When a team member moves on, the announcement you send is more than just an update—it sets the tone for the entire transition.
Using a template removes the guesswork, helping you craft a message that is clear, considerate, and composed. We’ve put together five distinct templates to help you navigate any departure scenario effectively.
<template>
Subject: An Update on [Departing Employee's Name]
This email is to inform you that [Departing Employee's Name] has resigned from their position as [Job Title]. Their last day with us will be [Last Day of Employment].
We thank [Departing Employee's Name] for their contributions during their time at [Company Name], particularly their work on [mention a specific project or accomplishment]. We wish them all the best in their next chapter.
To ensure a seamless transition, [Interim Person's Name] will be taking over their responsibilities. For any matters related to [area of responsibility], please direct your questions to them moving forward.
Best,
[Your Name]
[Your Position]
</template>
<template>
Subject: Celebrating [Retiring Employee's Name]'s Retirement
I’m writing to share the news that [Retiring Employee's Name] will be retiring from their role as [Job Title]. Their last day with us will be [Last Day of Employment].
[Retiring Employee's Name] has been a valued member of our team for [Number of Years] years, and their dedication has been instrumental in [mention a key contribution or area of impact]. We are incredibly grateful for their hard work and commitment throughout their career at [Company Name].
To ensure a smooth transition, [Interim Person's Name] will be taking over their responsibilities. Please direct all future inquiries regarding [area of responsibility] to them.
Please join me in congratulating [Retiring Employee's Name] on their remarkable career and wishing them a wonderful retirement.
Best regards,
[Your Name]
[Your Position]
</template>
<template>
Subject: Farewell and Best Wishes to [Departing Employee's Name]
I’m writing to share that [Departing Employee's Name] will be leaving their position as [Job Title], with their last day being [Last Day of Employment].
We want to thank [Departing Employee's Name] for their dedication and the significant impact they've had, especially their work on [mention a specific project or team achievement]. Their contributions have been greatly appreciated, and they will be missed.
We are hosting a farewell gathering to celebrate their time with us on [Date of Farewell Event] at [Location/Time]. Please join us to say goodbye and wish them well on their next venture.
For a smooth transition, please direct any questions regarding their projects to [Interim Person's Name].
Best,
[Your Name]
[Your Position]
</template>
<template>
Subject: An Important Update Regarding Our Team
This email is to inform you of a difficult decision. As part of a strategic restructuring to focus on our core objectives, we have eliminated several roles at [Company Name]. This means we are saying goodbye to some of our talented colleagues, effective today, [Last Day of Employment].
This decision is not a reflection on the individuals affected but is based on the evolving needs of our business. We are providing support and resources to our departing team members to assist them in their transition.
We understand you may have questions about how this impacts your team and workflows. In the coming days, we will be reallocating responsibilities to ensure all projects continue to move forward smoothly. Your direct manager will share more specific details with you shortly.
We are confident that these changes will position us for long-term success. Thank you for your understanding and continued dedication.
Sincerely,
[Your Name]
[Your Position]
</template>
<template>
Subject: Exciting News: [Employee's Name]'s Promotion
I’m happy to announce that [Employee's Name] has been promoted to [New Job Title], effective [Start Date].
In their previous role as [Old Job Title], [Employee's Name] was instrumental in [mention a specific project or achievement]. We are confident they will bring the same dedication and skill to their new position within the [New Department/Team] team.
As [Employee's Name] transitions into their new role, we will be backfilling their previous position. In the meantime, please direct any questions regarding [area of responsibility] to [Interim Person's Name].
Please join me in congratulating [Employee's Name] on this well-deserved promotion.
Best,
[Your Name]
[Your Position]
</template>
Once you have the right words for your employee announcement, Flodesk provides the tools to deliver your message effectively. We offer intuitive email marketing tools that help small businesses manage and monetize their email lists. You can create, send, and automate communications that connect with your audience, with no need for coding or design skills.
Our platform gives you everything you need for your email marketing, without the usual complexity. With a straightforward email builder, powerful automations, and clean forms, Flodesk empowers both beginners and experts to send professional emails in a radically simple way.
Handling employee transitions with clarity and professionalism is essential for maintaining team morale. The right template ensures your message is consistent and supportive, setting a clear path forward for everyone involved.
When you're ready to send your announcement, Flodesk helps you deliver it with polish. Sign up to create and send emails that reflect your company's professionalism.
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