Email template · Staffing agency (client and candidate)
Assignment end email
In short
An assignment end email is the notice a staffing agency sends a temporary worker when their placement at a client site is ending. It confirms the last day, final timesheet and pay, equipment return and, most importantly, what happens next: a new assignment, a redeployment conversation or how to stay available. Templates below cover planned ends, early ends, client confirmation and redeployment.
When to send it: As soon as the client confirms the end date, ideally at least a week ahead for planned ends. For early ends the client decides at short notice, call the worker first and send the email the same day.
Assignment end email: 4 versions
Planned end of assignment
SubjectYour assignment at [Client Site] ends [End Date]
Hi [First Name], [Client Company] has confirmed that the [Job Title] assignment at [Client Site] will end on [End Date], as the [project / seasonal peak] wraps up. Thank you for the work you've put in. [Site Supervisor] told us you were [specific feedback, e.g. one of the most reliable people on second shift]. Before your last day: - Submit your final timesheet by [Timesheet Deadline] so it's approved for the [Pay Date] payroll. - Return [badge / PPE / scanner] to [Site Contact]. What's next: we have [type of roles] coming up in [area]. Reply or call me at [Phone Number] by [Date] to let me know you're available, and I'll put you forward first. [Your Name] [Title], [Agency Name]
Early end
SubjectUpdate on your assignment at [Client Site]
Hi [First Name], Following our call, this confirms that [Client Company] has ended the [Job Title] assignment early, effective [End Date]. [Brief, factual reason if appropriate, e.g. their order volume dropped and they've reduced the temporary team by 15 people.] You'll be paid for all hours worked through [End Date] on [Pay Date]. Please return [items] to [Contact] or drop them at our office by [Date]. This doesn't change your standing with us. I'm already looking at [open orders], and I'll call you by [Date]. Please contact us by [Date] to confirm you're available for new work. [Your Name] [Title], [Agency Name]
Confirming the end with the client
SubjectConfirming end date for [Worker Name] at [Client Site]
Hi [Client First Name], Confirming that [Worker Name]'s assignment as [Job Title] will end on [End Date], per your note on [Date]. - Final timesheet: please approve by [Timesheet Deadline]. - Site access and equipment: [Site Contact] will collect [items] on the last shift. - Feedback: would you rate [Worker Name]'s performance and say whether you'd take them back? It helps us place them well. If you need cover for the remaining [shifts / weeks], or want to convert [Worker Name] to a permanent role, let me know. [Your Name] [Title], [Agency Name]
Short notice with redeployment
SubjectYour next assignment
Hi [First Name], Your assignment at [Client Site] ends [End Date]. Good news: we have a [Job Title] role at [New Client Site] starting [New Start Date], $[Pay Rate]/hr, [Shift]. Reply YES by [Deadline] and I'll confirm the details. [Your Name] [Agency Name]
Subject line ideas
- Your assignment at [Client Site] ends [End Date]
- Update on your assignment at [Client Site]
- End of assignment notice: [End Date]
- Your last day at [Client Site] and what's next
- Confirming end date for [Worker Name] at [Client Site]
- Your next assignment
- Temp assignment ending: final timesheet and next steps
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Agency Name]. Your assignment at [Client Site] ends [End Date]. Please submit your final timesheet by [Timesheet Deadline]. We have new work coming up, so call or text me at [Phone Number] to stay on the list.
Placeholders to replace: [First Name], [Worker Name], [Job Title], [Client Company], [Client Site], [New Client Site], [Client First Name], [Site Supervisor], [Site Contact], [End Date], [Timesheet Deadline], [Pay Date], [Pay Rate], [Phone Number], [Your Name], [Title], [Agency Name]
The agency is the employer, so the agency sends it
In a typical temp arrangement, the worker is employed by the staffing agency and placed at a client site. The client decides when the assignment ends, but the agency owns the communication with the worker, along with final pay, timesheets and what happens next. Don't let the client's supervisor be the only person who tells the worker. Agree in your client terms that end dates and early terminations come to the agency first, then call and email the worker yourself.
This is different from a fixed-term employee whose contract the employer simply doesn't renew. That situation is covered by the end of contract email. The assignment end email always has a second purpose: keeping the worker in your available pool. Pair it with the temp assignment confirmation email the worker got at the start, so the dates and pay details match.
Redeployment is the real goal
A good temp who goes 10 days without work will find another agency. The assignment end email is your best chance to keep them. Mention specific upcoming orders where you can, ask them to confirm availability by a date, and follow up by phone. Agencies that track redeployment rate, the share of workers placed again within a set period after an assignment ends, usually find it's one of the cheapest ways to fill new orders.
Ask the client for a short rating and a "would you take them back" answer at the same time as you confirm the end date. That feedback tells you who to prioritize, and a vendor portal like vendors can keep client ratings attached to each worker's record.
Unemployment and the contact requirement
When a temp assignment ends, the worker may be eligible for unemployment benefits. In a number of states, unemployment law treats a temp worker who doesn't contact the agency for a new assignment after one ends as having quit voluntarily, but only if the agency gave the worker advance written notice of that requirement. If you rely on that rule, the notice usually needs to be given at hire and in a specific form, and the end email should repeat the instruction to contact you by a stated date.
State rules differ on details like the deadline and how the notice must be acknowledged. Check the law in each state where you place workers. This is general information; rules vary by state.
Early ends and do-not-return requests
Clients sometimes end an assignment for performance or conduct, often with a "do not return" request. The worker still deserves a clear, factual message and their pay on time. Don't repeat the client's comments word for word. Summarize what the client reported, give the worker a chance to respond, and decide separately whether you'll place them elsewhere. If the reason touches on a protected characteristic, a complaint the worker made or a workplace injury, treat it as an HR matter before you send anything, because the agency and client can share liability as joint employers.
Mistakes to avoid
- Letting the client break the news and never following up yourself.
- No final timesheet reminder, which leads to late or missing final pay.
- A generic "we'll be in touch" with no date or specific next step.
- Forgetting equipment and site access, especially badges for secure facilities.
- Not asking the client for feedback while the worker is still fresh in their mind.
Frequently asked questions
What should an assignment end email include?
The end date and reason in brief, final timesheet deadline and pay date, equipment return, thanks with specific feedback, and a clear next step for finding a new assignment, including a date to confirm availability.
Who sends the end of assignment notice, the agency or the client?
The staffing agency, because it's usually the employer. The client tells the agency the end date, and the agency notifies the worker by phone and in writing.
How much notice should a temp get when an assignment ends?
There's usually no legal minimum for temp assignments in the US, but a week for planned ends is good practice. Early ends often happen at short notice, so call the worker first.
Can a temp worker collect unemployment after an assignment ends?
Often, yes. In some states, though, a temp who doesn't contact the agency for new work after being told in writing to do so may be treated as having quit. Rules vary by state.
How do I write a temp assignment ending email to the client?
Confirm the worker's name and end date, ask for final timesheet approval, arrange equipment return, ask for a short performance rating, and offer replacement cover or a temp-to-perm conversion.