Employee Leaving Announcement (With Steps and Example)

By Indeed Editorial Team

Updated September 29, 2022

Published November 15, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When an employee leaves a company, writing a brief message to all team members informing them of the departure is a common practice. Sharing news of the change in a timely manner lets you clarify the situation and helps your team adjust to the change. Learning how to make an effective employee leaving announcement allows you to express gratitude, plan the departure, and prepare for the future. In this article, we discuss reasons to make an announcement of departure, explain how to write one, show an example of an employee leaving announcement, and give tips for writing your own.

Reasons to make an announcement when an employee is leaving

Making an employee leaving announcement allows you to be proactive, show appreciation and demonstrate to your team that you can quickly adjust to changes. When a colleague declares they plan to leave your team, it can come as a surprise. Announcing their departure in a timely manner lets you show your co-workers that you want to keep them informed. You can prevent any misunderstandings about the reasons for the change and clarify that you plan to prevent any disruptions in your schedule.

An employee leaving email is also an excellent time to acknowledge the contributions that the departing employee made to your team. By expressing your gratitude, you can establish a connection that might be valuable in the future. You typically send these emails to everyone in the office, so by being appreciative, you can show everyone that their efforts are noticed and boost morale.

Related: 13 Signs To Help You Decide When To Quit Your Job

How to make an employee departure announcement

You can usually write an employee leaving notice as a brief email. Outline the facts of the situation, give team members useful information about the date of departure and express gratitude. You can adapt the message according to the nature of the departure and the culture of your organization. Here are the steps to take to write an employee leaving email:

1. Gather information

Before you write a leaving announcement, make sure that you have all the information about the situation. The more details you can include in your departure email, the more useful it can be. Make sure you know the date of the departing employee's final day of work. You could also note their reason for departure or their future plans. Find out what projects they were involved in and determine what tasks can be re-assigned. Refer to older departure messages sent within your company to ensure yours meets the same standards.

Related: How To Calculate Employee Rate of Turnover (With Examples)

2. Speak to your departing colleague

Try to speak to your departing team member before you write your leaving announcement. You can confirm the information you have gathered about their departure and make further plans for their last weeks of work. Ensure that they are comfortable sharing the information that you wish to include in the email. In some organizations, employees write their own departure messages as a way of saying goodbye. You can decide together what works for your team. By ensuring that your departing colleague has a say in the process, you can demonstrate leadership and expand your professional network.

Related: How to Write a Resignation Letter (With Samples and Tips)

3. Determine the recipients

Decide which members of your organization can receive the notice of departure. Large companies might choose to share departure emails within a single department. At smaller companies, everyone who works there might get one. Sometimes you can choose to inform the clients of a departing employee of the change. Try to include everyone who might be interested or affected by the move. This ensures that no one is surprised or feels left out. A departure email is also an opportunity to display the strength of your organization's culture.

Related: What Is an Employee Offboarding Checklist? (With Components)

4. Compose your announcement

When it is time to write a departure email, try to be clear and include all the relevant information. Begin by addressing the office or the team you are writing to. Announce the name of the departing employee and the date of their departure. You can also explain their reason for leaving if it is appropriate. Express gratitude for their contributions, and wish them well in the future. If you plan to hold a farewell event for your departing colleague, give the time and date of the event.

You can also add information about the next steps your team plans to take or details about a new employee joining the team to a leaving announcement. This can demonstrate leadership and signal that you are ready to move forward with no interruptions. If you want to convey this kind of attitude to your team, you can include these details in a departure email. Alternatively, you can send this information in another message to allow the focus to remain on honouring the outgoing team member.

Related: How To Write a Professional Email

5. Follow up

After you send a leaving announcement, stay aware of any responses you may receive. Your departing colleague might want to thank you for your words and offer to stay in touch. The remaining team members can ask you to clarify any aspects of the change or their new responsibilities. Staying involved in the process shows your words were sincere and you are serious about moving forward in a positive way. Use a departure email to open up communication and convey how you value your colleagues.

Related: 11 Tasks To Complete on Your Last Day at Work (With Tips)

Example of an employee leaving message

Here is an example of what an employee leaving announcement could look like. You can use it as a template to help you write your own message:

Dear Staff,

I am writing to inform you that Greg will be departing the company, effective November 12, 2021. He plans to return to school full-time this winter to continue his engineering studies. Though we are saddened to lose one of our top performers, we are impressed to see his continued dedication to furthering his education.

Greg has been a loyal employee for over three years. He is well known among our clients for his friendly manner and willingness to find a solution that works for everyone. The lively attitude and sense of humour that he brought to the office every day will be missed. There will be a small farewell gathering in the break room at 4 p.m. on November 12. All of you who worked with Greg are welcome to come and say goodbye.

We are working on adding a new employee to the sales team to fill the opening left by this departure, but as of now, that is still in process. Greg's client list will be divided among the remaining sales staff. I will send out more detailed information on this process tomorrow. If you have any questions, please don't hesitate to get in touch with me. I trust that you all will continue serving our clients with the dedication that we are known for.

Greg, thank you for everything that you've done for our company. It has been an honour to work with you. We wish you the best of luck in the future.

Kind regards,
Jon Hammond
Sales Manager

Tips for writing a leaving announcement

Here are some tips to help make an employee departure notice more effective:

Send out the announcement quickly

By sending out an announcement of an employee's departure early, you ensure that everyone in an organization is aware of the situation and does not feel surprised. You can settle any issues that arise from the departure promptly and change task assignments in an orderly manner. Team members get a chance to say their own goodbyes to the departing colleague, and they can appreciate that you made an effort to keep them informed. Acting quickly displays leadership and communication skills and conveys an appreciation for your colleagues' contributions.

Be positive

Make the tone of your leaving announcement upbeat and forward-looking. Sometimes these announcements are made under difficult circumstances. When colleagues leave a team, it can make those left behind feel uncertain about the future. By incorporating positivity and gratitude into a departure email, you can take control of the narrative and make everyone more comfortable. Acknowledging the achievements of a departing colleague can show the entire organization that their hard work is noted and appreciated. Giving everyone clear instructions about the future demonstrates adaptability and shows you possess a forward-thinking mindset.

Related: How To Create and Maintain a Positive Working Environment

Your words of gratitude can have a significant impact on your departing colleague. It is easy to forget to express appreciation when we work with someone every day, and a departure message can be an excellent opportunity. Your kind words might encourage them to return to your organization one day or cause them to speak highly of your company to a friend. Keep the benefits of positivity in mind when you write a leaving announcement.

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