Employee Resignation Announcement to Staff: Best Practices

​ An employee resignation announcement to staff must be handled with care to maintain team morale and business continuity. 

Communicating this news effectively can prevent disruptions and reduce uncertainty among staff. 

A poorly managed announcement can lead to confusion and even anxiety within the team. By carefully crafting your message, you ensure that the departing employee feels valued, while the remaining staff understands the transition. Our guide outlines employee leaving announcement examples and best practices to follow, ensuring a smooth process for announcing employee resignations and minimizing any negative impact on the team.

Key Takeaways ​ 

• Ensure a smooth transition by handling employee departure announcements with care.
• Clear, thoughtful communication helps manage expectations and maintains team morale.
• Follow key steps to prevent confusion and keep operations running smoothly.
• Choose the right communication channel, provide essential details, and acknowledge contributions.
• Use our provided templates to address various resignation scenarios professionally.

What Is An Employee Resignation Announcement?

​An employee resignation announcement is a communication that informs your team about a colleague's upcoming exit from the company. This type of message serves as an important tool in keeping your workforce informed and maintaining transparency within your organization. It's more than just a formality; it's an opportunity to acknowledge the contributions of the departing employee and to extend best wishes for their future endeavors.

Why you should announce an employee's resignation

​When an employee leaves their position, it can have a ripple effect on their team, the department's workflow, and the overall operations of your company. A well-considered announcement, backed by clear communication, can significantly ease this transition. It sets expectations and provides clarity, preventing confusion, anxiety, and concerns about job security among remaining employees. 

Also team members often appreciate the opportunity to bid farewell to their departing colleagues. In cases where the employee has been with the company for a significant time, organizing a farewell event can be a meaningful gesture that honours their contributions.

The importance of a proper employee leaving announcement

 A well-crafted employee departure announcement is more than just a formality. It's a heartfelt expression of best wishes and a reflection of the organization's dedication to recognizing and valuing its team members. Such an announcement reinforces that employees are not just assets, but individuals with unique goals and aspirations. This personal touch can foster a positive and supportive work environment, making everyone feel more empathetic and appreciative.

How to Decide if an Employee Resignation Announcement is Necessary

Deciding whether an employee resignation announcement is necessary involves considering several factors, including the employee's role, the company's culture, and the potential impact on internal and external stakeholders.

First, consider the role and impact of the employee within the organization. If the employee holds a senior or critical position, such as an executive, manager, or specialist, their departure could significantly affect the organization. In such cases, an announcement is essential to manage the transition and clarify the next steps. Additionally, if the employee works closely with a team or manages others, an announcement helps prevent confusion and ensures continuity.

• Senior or critical roles
• Team dependencies

Company culture also plays a significant role in deciding whether to announce a resignation. If your organization values transparency, making such announcements can foster employee trust and openness. In smaller companies with more closely connected employees, informing everyone about a resignation can maintain morale and address concerns.

• Transparent company culture
• Size of the company

External stakeholders are another critical consideration. If the departing employee has significant client relationships or interacts regularly with vendors or partners, it might be necessary to inform these parties to ensure a smooth transition and maintain trust.

• Client relationships
• Vendor/partner interactions

Legal and HR considerations should be considered. In cases where the employee is subject to non-compete clauses or confidentiality agreements, the announcement must be carefully worded. Additionally, if a replacement is already in place or the recruitment process is underway, the announcement can also introduce the new hire, helping to ease the transition.

• Non-compete/confidentiality agreements
• Replacement planning

The employee's preferences are also necessary. The circumstances of the resignation—whether voluntary or involuntary—can influence how the announcement is made. If the departure is amicable, a positive announcement might be appropriate. Conversely, more discreet communication may be better if the situation is more complex. It's also respectful to consider the departing employee's wishes regarding communicating their departure.

• Voluntary or involuntary resignation
• Employee'sEmployee's wishes

Timing is crucial when making the announcement. Announcing too early or too late can cause disruptions. Typically, announcements are made when the employee is nearing their final weeks or when a transition plan is in place.

• Timing of the announcement
• Notice period

Lastly, consider your internal communication strategy. The method of an announcement should align with the company's communication norms, whether it's via email, at a meeting, or another format. Consistency in making such announcements helps avoid confusion and sets clear expectations.

