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In long-running or limited-seat programs, rotating members in and out of coaching seats helps more employees access development opportunities. Below are two plug-and-play templates to guide smooth transitions for both outgoing and incoming participants.

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✅ Offboarding a Coaching Participant

Audience: Participants completing their time in the program

Purpose: Signal the conclusion of their coaching, offer closure, and encourage reflection

📤 Version 1:

Straightforward Message

<aside> 📩 Subject: Wrapping Up Your Mento Coaching Journey

Hi [Name],

As a reminder, your Mento coaching engagement will wrap up on [Month, Date, Year].

Over your time in the program, you’ve had space to grow, reflect, and gain clarity — and we’re so glad you’ve been part of it. As you head into your final sessions, here are a few prompts to help you finish strong:

• What progress have you made with your coach?
• Where do you still want to go, and how might you hold yourself accountable moving forward?
• What topics would be most meaningful to bring into your final sessions?

We’ll follow up with a short feedback survey in the coming weeks — your reflections help us improve and shape the future of the program.

Thanks again for being part of this experience — and feel free to reach out with any questions.

Best,

[Your Name]

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📤 Version 2:

Comprehensive Message

<aside> 📩 Subject: Wrapping Up Your Mento Coaching Journey

Hi [Name],

Your Mento coaching engagement wraps up on [Month, Date, Year] – and as you head into your final sessions, I wanted to check in and share a few ways to make the most of this closing chapter.

Finish strong with your coach

Take a moment to reflect on what's shifted for you during this program. Consider discussing:

• The progress you've made and key insights you've gained
• Goals or challenges you'd like to tackle in your remaining time together
• How you'll maintain momentum and accountability after the program ends

Keep the coaching culture alive

One of the most powerful things about coaching is that the benefits don't have to stop with you. As you wrap up, think about:

• Who on your team could benefit from the questions, frameworks, or reflection practices you've learned? Coaching isn't a one-and-done experience – it's a mindset and skill set you can model and share.
• How might you create space for growth conversations with your direct reports or peers? Even 15 minutes of thoughtful listening can shift someone's perspective.
• What would it look like to champion coaching at [Company Name]? Your story and experience can inspire others to invest in their own development.

Take a few quick actions

To help us support you and improve the program:

• Complete your Pulse Check – this brief check-in helps us understand how the program is landing for you and where we can improve
• Fill out Peer Insights – if you haven't yet, this 360 feedback tool offers another lens on your growth and models a culture of feedback
• Explore LinkedIn Learning – we've curated learning paths that complement your coaching themes and keep the development going

Share your experience

If this program has been valuable, consider becoming a Mento advocate – your story can help colleagues discover what coaching can unlock for them. Whether that's a conversation with your team, a post on LinkedIn, or a chat with L&D, your voice matters in building a culture where growth and reflection are part of how we work.

Help shape what's next

You'll receive a full feedback survey in the coming weeks. Your reflections directly influence how we evolve the program – so please take a few minutes to share your honest thoughts.

If you'd like to connect with our L&D team, talk through how to bring coaching principles into your leadership practice, or have any questions, just let me know.

Thanks for being part of this – and for helping build a culture where development isn't a one-time event, but an ongoing practice.

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✨ Onboarding a New Coaching Participant into an Existing Seat

Audience: New participant taking over an open spot in the current cohort

Purpose: Welcome them into the program and set expectations for a fresh start

<aside> 📩 Subject: Welcome to Coaching – Let’s Get You Started

Hi [Name],

Welcome! I’m excited to let you know that you’ve been added to our coaching program, which will run through [Month, Year].

While you're stepping into an open seat mid-program, this is your coaching experience — we’ll treat it as a fresh start tailored to your growth and leadership goals.

✅ Here’s how to get started:

• Create your account at https://app.mento.co/m
• Complete your onboarding survey to share your preferences
• Review your recommended coach matches and schedule a chemistry call

Once matched, you’ll meet with your coach for regular sessions (typically 45 minutes every other week).

If you have any questions or would like to discuss what you're hoping to get out of coaching, just reply here — I’m here to help support you along the way.

Looking forward to seeing what you’ll discover through this process!

Best,

[Your Name]

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