When an employee leaves an organization, the management needs to inform the rest of the team about it. An email is the most appropriate way to make the announcement. In this article, we will provide you with examples of employee departure announcement email samples and tips on how to write one.
Examples of Employee Departure Announcement Email Sample
Retirement Announcement
Dear Team,
With mixed emotions, I announce the retirement of our esteemed colleague, John Smith, effective November 30, 2021. John has been with us for over 20 years, and we will miss his invaluable contributions and cheerful personality.
On behalf of the management, I wish John a happy and healthy retirement. We will be organizing a farewell party in his honor, and more details will follow soon.
Sincerely,
Jane Doe
CEO
Resignation Announcement
Dear All,
It is with a heavy heart that I announce the resignation of our colleague, Sarah Johnson, effective December 15, 2021. Sarah has been an integral part of our team for the past five years, and we are sad to see her go.
We wish Sarah all the best in her future endeavors. In the meantime, we will be looking for a suitable replacement, and more details will follow soon.
Regards,
Mark Brown
HR Manager
Termination Announcement
Dear Team,
It is with regret that I inform you of the termination of our colleague, Jason Lee, effective immediately. Jason’s employment has been terminated due to gross misconduct, which violated our company’s code of conduct.
We have taken all necessary steps to ensure a smooth transition, and we are confident that we will continue to achieve our goals without any issues.
Best regards,
Michael Smith
Operations Manager
End of Contract Announcement
Dear All,
I regret to inform you that our colleague, David Brown, will be leaving us on December 31, 2021, as his contract comes to an end. David has been an integral part of our team for the past two years, and we are grateful for his contributions.
We wish David all the best in his future endeavors, and we will be looking for a suitable replacement for his position.
Best regards,
Lisa Clark
Project Manager
Medical Leave Announcement
Dear Team,
I am writing to inform you that our colleague, Emily White, will be taking a medical leave of absence starting December 1, 2021, due to health reasons. Emily has been with us for the past three years, and we wish her a speedy recovery.
During her absence, her responsibilities will be handled by her team members. We will keep you updated on her progress and return to work date.
Warm regards,
Stephen Brown
Department Head
Moving to Another Location Announcement
Dear All,
I am writing to inform you that our colleague, Tom Davis, will be moving to another location due to personal reasons, effective December 31, 2021. Tom has been with us for the past four years, and we will miss his contributions.
We wish Tom all the best in his new location, and we will be looking for a suitable replacement for his position. More details will follow soon.
Sincerely,
Chris Smith
Team Lead
Tips for Writing an Employee Departure Announcement Email Sample
Be Professional and Sensitive
While writing an employee departure announcement email sample, keep in mind that the email will be read by the entire team. Therefore, the email should be professional and sensitive, regardless of the reason for the employee’s departure.
Include All Relevant Information
The email should include all relevant information about the employee’s departure, including the reason (if appropriate), the effective date, and what the management is doing to ensure a smooth transition.
Keep it Brief and Concise
A departure announcement email should be brief and concise. Avoid providing too much information that is not relevant to the announcement. Keep the email to a maximum of two paragraphs.
Offer Best Wishes
Always provide best wishes to the departing employee for their future endeavors. This can help maintain a good relationship with the employee, and the rest of the team will appreciate the gesture.
Provide Contact Details
At the end of the email, provide contact details for the relevant person in case anyone has any questions or concerns.
Frequently Asked Questions (FAQ)
What should be the subject line of an employee departure announcement email?
The subject line of an employee departure announcement email should be straightforward and informative. It should include the employee’s name and the reason for their departure. For example, “John Smith’s Retirement Announcement” or “Sarah Johnson’s Resignation.”
What should be the tone of an employee departure announcement email?
The tone of an employee departure announcement email should be professional and sensitive. Avoid using overly emotional or negative language, regardless of the reason for the departure.
Should the email include details of the employee’s new job?
No, the email should not include details of the departing employee’s new job or future plans. This is a private matter, and it is up to the employee to share that information.
Can the email be sent to external stakeholders, such as clients or vendors?
If the departing employee had direct contact with external stakeholders, it may be appropriate to inform them of the employee’s departure. However, the email should be edited to exclude any sensitive information and should only be sent to relevant stakeholders.
Should the email include a farewell message from the departing employee?
If the departing employee wishes to include a farewell message, it can be added to the email. However, it is not necessary.
Should the email include details of the farewell party?
If the management is organizing a farewell party, the email can include details such as the date, time, and location of the party. However, it is not necessary to include this information.
Conclusion
Writing an employee departure announcement email sample can be challenging, but it is a necessary task. Follow our tips to ensure that the email is professional, informative, and sensitive. Use our examples as a guide and edit them as needed to suit your organization’s specific requirements.