10 Exact Examples: How to Announce an Employee Departure

Part 1Preparing for an Employee Departure

Organizing Departure Logistics

When an employee is leaving your company, you’ll want to organize the departure logistics. This includes setting a final day of work and planning for any farewell events, such as a goodbye lunch or party. Make sure to inform the team about the employee’s departure and invite them to participate in any farewell events. When planning these events, consider the departing employee’s preferences and the company’s culture, to ensure a meaningful and positive farewell.

Transferring Responsibilities and Tasks

To ensure a smooth transition, you should establish a timeline for transferring the departing employee’s responsibilities and tasks to other team members. Start by identifying the essential tasks they are responsible for and determine if they can be delegated to existing team members or require hiring a new employee. Share this information with the relevant team members and provide any necessary training or resources they need to pick up where the departing employee left off. Keep lines of communication open, because your team may have questions or need clarifications about their new tasks.

Part 2Crafting the Announcement

Content Guidelines

When announcing an employee’s departure, it’s important to consider the information shared. It’s okay to mention the reason for the departure if the employee has agreed. Some things to include:

  • Employee’s full name: Share the departing employee’s full name to avoid any confusion.
  • Position and tenure: Mention their job title and the duration they’ve spent at the company.
  • Last working day: Provide the employee’s last day in office to keep everyone informed.
  • Acknowledgment: Express gratitude for their work and contributions, highlighting their accomplishments if possible.
  • Next steps or replacement: If a replacement has been chosen, introduce them. If not, briefly explain the interim plan.

Example 1

“Dear Team, we’re writing to let you know that John Smith, our Senior Marketing Manager, will be leaving us on December 10th. John has been with us for five years, making significant contributions to our marketing strategies. We appreciate his hard work and wish him all the best in his new endeavor. Susan Johnson will step in as our Interim Marketing Manager until a permanent replacement is found.”

Communication Medium Selection

Choosing the right medium for the announcement is crucial. A company-wide email, a team meeting, or an announcement during an all-hands meeting are some options to consider. Think about the employee’s role in the organization, the size of your company, and the preferences of your employees when deciding on the channel.

For higher-level positions or when addressing a large group, a company-wide email or a special announcement during an all-hands meeting might be more appropriate. For positions where the departing employee primarily worked with a specific team, a team meeting might be sufficient.

When using email, use a clear subject line, such as “Announcement: Employee Departure – [Employee’s Name].” If announcing in person, let the team know beforehand so they’re prepared for the feedback and questions.

In any case, ensure the message is consistent in tone and content, and encourage open communication amongst team members to discuss their feelings and concerns.

Part 3Example of Employee Departure Announcement

Suppose you’re tasked with announcing the departure of a team member. Here’s an example of how you can make a professional and friendly announcement:

Example 2

Hello team,

I hope you’re all doing well. I wanted to inform you that our colleague, Jane Doe, has decided to pursue a new opportunity and will be leaving our company on November 30th.

Jane has been a valuable part of our team for the past five years, playing a key role in the success of several projects. While we’re saddened to see her go, we understand and support her decision.

To ensure a smooth transition, Jane will be working closely with her team members during her remaining time with us. In the meantime, we will begin the search for a suitable replacement who can continue Jane’s great work.

No farewell party would be complete without team members sharing their memories and expressing their appreciation. So, we’ve organized a small gathering in the break room on November 29th at 4 PM. Please join us as we celebrate Jane’s contributions and wish her the best in her future endeavors.

Should you have any questions or concerns, don’t hesitate to reach out to your manager or HR.

Best Regards,

[Your Name]

With this example, the announcement is clear, professional, and friendly. It shows appreciation for the departing employee’s work while offering support for their decision. It also provides information about transition plans and encourages the team to participate in the farewell celebration.

Part 4Example Emails for Announcing an Employee Departure to Colleagues

Example 3

Subject: [Employee Name] is moving on

Dear Team,

I wanted to let you know that [Employee Name] will be leaving our company on [Last Working Day]. [Employee Name] has been a valuable asset to our team, and we wish them all the best in their future endeavors.

