When an employee leaves your organization, it is important to communicate it properly to the remaining staff. This email should be professional, concise, and empathetic. In this article, you will find tips on how to write an effective email to staff about an employee leaving, as well as seven examples that you can edit as needed.
Example 1: Resignation
Dear [Staff Name],
I am writing to let you know that [Employee Name] has submitted [his/her] resignation and will be leaving our organization on [Last Day]. While we are sad to see [him/her] go, we appreciate [his/her] contributions to our team and wish [him/her] all the best in [his/her] future endeavors.
If you have any questions or concerns, please do not hesitate to reach out to me directly.
Best regards,
[Your Name]
Example 2: Retirement
Dear [Staff Name],
I am writing to announce that [Employee Name] will be retiring from our organization on [Last Day]. [His/Her] contributions to our team have been invaluable, and we will miss [him/her] greatly.
Please join me in thanking [him/her] for [his/her] hard work and dedication over the years. We wish [him/her] all the best in [his/her] next chapter.
Best regards,
[Your Name]
Example 3: Termination
Dear [Staff Name],
I am writing to inform you that [Employee Name] is no longer with our organization effective [Last Day]. While this decision was not an easy one, it was necessary for the well-being of our team and our organization as a whole.
We appreciate [his/her] contributions during [his/her] time with us and wish [him/her] all the best in [his/her] future endeavors.
If you have any questions or concerns, please do not hesitate to reach out to me directly.
Best regards,
[Your Name]
Example 4: End of Contract
Dear [Staff Name],
I am writing to inform you that [Employee Name]’s contract with our organization will be ending on [Last Day]. While we are sad to see [him/her] go, we appreciate [his/her] contributions during [his/her] time with us.
Please join me in thanking [him/her] for [his/her] hard work and dedication. We wish [him/her] all the best in [his/her] future endeavors.
Best regards,
[Your Name]
Example 5: Relocation
Dear [Staff Name],
I am writing to inform you that [Employee Name] will be relocating to [Location] and will no longer be able to continue [his/her] work with our organization. While we are sad to see [him/her] go, we understand that this is an exciting opportunity for [him/her].
Please join me in thanking [him/her] for [his/her] hard work and dedication. We wish [him/her] all the best in [his/her] future endeavors.
Best regards,
[Your Name]
Example 6: Promotion
Dear [Staff Name],
I am writing to let you know that [Employee Name] has been promoted to [New Position] and will be leaving our team. While we are sad to see [him/her] go, we are thrilled for [him/her] and this exciting new opportunity.
Please join me in congratulating [him/her] on [his/her] new role and thanking [him/her] for [his/her] hard work and dedication during [his/her] time with our organization. We wish [him/her] all the best in [his/her] new position.
Best regards,
[Your Name]
Example 7: Medical Leave
Dear [Staff Name],
I am writing to let you know that [Employee Name] will be taking a medical leave of absence from our organization. While we will miss [him/her] during [his/her] absence, we wish [him/her] all the best in [his/her] recovery.
If you have any questions or concerns, please do not hesitate to reach out to [his/her] supervisor or HR. We appreciate your understanding and support during this time.
Best regards,
[Your Name]
Email To Staff About Employee Leaving: Tips
When writing an email to staff about an employee leaving, keep the following tips in mind:
- Be professional and empathetic in your tone.
- Clearly state the reason for the employee’s departure.
- Express gratitude for the employee’s contributions to the organization.
- Offer support to the remaining staff during the transition.
- Provide any necessary information about the employee’s replacement or transition plan.
- Be available to answer any questions or concerns from staff.
FAQs
What should I include in an email to staff about an employee leaving?
When writing an email to staff about an employee leaving, be sure to include the reason for the employee’s departure, express gratitude for their contributions to the organization, and offer support to the remaining staff.
Should I mention the employee’s replacement in the email?
If the replacement has already been identified, it can be helpful to provide that information in the email. If not, it is okay to simply state that the search for a replacement is ongoing.
How can I address staff concerns about the employee’s departure?
Be available to answer any questions or concerns from staff, and offer support during the transition. You can also provide additional resources or information as needed.
Should I send the email to the entire organization?
In most cases, it is appropriate to send the email to the entire organization. However, if the employee worked in a specific department, it may be more appropriate to send the email only to that department.
Can the employee leaving send their own goodbye email?
If the employee wishes to send their own goodbye email, that is generally fine. However, it should be reviewed by HR or their supervisor to ensure that it is appropriate and professional.
Should I include information about the employee’s new job in the email?
It is generally not necessary to include information about the employee’s new job in the email. If staff members ask about it, you can provide that information on a case-by-case basis.
Conclusion
When an employee leaves your organization, it is important to communicate it properly to the remaining staff. By following the tips and using the examples provided in this article, you can craft a professional and empathetic email that will help ease the transition for your staff.