When an employee leaves a team, it's important to inform their colleagues. Sometimes the announcement can be limited to the individual's immediate team members, though in some cases it makes sense to let everyone in the company know. Consider the specifics of each situation when deciding how to best announce that someone is leaving the company.
Employee Resignation Announcement
When an employee resigns his or her position, it's often best to notify the individual's immediate peer team first. This can be done via email or as an in-person announcement by the manager during a meeting, (if there happens to already be one scheduled at just the right time). This isn't a situation that would require a special meeting. Keep the message simple and sincere. It should be shared by the employee's supervisor or department head.
- Email text: Team, I'm reaching out to let you know that [Insert Employee First and Last Name] has decided to leave the company. We certainly appreciate everything [insert First Name] has done as a member of our team. Please join me in wishing them best wishes for continued success in their future endeavors. Their last day with us is expected to be [insert date].
- Meeting announcement: Before we move into our agenda, I have an announcement to make. [Insert Employee First and Last Name] has decided to leave the company. While we're all together, let's thank [insert First Name] for their contributions to the team. [Pause for comments and/or applause]. The plan is for [insert First Name] to be with us through [insert date], which will be their last day.
Manager Resignation Announcement
When a manager resigns, it's important to notify their immediate team first. Ideally, the manager who is leaving will tell their direct reports, then a higher-up will send out an email to let the rest of the employees know. For the direct report notifications, the manager may call a special meeting or send an email.
- Direct report meeting: I've called the team together today to share some news. I wanted to be the one to let you know that I have decided to leave the company. I am confident that this team will continue to do great work with the next manager, who will be selected soon [or specify full name if someone has been hired or promoted]. I'll be here through [insert date] to ensure a smooth transition. Thank you so much for your hard work; it has been a privilege to work with you. Are there any questions you'd like to ask?
- Direct report email: Team, I'm reaching out to let you know that I have decided to leave [insert company name]. It has been a great pleasure to work with each of you and to lead this team. A companywide announcement will be sent later today, but I wanted to make sure that you received this news directly from me. I will be with the team through [insert date]. I'll be working with you and the leadership team to ensure a smooth transition. If I can answer any questions, please let me know.
Involuntary Employee Departure Announcement
If an employee is terminated, their immediate team needs to be notified right away, either via email or a quick face-to-face meeting. Depending on their role, this may be sufficient. For employees who were part of the leadership or executive team, it may be best to send a companywide message. This type of message should be direct and to the point. It should not specify that the person was fired or include any details.
- Impromptu meeting: I've brought you together to let you know that [Insert First and Last Name] is no longer an employee of [insert Company Name]. This change is effective immediately. Specifics about how our team's workload will be impacted while we work to hire a new team member will be discussed as soon as possible. If you are in the process of working on a project or with a team that they were on, please reach out to me after this meeting to let me know if you need any assistance or guidance on how to move forward at this time. Otherwise, watch your email for additional information or a meeting notification. Thank you for your attention.
- Email notification: Team, The purpose of this email is to let you know that there has been a staffing change. Effective immediately, [Insert First and Last Name] is no longer an employee of [insert Company Name]. If their departure directly impacts your ability to move forward with any projects you are currently working on, please reach out to me or to your immediate supervisor to discuss how to best proceed.
Saying Farewell to Soon-to-Be Former Co-Workers
Once employees are notified that a co-worker has voluntarily resigned and will be working out a notice, chances are that the team members who are staying will want to do something to mark that person's departure. They may want to host a going-away gathering at the office or at an off-site location. Or, they simply may want to bid their co-worker farewell in a team meeting. Either way, these sample farewell messages for someone leaving a workplace can help them figure out what to say.