Please join us in thanking [Employee Name] for their hard work and dedication during their time with us.

Best regards,
[Your Name]

Example 4

Subject: Farewell to [Employee Name]

Hi everyone,

We’re sad to announce that [Employee Name] will be leaving our company on [Last Working Day]. Please join us in a farewell gathering on [Date] at [Time] in [Location] as we wish [Employee Name] the best in their new journey.

We thank [Employee Name] for their contributions and dedication to our team.

Warm regards,
[Your Name]

Part 5How to Inform Clients About an Employee Leaving the Company

When informing clients about an employee’s departure, you can send a carefully worded email. First, express your appreciation for the employee’s contributions to the company and their work with the clients. Then, let the clients know who will be taking over their projects or accounts, and provide the new point of contact’s information. It’s important to reassure clients that the transition will be seamless, and their needs will continue to be met. You can also offer a chance for a call or meeting to address any concerns they might have.

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Example 5

Subject: Important Update Regarding Your Account Management Team

Dear [Client’s Name],

I am writing to inform you of a recent change within our team that may pertain to your ongoing projects with us.

We would like to express our sincere gratitude to [Employee’s Name], who has been a valued member of our team. [Employee’s Name] will be leaving [Company Name] to pursue new opportunities as of [Employee’s Last Day, e.g., May 1]. We are thankful for the dedication and expertise [he/she/they] brought to our company, which played a significant role in delivering the high-quality service you have come to expect from us.

To ensure a smooth transition and continuity of service, we are pleased to introduce you to [New Employee’s Name], who will be taking over as your new point of contact. [New Employee’s Name] brings a wealth of experience in [relevant field or expertise] and is fully briefed on your current projects and requirements. We are confident that [New Employee’s Name] will provide exceptional support and continue to drive successful outcomes for your business.

[New Employee’s Name] will be reaching out to you shortly to introduce [himself/herself/themselves] and discuss any upcoming initiatives or concerns you might have. In the meantime, please find below [his/her/their] contact details for your convenience:

[New Employee’s Full Name]
[New Employee’s Position]
Email: [New Employee’s Email]
Phone: [New Employee’s Phone Number]

We understand that change can bring about questions, and we want to assure you that we are here to facilitate a seamless transition. Should you have any immediate questions or require further assistance, please do not hesitate to reach out to me directly or to [New Employee’s Name].

We value your partnership and are committed to continuing to provide the highest level of service. Thank you for your understanding and support during this transition period.

Warm regards,

[Your Name]

Part 6Samples For a Leave of Absence Announcement to the Staff

Example 6

Subject: [Employee Name]’s Leave of Absence

Dear Team,

I’d like to inform you that [Employee Name] will be taking a leave of absence starting from [Start Date] until [End Date]. During this period, [Colleague Name] will be managing their workload.

We wish [Employee Name] a restful time during their leave and look forward to their return to the team.

Best regards,
[Your Name]

Example 7

Subject: [Employee Name] is on Leave
Hi everyone,

Just a quick note to let you know that [Employee Name] is on leave from [Start Date] to [End Date]. In their absence, please direct any questions or concerns to [Colleague Name].

Thank you for your understanding and support!

Warm regards,
[Your Name]

Part 7How to Share a CEO’s Resignation News With the Staff

To share a CEO’s resignation news, prepare a comprehensive email to the staff. Explain the reason for the CEO’s departure, if appropriate, and highlight their contributions to the company. Make sure to also mention who will be stepping in as the interim CEO or the process for selecting a permanent successor. Express gratitude and appreciation for the CEO’s leadership and ensure that the staff feels informed and reassured about the company’s continuity.

Example 8

Subject: Leadership Transition Announcement

Dear Team,

Today, I have an important announcement regarding a significant change in our leadership team.

It is with mixed emotions that I share with you the news that [CEO’s Name], our esteemed CEO, has decided to step down from [his/her/their] position, effective [Last Working Day, e.g., June 30]. [CEO’s Name] has been an integral part of [Company Name] for [number] years and has played a pivotal role in shaping our company’s success and culture. [He/She/They] leave behind a legacy of innovation, growth, and enduring relationships both within our company and with our partners and customers.

