As much as we would like to imagine a perfect world where employees would stay with a company for the rest of their working lives, the reality is that some will come and go. As such, writing an employee departure email becomes a necessity. The way that you choose to communicate this information will have an impact on the company, the team, and the departing employee. It’s important to handle the farewell email with care, thoughtfulness, and appreciation. Luckily, you don’t have to start from scratch. In this article, we’ll give you tips and examples on how to write a compassionate and professional employee departure email. So, get your pen and paper ready, and let’s get started!
The Perfect Employee Departure Email: A Step-by-Step Guide
Saying goodbye to a valued employee is never easy, but an employee departure email can make the process smoother and more professional. Here’s how to structure your email:
Opening Paragraph
Begin your employee departure email by thanking the departing employee for their contributions to the company. Be specific about their accomplishments and emphasize the positive impact they’ve had on the organization. This sets a positive tone for the rest of the email and acknowledges the employee’s contributions.
Announcement Paragraph
The next paragraph should announce the departure and include the last day of work. It should also specify the reason for the departure, whether it be for personal reasons, a career change, or another opportunity. Keep the tone professional and avoid unnecessary personal details. This information will be conveyed to the rest of the team, so it’s important to keep it concise and focused.
Thank You Paragraph
In the following paragraph, express your appreciation for the employee’s work and impact on the team and the organization as a whole. Focus on specific examples of their contributions and how they have advanced company goals and values. This serves as a final recognition of their important role in the company.
Transition Paragraph
Use the next paragraph to share plans for the transition period and ensure business continuity. Detail any next steps, such as redistribution of tasks, new hires or, if applicable, any plans for the departing employee’s replacement. This section should provide reassurance to the rest of the team and convey confidence in the future of the company.
Closing Paragraph
The final paragraph should express good wishes for the departing employee’s future endeavors. Offer any support or help that you can provide, and encourage the employee to keep in touch with the team. Close on a positive note that emphasizes the employee’s value to the company during their tenure and the continued respect of the team.
In conclusion, a well-structured employee departure email should follow a clear, concise format that acknowledges the employee’s contributions, announces the departure, expresses gratitude, ensures business continuity and provides a positive sendoff. By following this formula, you can make the transition process smoother and maintain positive relationships with the departing employee and the rest of the team.
Employee Departure Email Samples
Resignation due to Personal Reasons
Dear Team,
I am writing to let you know that [employee name] has submitted their resignation from the company. Unfortunately, [he/she] has decided to leave due to personal reasons and has requested that we respect [his/her] privacy regarding this matter. We will be sad to see [him/her] go as [he/she] has been a valuable member of our team and reliably fulfilled all assigned tasks during the time [he/she] had been with us.
We would like to wish [employee name] all the best for [his/her] future and thank [him/her] for [his/her] contribution to our company. We know that [he/she] will continue to succeed in whatever [he/she] chooses to do.
Sincerely,
[Your name]
Termination Due to Poor Performance or Misconduct
Dear Team,
I am writing to inform you that [employee name] is no longer employed at our organization. Unfortunately, [his/her] employment has been terminated due to [poor performance/misconduct], which was not able to be resolved even after [he/she] received a warning notice. The decision to terminate [his/her] employment was not taken lightly, but it was necessary to maintain the company’s operations and reputation.
We would like to assure our clients and stakeholders that this action was in the best interest of everyone concerned. We take this opportunity to remind our team members of our policies and procedures and the consequences of non-compliance.
Sincerely,
[Your name]
Retirement
Dear Team,
It is with mixed emotions that we announce the retirement of [employee name]. [He/She] has been an integral part of our organization for [number of years] and [his/her] contribution has been invaluable. We are sure [he/she] is looking forward to the opportunity to take time to do things [he/she] may not have had time for while employed.
We would like to take this opportunity to thank [employee name] for [his/her] hard work and dedication over [his/her] time with us. We wish [him/her] a long, happy, and healthy retirement.
Sincerely,
[Your name]
Resignation Due to Health Issues
Dear Team,
It is with a heavy heart that we inform you that [employee name] has submitted [his/her] resignation from the company due to health issues. [He/She] has been integral to our organization, and [he/she] will be missed greatly. We understand that [his/her] health is a priority, and we wish [him/her] a swift and full recovery.
During [his/her] time with us, [employee name] has been a valuable team member, and [his/her] work has been recognized and appreciated. We would like to thank [him/her] for [his/her] contribution to our company, and we wish [him/her] the best for the next phase of [his/her] life.