• Method of communication
• Consistency with company norms

If the employee resignation announcement is generally necessary, departure impacts more than just their immediate team, or if their role is significant to the business, a resignation announcement will make a smooth transition, manage the impact, and keep the organization informed and cohesive.

How to Announce an Employee Is Leaving: Key Steps ​

​ Announcing an employee's departure can be straightforward when following key steps to ensure clarity and professionalism.

Choose the Appropriate Communication Channel

The first step in announcing an employee's departure is selecting the right communication channel. 

The best choice depends on the company's size, culture, and the reason for the departure. 

For smaller teams, a verbal announcement during a team meeting or via a group chat may suffice. However, in larger organizations or for more formal exits, it's often better to use email or a company newsfeed to reach everyone effectively.

For sensitive situations, such as layoffs or terminations due to misconduct, a more private and formal approach is required. Sending an individual email or conducting a one-on-one conversation before a public announcement helps maintain professionalism and respects the privacy of the departing employee. In cases like retirements or voluntary resignations, an informal group message or meeting can provide a more relaxed tone, while still ensuring that all relevant team members are informed.

In any case, written communication—whether in an email or internal update—is always recommended to avoid miscommunication. It allows staff to digest the news individually and refer back to the announcement as needed. Using software tools like team chats or news feeds can streamline the process, especially for remote teams or those spread across multiple locations.

Pick the Right Audience

​Not everyone in the organization needs to be informed about every employee departure. 

The size of the company and the employee's role determine who should be notified. For instance, in larger companies, it's common to only inform the employee's immediate team and relevant departments. In smaller organizations, where team members often work closely together, a company-wide announcement may be appropriate.

It's also essential to consider whether some individuals need to be informed privately before a general announcement is made. Direct reports or key colleagues may require an earlier notification to prevent surprise or disruption. Once the audience is determined, craft the message accordingly, addressing the relevant team directly to ensure clarity and relevance.

Provide Important Details About the Departure

When announcing an employee's departure, ensure you include key details to prevent confusion and speculation.

• Who is Leaving: Clearly state the full name of the employee who is leaving, ensuring there's no ambiguity about the individual being referenced.
• Why They're Leaving: Providing context about an employee's departure can help maintain transparency and ease any concerns within the team. For voluntary resignations, it's often appropriate to mention the reason, such as the employee pursuing a new job or continuing their education. This allows the team to understand the situation without divulging excessive personal information. When handling sensitive cases, like layoffs or health-related resignations, it's essential to approach the announcement with care and respect. Avoid sharing unnecessary details unless the departing employee has given explicit consent. Maintaining a balance between transparency and privacy ensures that the employee is treated with dignity, and the rest of the team feels informed and supported during the transition.
• Their Leave Date: Clearly communicate the employee's final working day to ensure the team has enough time to adjust. This allows colleagues and managers to prepare for any necessary transitions or handovers. If relevant, include whether the employee will be using any remaining vacation days before their official departure. Providing this information upfront helps everyone plan accordingly and ensures a smoother transition during the employee's exit.

Manage Expectations

 Managing team expectations is critical in ensuring a smooth transition after an employee leaves.