[If applicable: The decision for [CEO’s Name] to resign comes after [brief explanation of the reason, if appropriate and if it can be disclosed, e.g., “a thoughtful consideration of personal goals and a desire to pursue new opportunities.”]]

We are deeply grateful for [CEO’s Name]’s visionary leadership and unwavering commitment to our mission. [His/Her/Their] contributions have been invaluable, and [he/she/they] will be greatly missed by all of us.

As we navigate this transition, please be assured that the Board of Directors is actively engaged in a thorough and thoughtful process to select a new CEO who will lead us into the next chapter of our journey. In the interim, [Interim CEO’s Name], [Interim CEO’s current position or relationship to the company], will step in as Acting CEO. [Interim CEO’s Name] is well-versed in our company’s operations and strategic direction and is fully committed to maintaining our momentum during this transition period.

We understand that change can lead to uncertainty, but we want to reassure you that the executive team and Board are focused on a smooth and stable transition. We are confident in our collective ability to continue the great work we do and to build on the solid foundation that [CEO’s Name] has helped establish.

We will keep you updated on the progress of the search for a new CEO and other related developments. In the meantime, we encourage you to continue to focus on your outstanding work and to support each other through this period of change.

Please join us in expressing our heartfelt thanks to [CEO’s Name] for [his/her/their] leadership and dedication. We wish [him/her/them] all the best in [his/her/their] future endeavors.

Should you have any questions or concerns, please feel free to reach out to your manager or HR. We are committed to maintaining open lines of communication and supporting you through this transition.

Thank you for your continued hard work, resilience, and dedication to [Company Name].

Best regards,

[Your Name]

Part 8How to Announce an Employee’s Forced Resignation

The best approach to announcing an employee’s forced resignation is to keep it professional and brief. You should respect the employee’s privacy and avoid disclosing the specific reasons behind the decision. Inform colleagues of the employee’s last working day, and if applicable, share who will be taking over their responsibilities.

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Example 9

Subject: Staff Update: Departure of [Employee’s Name]

Dear Team,

I am writing to inform you that [Employee’s Name] will no longer be with [Company Name] as of [Last Working Day, e.g., April 15]. [Employee’s Name] has been a part of our team for [duration of employment], and we have valued [his/her/their] contributions during that time.

As we move forward, we ask that you respect [Employee’s Name]’s privacy and refrain from speculation regarding [his/her/their] departure. It is our policy to keep personnel matters confidential, and we are committed to upholding this standard for all employees.

In the interim, [Replacement’s Name or Department] will be overseeing [Employee’s Name]’s responsibilities to ensure a smooth transition and continuity of operations. We are making every effort to minimize any impact this change may have on our workflow and client relations.

We understand that changes within the team can be challenging, and we appreciate your professionalism and support as we navigate this transition. If you have any immediate questions or concerns about how this change may affect your work, please do not hesitate to reach out to your supervisor or the HR department.

Thank you for your understanding and continued commitment to excellence in your roles.


[Your Name]

Part 9How to Inform Employees About a Coworker’s Termination

When informing employees about a coworker’s termination, it’s important to maintain a respectful and professional tone. You should not disclose the reasons behind the termination. Ideally, send an email informing your team of the employee’s last day and who will be handling their responsibilities moving forward. Make sure to address any concerns your employees might have while maintaining the appropriate level of confidentiality.

Example 10

Subject: Important Team Update

Dear Team,

I am writing to inform you that [Former Employee’s Name] is no longer with [Company Name] as of [Last Working Date]. We wish [Him/Her/Them] the best in [His/Her/Their] future endeavors.

We understand that changes like this can have an impact on the team, and we want to ensure a smooth transition of [Former Employee’s Name]’s responsibilities. In the interim, [Interim Employee’s Name] will be the point of contact for any issues or projects previously managed by [Former Employee’s Name]. [Interim Employee’s Name] is well-versed in these areas and will ensure continuity of work without disruption.

