Employee turnover is a normal part of the business world. Some amount of preparation is necessary when an employee leaves a company, including announcing it to the rest of the staff. An employee departure announcement should be professional, concise, descriptive and include information about what the remaining employees can expect going forward. In this article, we discuss how to write an employee departure announcement and include an example to help you create your own.
What is an employee departure announcement?
An employee departure announcement is a formal business document that informs employees and clients that another employee is leaving the company. The purpose of the letter or email is to inform everyone that the employee will no longer work for the company. It might also include information about how to manage the employee’s responsibilities and communications after their leave date. The letter may include information like leave date, the reason for leaving and any information about a farewell event.
How to announce an employee’s departure
It is important to announce an employee’s departure in a professional manner. You can create an employee departure announcement with the following steps:
1. Address the office
You can begin your letter by addressing it to the appropriate party or department. Depending on the size of the organization, you might send the letter to the entire company or just to the employee’s department.
2. State the purpose of the letter
Begin the body of your letter by stating your purpose, which is that an employee is leaving the company.
3. Name the employee
Be sure to include the name of the employee in the letter so staff members know who is leaving.
4. List the leave date
It can also be useful to include an effective date. This is the employee’s last date of employment with the organization and gives coworkers time to prepare for their leave.
5. Include relevant details
You may or may not include details about the employee’s resignation. If the employee is leaving for a positive reason, like to continue their education or to further their career, then you might include that information in your letter. However, it is best to leave personal details out.
6. Offer information for next steps
The purpose of an employee departure letter is not just to notify the company of the employee’s departure, but to also provide them with information about what they can expect. This is a great time to notify the company that you will be hiring to fill the position or that you have already found a replacement. You might also include information about what employees should do with communications or job tasks that would normally go to the departing employee.
7. Include information about a farewell event
Some companies host a farewell event when an employee leaves the company. If your organization has decided to do this, include details about the time, date and location of the event.
8. Express gratitude
End the letter by thanking the departing employee for their time or contributions. You can express any appreciation for the employee’s work with the company and invite other employees to do the same.
###9. Sign the departure letter
Conclude your letter by signing it with your name and title.
Related: How to Write a Professional Email
Employee departure announcement template
There are many methods you can take when creating your employee departure announcement, but the template below is one example you can use:
Dear [Company Name] staff,
I am writing today to notify you that [Employee Name] is departing the company, effective [leave date]. [Employee Name] has decided to [reason for leaving]. As of [leave date], please direct all department questions to [Interim Employee] until we are able to secure a replacement.
Please join us on [date] at [time] in the office break room to offer our farewells to [Employee Name]. We are very appreciative for all the hard work that [Employee Name] has done for us over the last [length of employment], and they will be missed. They have played an integral role in the [name contribution] and they will be difficult to replace. I would personally like to wish [Employee Name] the best of success in all future endeavors.
Example employee departure announcement
Here is an example of an employee departure announcement using the template above:
Dear Dillian Manufacturing staff,
I am writing today to notify you that Andrea Dinton is departing the company, effective Sept. 28, 2019. Andrea has decided to further her education by attending school full-time. As of 9/28/2019, please direct all department questions to Daniel Rutger until we are able to secure a replacement.
Please join us on Sept. 26, 2019, at 4 p.m. in the office break room to offer our farewells to Andrea. We are very appreciative for all the hard work that Andrea has done for us over the past four years, and she will be missed. She has played an integral role in the development of our customer satisfaction department, and she will be difficult to replace. I would personally like to wish her the best of success in all future endeavors.
Vice President of Human Resources
Tips for creating an employee departure announcement
You can use the following tips when drafting your own employee departure announcement:
- Announce the departure in a timely manner. It is important to announce an employee’s departure as soon as possible. This gives employees time to prepare and to make plans to attend any farewell events.
- Avoid personal details. Always keep an employee departure announcement professional. Avoid details that are too personal or that the departing employee may not be comfortable sharing.
- Keep it positive. Regardless of the reason behind the resignation, it is usually a good idea to keep a departure announcement positive. Touch on the employee’s positive traits and professional achievements.
- Notify the department or direct reports ahead of time. An employee departure announcement should be a formal notice. It’s useful to notify the departing employee’s department or direct reports they are leaving before drafting the announcement.