• The Short and Long-Term Plan for the Role - When an employee leaves, it's important to outline both the short and long-term plans for their role to ensure smooth operations. Let the team know if the position will be filled immediately or if interim measures will be in place until a replacement is found. Temporary solutions, such as redistributing key responsibilities among team members or bringing in temporary staff, can help alleviate workload concerns. Clearly communicate who will be handling critical tasks during this period to prevent confusion and maintain productivity. Additionally, address any long-term plans, such as starting the hiring process or restructuring the role. Transparency about the timeline and approach reassures the team, helping them understand that the company is actively managing the transition. This way, employees remain focused on their tasks while feeling confident that their workload will be handled effectively.
• Information Regarding a Handover - Reassure the team by outlining a clear handover plan for the departing employee's responsibilities. Specify who will be taking over key tasks, ensuring that there's a seamless transition. By communicating these details, you demonstrate that the company is prepared for the departure and that essential duties will be handled efficiently. This approach minimizes disruptions and gives the team confidence that operations will continue smoothly, even during the transition period.
• Any Changes to the Reporting Structure - If a manager or key leader is leaving, inform the team about any temporary or permanent changes to reporting structures to avoid confusion about who they should report to going forward.
• Include Information About Any Planned Farewell Event - If the company plans to organize a farewell event, it's important to include those details in the departure announcement. Whether it's an in-person gathering or a virtual send-off, let the team know the date, time, and location. Farewell events provide an opportunity for the team to celebrate the departing employee's contributions in a positive and supportive environment. If it's a virtual event, include the meeting link and instructions to join. These events help to maintain morale and demonstrate the company's appreciation for the departing employee, even as they move on.
• Show Gratitude and Wish Them the Best - Always express gratitude for the employee's contributions during their time with the company. Highlight their achievements, and let the team know how the individual has positively impacted the workplace. It's important to leave on good terms and show that the organization values its employees, even when they are moving on. Wishing them success in their future endeavors fosters goodwill and leaves the door open for potential collaboration in the future. A simple message like "Join us in wishing [Name] the best in their next chapter" is both positive and respectful.
• Sign Off and Provide Contact Details for Additional Questions - To wrap up the announcement, sign off with your full name and job title, ensuring the message appears professional. It's also helpful to provide contact details in case any team members have additional questions or need clarification about the transition. This could be your email address, phone number, or the contact details of the HR department. Including this information reassures employees that support is available and that any concerns will be addressed promptly. Clear communication during a departure helps maintain a positive work environment and reduces uncertainty among the remaining staff.

Sample Templates ​

Crafting the right message for an employee's departure can vary depending on the circumstances. Whether it's a layoff, voluntary resignation, or retirement, the tone and details should be adjusted accordingly. Below are sample templates for different situations that can help you communicate these announcements effectively, ensuring professionalism and clarity.  

Here are some staff announcement of employee leaving company email sample that you can use. 

Formal Template Announcing a Departure Due to Being Laid Off ​

Dear [Team/Department],

I am writing to inform you that [Employee Name] will be leaving the company as a result of recent restructuring.

Their last day with us will be [Date]. This decision was not made lightly, but it has become necessary due to shifts in our business operations. Over the coming weeks, we will be redistributing [Employee Name]'s responsibilities among the team to ensure a smooth transition and to maintain business continuity. We deeply value the contributions [Employee Name] has made during their time with us, and we are grateful for their hard work and dedication.

Please join me in thanking them for their service and wishing them all the best in their future endeavors. If you have any questions about this transition or the impact on your role, do not hesitate to reach out.

Sincerely,

[Your Name]

[Your Job Title]

Formal Template Announcing a Departure for an External Job ​

Dear [Team/Department],

I am writing to inform you that [Employee Name] has decided to pursue an exciting new opportunity outside of [Company Name].

Their last working day with us will be [Date]. While we are sad to see them go, we are incredibly grateful for the significant contributions they have made during their time here, including [highlight key achievements]. Their work has had a lasting impact on our team and the projects they led.

In the coming weeks, we will begin the process of hiring a replacement for their role. During this transition period, [Temporary Replacement] will take over [Employee Name]'s key responsibilities to ensure continuity in our operations. Please be assured that we are working diligently to make this transition as seamless as possible.

We will also be organizing a farewell gathering on [Date] to celebrate [Employee Name]'s time with us and wish them well in their new role. We hope you can join us for this occasion. If you have any questions about the transition, feel free to reach out.

Kind regards,

[Your Name]

[Your Job Title]

Formal Template Announcing a Sensitive Departure Due to Gross Misconduct ​ 

Dear [Team/Department],

I regret to inform you that [Employee Name] is no longer with the company, effective immediately.

This decision was made following a serious violation of our company's code of conduct. While these situations are difficult for everyone, it is critical to maintain the values, integrity, and standards that define our workplace. Our priority is to ensure a safe, respectful, and professional environment for all employees, and we have taken every necessary step to address the situation accordingly.

We understand that this news may come as a surprise and may raise questions or concerns. Please be assured that we are handling the situation with the utmost care and confidentiality to protect the privacy of all parties involved. Moving forward, we will work to redistribute [Employee Name]'s responsibilities to ensure a seamless transition and minimize any disruptions to our operations.

If you have any questions or need support during this time, please feel free to reach out to me or the HR department. We are here to support you and answer any concerns.