Sincerely,
[Your name]
Resignation Due to Relocation
Dear Team,
We regret to inform you that [employee name] has decided to resign from [his/her] position at our company due to relocation. [He/She] has been an instrumental team member and has played a significant role in the success of our organization. Though [his/her] departure is unfortunate, we understand that relocation is necessary, and we support [his/her] decision.
During [his/her] time with us, [employee name] has been a valuable team member, and [his/her] contribution has been appreciated. We wish [him/her] the best of luck in [his/her] future endeavors and hope that [he/she] will continue to grow and succeed in [his/her] new location.
Thank you for your understanding.
Sincerely,
[Your name]
Casual Employment Ended
Dear Team,
I am writing to inform you that the casual employment arrangement of [employee name] has come to an end. [He/She] has been employed on a project basis or for a specified period, which has not been renewed or extended.
We appreciate the effort [employee name] has put in during the time [he/she] was with us and wish [him/her] the best for [his/her] future endeavors. If the need arises in the future, we will be happy to consider [him/her] for further projects or employment opportunities and keep [him/her] on our records.
Thank you for your cooperation.
Sincerely,
[Your name]
Resignation Due to Career Advancement
Dear Team,
We are saddened to announce that [employee name] has submitted [his/her] resignation to pursue another career opportunity. [He/She] has played an important role in our organization, and [he/she] will be missed. We would like to thank [him/her] for [his/her] contributions to our company over [period of time].
While it is never easy to say goodbye to a valued member of our team, we wish [employee name] all the best in [his/her] new position. We are proud of [him/her] and wish [him/her] the best in [his/her] career advancement and personal growth.
Thank you for your cooperation.
Sincerely,
[Your name]
Tips for Writing an Employee Departure Email
Departures are never easy, especially when it comes to employees leaving a workplace. As an HR manager, it is essential to write a departure email that is informative, professional, and empathetic. Here are some tips to consider when writing an employee departure email:
- Start with a positive tone – Acknowledge the work and contribution of the departing employee, and express your gratitude for their time and efforts.
- Include the basic details – Mention the employee’s name, role, and the last day of work. Share any future plans, if possible.
- Be professional – Avoid negative implications and do not indulge in gossip. Keep the email formal and focus on the facts.
- Offer support – Ensure to give the contact details of HR for any queries and to connect the departing employee with their team members to stay in touch.
- Communicate with the team – It is vital to send a separate email to the team members of the departing employee, with similar information. This helps to ensure transparency and prevents rumors.
- Maintain confidentiality – In case the departing employee wishes to keep their reasons confidential, ensure that it is upheld. Be mindful of sensitive information and any data protection laws.
Writing an employee departure email requires empathy towards the departing employee and consideration of the impact on the team. Use these tips to craft a departure email that is clear, respectful, and professional.
FAQs on How to Write an Employee Departure Email
What is an employee departure email?
An employee departure email is a message sent to colleagues and stakeholders announcing the departure of an employee from an organization.
What should be included in an employee departure email?
An employee departure email should include the employee’s name, departure date, reason for leaving, a thank you message, and contact information (if applicable).
Who should write the employee departure email?
The employee who is leaving or the manager of the departing employee should write the email.
When should the employee departure email be sent?
The employee departure email should be sent at least 2 weeks before the employee’s last day of work.
Should the employee’s replacement be mentioned in the employee departure email?
It’s not necessary, but it can be mentioned if the replacement has been hired and will be starting soon.
Can the employee departure email be personalized to individual recipients?
Yes, the email can be personalized by adding a personal message or note to specific recipients.
Should the employee departure email be sent to everyone in the organization?
It depends on the size of the organization. If it’s a small company, the email can be sent to everyone. For larger organizations, it should be sent to the department or team that the employee was a part of.
Should the employee departure email be positive or negative?
The email should be positive and thanking the employee for their contributions, regardless of the reason for their departure.
Is it necessary to mention the reason for departure in the employee departure email?
No, it’s not necessary to include the reason for departure, unless the employee chooses to do so.
Should the employee departure email be sent individually or as a group email?
It’s better to send the email as a group email to avoid singling out the departing employee.
Happy Trails, My Friend!
Well, there you have it – the ultimate guide to crafting the perfect employee departure email. Hopefully, these tips and tricks will help you bid fond farewells to your departing colleagues, with grace and sincerity. Just remember to keep it short and sweet, and always express your gratitude for the employee’s hard work and dedication. And with that said, we’ll end things here. Thanks for reading, and be sure to come back soon for more practical advice and real-world solutions!