for an easier way.
Instead of juggling cash, envelopes and bank transfers, you set up a Collection Pot.
Colleagues can contribute whenever it suits them – from their sofa, their sun‑lounger or their train into work. No awkward chasing at someone’s desk. No “oh sorry, I forgot again”.
Same set‑up, different send‑off.
You create one Pot, and let everyone join in whether they’re in the office, hybrid or fully remote.
Because it makes you look wildly organised… without actually doing that much.
Cool, calm, collected – exactly how group gifting should be.
Choose the right occasion (Leaving or Retirement) and give your Pot a clear, friendly title, like:
Set a closing date close to their last working day so people know how long they’ve got to chip in.
Step 2 – Add the story (and start the memory wall)
This is where you add the “why” and start the memory wall.
A couple of lines is enough to set the scene:
“[Name] is off to [new job / a very well‑earned retirement] and we’d love to give them a proper send‑off.”
Then nudge the team:
“Chip in if you’d like to, and don’t forget to add a message, photo or GIF – think favourite memories, in‑jokes and best bits from working together.”
Encourage photos from team days, socials, away days or even chaotic Zoom screenshots, plus any videos or GIFs that will make them smile.
Share your Pot link in:
Post once with a clear message, then pin it in your main channel. A few days before the Pot closes, send a quick “last chance to chip in” nudge.
If someone pops up after the deadline asking if it’s “too late”, you can reopen your Pot for last‑minute stragglers so they can add a contribution and a message.
When the Pot closes, you’re in control of what happens next. You can:
Once you send the Pot to your colleague, it turns into a gift card balance they control, so they can choose exactly where they’d like to treat themselves – from high‑street favourites and restaurants to days out, spa trips and more.
Turn your Pot into a memory wall
The money is only half the story. Every Collection Pot doubles as a shared online card, so your leaver or retiree gets a scroll‑worthy wall of messages too.
When you hit send, they don’t just get a gift card – they get a whole page of stories, jokes and little reminders of why they’ll be missed.
Here’s a quick taste of the kinds of gifts teams actually buy together – all easy to fund with a shared Pot.
For a deeper dive into retirement presents specifically, check out our guide to Retirement gift ideas from colleagues (that they’ll actually use).
Not every gift has to be a grand gesture. Sometimes the most thoughtful thing is a slightly less painful weekly shop.
With their Pot, your colleague can choose:
Quietly life‑changing. And a lot more useful than another desk plant.
Money is lovely. Messages – and the photos, videos and GIFs that go with them – are what they remember.
Want more ideas? Try our full list of farewell messages to colleagues leaving the company.
Need more wording inspo? Our guide to what to write in a retirement farewell card is packed with examples for every kind of colleague.
Make life easy for future‑you.
“[Name] is off to [new job / a very well‑earned retirement]
We’ve set up a Collection Pot so we can give them a proper send‑off and a little memory wall.
Add whatever you can – or just leave a message, photo or GIF if that’s easier. Link here: [Pot link]”
Subject: Chipping in for [Name]’s summer send‑off
Hi all,
As you might have heard, [Name] is leaving/[retiring] on [date]. We’ve set up a Collection Pot so we can chip in together for a proper send‑off and a wall of messages.
If you’d like to contribute (and leave a message, photo or GIF), you can do that here: [Pot link].
The Pot will close on [date], but we can reopen it if anyone hears about it late and still wants to join in.
There’s no set amount – give what feels right for you, or just pop a message on the Pot if that’s easier right now.
Thanks so much,
[Your name]
For a full bank of templates (including WhatsApp wording and reminders), see How to ask colleagues to chip in for a leaving or retirement gift.
Do I have to decide the gift before I start the Pot?
No. Set up the Pot and share the link. Once it closes, you can buy a gift with the balance or send it on as a gift card so they choose their own treat.
What if people are on a tight budget?
You can make chipping in optional, so colleagues can just leave a message, photo or GIF. They’re still part of the send‑off without any pressure.
Can I use the same Pot for money and messages?
Yes – the Pot acts as both the collection and the group card. Everyone adds their contribution and message (plus photos, videos or GIFs) in one place.
Can we use this for both leaving and retirement gifts?
Absolutely. You can set up a Pot for any occasion – leavers, retirees, internal moves, even team members going travelling.
Can I see what a Pot looks like before I create one?
Yes – you can explore a demo leaving Pot here: https://app.collectionpot.com/demo/leaver
Want to see what it looks like before you dive in?
Take a peek at our demo leaving Pot – messages, GIFs, memory wall and all: https://app.collectionpot.com/demo/leaver
Your colleague gets a proper send‑off.
You get to be the organised one – without doing all the hard work.
One little Pot. One helpful link. Summer send‑offs, sorted.
Jasmine Stone is a marketing manager with nearly ten years’ experience in digital fundraising and tech, creating campaigns that feel human rather than transactional. At Collection Pot, she focuses on content that makes group gifting easier and more joyful. When she is off duty, you will usually find her with her nose in a good book or exploring a new city.