Sincerely,

[Your Name]

[Your Job Title]

Informal Template Announcing a Retirement ​ 

Dear [Team/Department],

After [X] wonderful years with [Company Name], I'm writing to share the news that [Employee Name] will be retiring at the end of [Month].

[Employee Name] has been a vital part of our team, and their contributions, including [mention key contributions], have greatly shaped our success. Their presence will be deeply missed by all of us.

To honor [Employee Name] and celebrate their well-deserved retirement, we are organizing a farewell event on [Date] at [Time] at [Location]. This will be a great opportunity for us to express our heartfelt gratitude for their hard work and dedication over the years. We hope you can join us in making this a memorable occasion.

In the coming weeks, we will also be sharing more details about the plans for filling [Employee Name]'s position. Rest assured, we are working to ensure a smooth transition and continued success for the team.

Thank you for joining us in celebrating [Employee Name]'s remarkable career and wishing them all the best in their retirement.

Best,

[Your Name]

[Your Job Title]

What Not to Do When Announcing Employee Departures ​ 

When communicating an employee's departure, there are several things to avoid to ensure the message is professional and respectful.

• First, avoid being vague—clear communication prevents confusion and speculation.
• It's also important not to overshare personal details about the employee's departure, especially when it involves sensitive matters like illness or personal issues.
• Refrain from speaking negatively, even if the departure is due to performance issues or misconduct.
• Stay neutral and professional in your messaging. Additionally, avoid spreading rumors or speculating about the circumstances surrounding the departure.
• Lastly, don't delay communication—inform the relevant parties as soon as possible to avoid gossip or unnecessary stress among the team.

Make sure to update any internal systems or directories to reflect the change promptly. By avoiding these common pitfalls, you can ensure that the departure is handled smoothly and with respect for all involved.

Handle Employee Departures With Ease With the #1 Employee Management App

Using AgilityPortal, the leading employee management app, streamlines the process of announcing employee departures. Whether you're informing the entire team or a select few, AgilityPortal helps ensure smooth communication and efficient task reassignment, reducing disruption and maintaining team morale.

Announce Employee Departures With Your Entire Team at Once ​ 

AgilityPortal allows you to quickly inform the entire company about an employee's departure. You can craft a clear message and post it to the company's newsfeed, accessible by all employees on their mobile devices or desktops. This feature ensures that everyone is on the same page and minimizes the risk of gossip or miscommunication. 

Employees can interact with the announcement using likes or comments, creating an open and supportive environment. With AgilityPortal, you can even track who has read the announcement, making sure the news reaches everyone, regardless of their location or work schedule.

Send an Employee Departure to Select Team Members ​ 

For more sensitive exits, such as layoffs or terminations due to misconduct, AgilityPortal's private messaging feature allows you to share departure details only with the relevant team members. You can create a group chat or send messages individually, ensuring that sensitive information is handled discreetly. 

This method ensures that only the necessary staff members are informed, maintaining confidentiality and professionalism. 

You can also use this feature to notify managers or key personnel before a broader announcement, preparing them to manage their team's response to the news. AgilityPortal's communication tools give you the flexibility to control how and when departures are announced.  

Update Task Assignments ​ 

AgilityPortal's task management feature simplifies the process of reallocating tasks once an employee leaves. With just a few clicks, you can reassign the departing employee's tasks to other team members, ensuring there's no interruption in workflow. Notifications are automatically sent to the new task owners, along with any relevant details or deadlines. 

You can attach files, checklists, or other resources to help the team handle the transition seamlessly. AgilityPortal's task management tools ensure that no responsibilities are overlooked and that the team can continue working efficiently, even during times of transition.

Get Insightful Feedback From Your Team About the Employee Departure Process​

AgilityPortal makes it easy to gather feedback from your team about how the employee departure was handled. 

With its customizable survey feature, you can create questions to assess the impact of the departure on morale and workflow. For example, you might ask, "How clear was the communication regarding the departure?" or "Did you feel adequately prepared for the transition?" These surveys allow you to gauge how well the process was managed and identify areas for improvement. 

AgilityPortal's reporting tools help you analyze responses, enabling you to refine your employee departure protocols for the future. Collecting feedback ensures that the company can continuously improve how it handles staff changes and fosters an open, communicative work culture.