We are currently reviewing the long-term plan for this role and will keep you updated on any further developments. In the meantime, we appreciate your cooperation and support during this transition period.

Please direct any immediate questions or concerns to your direct supervisor or to me, and we will address them as promptly as possible.

Thank you for your understanding and your continued dedication to your work.

Best regards,

[Your Name]

Part 10Announcement Follow-Up Actions

After announcing an employee’s departure, there are a few key steps you should take to ensure a smooth transition.

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Meeting with Team Members

Arrange a meeting with the team members that worked closely with the departing employee. This is important to address any concerns and provide support during the transition period. During the meeting, be transparent about the reasons for the employee’s departure, while maintaining their privacy. Offer a clear plan for moving forward, assigning new roles and responsibilities, and finding a replacement, if needed.

Encourage team members to discuss any issues or questions they may have regarding the departure. Being responsive to their concerns will help maintain a transparent and supportive work environment.

Addressing Client Concerns

Clients who had a close working relationship with the departing employee may have concerns about the continuity of their projects. Reach out to these clients and inform them about the changes in a professional and timely manner.

Reassure clients that their projects are in good hands by introducing them to a new point of contact who will take over the departing employee’s responsibilities. Offer any additional assistance or information they may need to feel confident moving forward with your company.

Part 11Maintaining Workplace Morale

  • When announcing an employee departure, it’s important to consider how it might impact the morale of your team. Losing a colleague can be difficult, so be sensitive to your team’s emotions. Break the news in a transparent and compassionate manner. Explain the reasons for the employee’s departure, if possible, and highlight any positive aspects surrounding the situation. This approach will help your team members feel more prepared for the exit and minimize any potential disruptions.
  • To create an open platform for discussion, encourage employees to share their thoughts and feelings about their colleague’s departure. Acknowledging the sadness of the situation can provide emotional support, and giving people the opportunity to express their farewells can help maintain a positive work environment. You could also decide to host a farewell party or gathering, allowing team members to celebrate the contributions of their departing colleague.
  • Keeping everyone in the loop regarding the transition plan is another key aspect of maintaining workplace morale. Outline the new responsibilities and arrangements for the team members, providing them with clear expectations for moving forward. Providing reassurance when it comes to filling the departing employee’s role can significantly reduce anxiety and uncertainty among the staff.
  • Lastly, communicating the positive steps your organization is taking to find a suitable replacement or adapt to the change can instill confidence in your team. For example, share details about how the recruitment process is going, any plans for promoting an existing team member, or implementing new policies and procedures to ensure a smooth workflow. By focusing on the future and offering support, you can foster a positive atmosphere in the face of employee departures.

Part 12Example of Maintaining Morale After Departure

When an employee leaves, it might affect the morale of the remaining team members. To maintain a positive atmosphere, be transparent about the reasons for the departure and assure everyone that their roles are still secure.

Hold a team meeting: Gather your team and share relevant information about the employee’s departure. Provide space for employees to express their feelings and ask questions. Emphasize that the company remains stable and that their contributions are highly valued.

For example, you might say:

“Hi team, as all of you may already know, Jamie has decided to move on to a new opportunity at a different company. We respect Jamie’s decision and wish them the best. If you have any concerns, feel free to express them during this meeting. We want to ensure that you’re comfortable with the transition and that you know how much we value you all.”

Offer support: Be proactive in providing assistance during the transition period. This can include redistributing tasks, allocating additional resources, and helping team members cope with the extra workload.

For instance, offer options like:

  • Offering temporary help to redistribute workload
  • Organizing a training session to ensure all team members are familiar with the departing employee’s tasks

Celebrate the departing employee: Organize a farewell party or a small gathering to give a proper send-off. This not only shows appreciation for the employee’s contributions but also fosters positive emotions among the remaining team members.

A simple yet heartfelt example would be:

“Let’s celebrate Jamie’s time at our company by organizing a farewell party next Friday. Please bring any memories, photos, or anecdotes you would like to share as we come together to appreciate and celebrate Jamie’s contributions.”

By following these steps, you can maintain morale among your team and ensure a smooth transition during the employee’s departure.