How to Announce an Employee Is Leaving

When an employee is leaving your company, it is best to send an email to the rest of your staff informing them of the news.

• There are several commercial and social factors to consider when announcing staff departures.
• It’s recommended to send a quick but informative email to all of your employees informing them of the employee’s departure.
• The employee’s leave date, new workflow guidelines, and if you’re looking for a successor are some of the most crucial facts to mention in an employee parting email.
• This article is for HR professionals and new business owners who need to know how to disclose an employee’s departure from the company.

The seamless continuation of your business operations depends on you informing the rest of your team when one employee is departing. This is more than simply a pleasant gesture. In most cases, you should inform your personnel as soon as possible about the leaving, but only after the employee has informed those who need to know first. Continue reading to find out why it’s crucial to send an employee departure notification, how to do it, and which templates you should use to compose the statement.

Why an employee departure should be announced

There are a few reasons why it’s crucial to make an employee’s departure from the organization known. Coworkers of the leaving employee must first have enough time to say farewell. They must also understand how to manage the tasks of the departing employee until a successor is recruited. Finally, it’s critical to disclose an employee’s departure so that your team is aware of the precise day and time of the leave, the employee’s future steps, and whether a farewell celebration is planned.

How to announce an employee is leaving

Sending an email with all of the pertinent information is the most effective and expedient approach to tell your staff that an employee is departing. The sender’s name, the date of their departure, and the people who will take up their duties going forward should all be included in this email. You may avoid scheduling individual meetings with staff members to break the news or organizing a bigger group gathering that would ultimately drag everyone away from their work and put the departing employee on the spot by sending the announcement through email.

What should be included in an employee departure email?

You should include a few important information in an employee leaving email. To guarantee that you cover all the crucial details, take the following actions:

1. Direct the announcement appropriately.

If everyone on your team is aware of the departing employee, make the news in front of everyone. If not, just the employee’s department should get the notice. It is wasteful and disruptive to send the news to a department that never works with the individual.

2. Get to the point.

The announcement shouldn’t begin with a few flowery lines. Instead, make it very obvious right away that this news concerns a worker—whose name should be mentioned—who is departing the organization.

3. Include the departure date.

The employee will receive several inquiries concerning their departure date if you send an email stating that an employee is departing but don’t specify when they are leaving. Don’t place them in a bothersome circumstance. Instead, start the announcement by stating the employee’s leave date.

4. If appropriate, include the circumstances of the employee’s departure.

If your employee gives you permission, feel free to let them know what’s coming up for them. But you shouldn’t discuss it if the worker is being let go or fired.

5. Discuss the next steps.

Inform your team whether you are searching for a replacement for the departing employee or if one has already been hired. You should also talk about whether you’ll need to temporarily assign the employee’s regular chores to the other workers.

4. If appropriate, include the circumstances of the employee’s departure.

If your employee gives you permission, feel free to let them know what’s coming up for them. But you shouldn’t discuss it if the worker is being let go or fired.

5. Discuss the next steps.

Inform your team whether you are searching for a replacement for the departing employee or if one has already been hired. You should also talk about whether you’ll need to temporarily assign the employee’s regular chores to the other workers.

6. Invite your team to a farewell event, if applicable.

Include the time, date, and location of any goodbye events you’re organizing for the employee in your announcement email, whether it’s a simple lunch or a larger gathering.

7. Show your gratitude.

It’s crucial to express you thanks to the leaving employee for all that they’ve done for you and to encourage your coworkers to do the same because many employees feel undervalued. By expressing your thanks, you send a message to the other members of your team that you could be observing and admiring their work as well.

8. Sign off.

Add your name and title at the bottom to give your email on an employee’s leaving formal status. It’s a formality to include your official signature rather than simply your typed name.

Templates for an email announcing an employee is leaving

Here is a sample announcement that will assist you in getting started. Fill in the blanks around it to make it your own.

Dear team at [business name] [or department name if not addressed to the entire firm],

I’m writing to let you know that [name of employee] will be leaving the business on [departure date]. [Employee name] is leaving the company to [provide a brief explanation of their departure in no more than 10 words, if you have permission to do so; if not, leave this phrase blank].

After [employee name] departs, kindly address any correspondence to [interim contact name] instead of [him/her/them]. I will get in touch with you after we recruit a replacement for [employee name role]’s to let you know about our new communication guidelines [if you aren’t replacing the employee, leave out this phrase]. I’ll also get in touch with specific team members as necessary to talk about temporarily handling [employee name tasks]’s until we hire a replacement [if you’re not hiring a replacement, delete the words “temporarily” and “until we hire a replacement,” and also say that at this time we have no plans to hire a replacement.]

We welcome you to join us at [time] on [day] at [place] for a goodbye celebration [only if you’re holding one] before [employee name] departs. We hope you will use the goodbye celebration as an opportunity to convey our sincere gratitude for everything that [employee name] has contributed during [his/her/their] time here. I’d want to wish [employee name] the best of luck in your next endeavours on behalf of the whole firm. We’ll miss [his/her/their] [insert a few abilities and character attributes, such as scrupulousness, professionalism, or empathy], but we’re looking forward to [his/her/their] future moves.