Frequently Asked Questions

​When an employee decides to resign, the organization must handle the situation with care and professionalism. One crucial aspect of this process is communicating the resignation to the rest of the staff promptly and appropriately. This ensures transparency and helps maintain morale and continuity within the team.

1. Why is it important to announce an employee's resignation to the staff?​ 

Announcing an employee's resignation is crucial for maintaining transparency and trust within the organization. It ensures that all staff members are informed simultaneously, preventing the spread of rumors or misinformation. Additionally, it allows the company to publicly acknowledge the departing employee's contributions and helps in managing the transition of responsibilities smoothly. Take a look at some of the Employee leaving announcement examples above to get started. 

2. When should the resignation announcement be made?​ 

 The announcement should be made as soon as possible after the resignation has been formally accepted and any necessary internal discussions have taken place. Timing is key to ensure that employees hear the news directly from the management rather than through the grapevine. Ideally, the announcement should be made within a few days of the resignation being finalized.

3. What information should be included in the resignation announcement?​ 

The announcement should include the following key details:

• The employee's name and position.
• The effective date of their departure.
• A brief acknowledgment of their contributions to the company.
• Any relevant information about the transition plan or interim arrangements.
• An invitation for staff to wish the departing employee well.

It's also important to be respectful and professional, ensuring that no sensitive or personal information is shared.

4. How should the resignation announcement be delivered?

The mode of communication should align with your company's culture. Common methods include:

• Email: A direct and efficient way to inform all employees simultaneously.
• Company Meetings: Ideal for smaller teams or if the employee held a key position.
• AgilityPortal: If your company uses an internal communication platform like AgilityPortal, this can be an excellent medium to share the announcement, ensuring that everyone is informed in a consistent manner.

5. What should employees do after the resignation announcement?

Employees should continue their work as usual and follow any instructions related to the transition. If they have any questions or concerns, they should feel comfortable approaching their manager or HR for clarification. Encouraging staff to reach out and support each other during the transition period can help maintain morale and productivity.

6. Should the departing employee be involved in the announcement?​ 

In some cases, it may be appropriate for the departing employee to contribute to or co-author the announcement, particularly if they held a senior position. This can add a personal touch and provide an opportunity for them to express their gratitude or share parting words with their colleagues.

7. How can AgilityPortal facilitate the resignation process?​ 

AgilityPortal can be an invaluable tool during the resignation process by:

• Providing a centralized platform for announcements, ensuring that all employees receive the information simultaneously.
• Offering a space for employees to share their well-wishes or memories with the departing employee.
• Helping with the transition by organizing tasks and responsibilities, making the handover process smoother.

By leveraging AgilityPortal, companies can manage resignations more effectively, ensuring clear communication and a seamless transition for all involved.

Elevate Your Employee Resignation with AgilityPortal's

Announcing an employee's departure via email is a vital component of your internal communications strategy. It plays a significant role in nurturing a positive company culture and strengthening relationships among your employees. Moreover, it demonstrates a commitment to employee engagement by showing your current staff that you respect and value their contributions.

While it may be tempting to prioritize onboarding over offboarding, effective internal communicators understand the importance of both processes.

You can streamline the creation of impactful internal emails using AgilityPortal's employee communications app. By giving proper attention to announcements about employees leaving, you can positively influence employee morale and see measurable improvements in engagement after a departure.

Interested in experiencing AgilityPortal firsthand? 

Book a free demo to get started with our email template builder, and begin crafting unique internal emails tailored to your organization.

Conclusion

​ Handling employee departures effectively is crucial to maintaining team morale and ensuring a smooth transition. 

Whether the departure is voluntary or due to unforeseen circumstances, the way it's communicated can have a significant impact on the remaining employees. 

By following best practices, such as selecting the appropriate communication channels, providing clear details, and acknowledging the departing employee's contributions, you can reduce confusion and foster a supportive work environment. Additionally, tools like AgilityPortal simplify the process, allowing you to streamline announcements, reassign tasks, and gather feedback, all while keeping your team informed and engaged. 

No matter the reason for the departure, thoughtful communication can help ensure the continued success of your team and create an atmosphere of professionalism and respect within your organization.