Staff notifications about a teammate’s departure need careful handling. The message should balance professionalism with appreciation for their contributions. A properly written email helps maintain good relationships and keeps the team informed about personnel changes.
The right approach to these messages affects both the departing employee and those staying behind. Appropriate wording can make everyone feel valued while setting clear expectations for the upcoming transition. These email templates will help you handle various departure situations effectively.
“Employee Leaving” Announcement Email Samples
Here are email templates for different scenarios during an employee’s departure.
1. Standard Departure Announcement
Subject: Team Update: [Employee Name]’s Departure
Dear Team,
As many of you may know, [Employee Name] will be leaving [Company Name] on [date]. During their [X] years with us, they’ve made significant contributions to our [department/team], including [specific achievement] and [specific achievement].
We’re planning a small farewell gathering on [date] at [time] in [location]. Please join us to wish [Employee Name] well in their next chapter. Until then, they’ll be working on handing over their responsibilities to ensure a smooth transition.
Best regards, [Your name]
2. Retirement Announcement
Subject: Celebrating [Employee Name]’s Retirement
Dear Colleagues,
With mixed feelings, we announce that [Employee Name] will retire from [Company Name] after [X] years of dedicated service. Their last day will be [date]. Throughout their time here, [Employee Name] has been instrumental in [specific achievements/contributions].
To celebrate this milestone, we’re organizing a retirement party on [date] at [time] in [location]. Please RSVP by [date] so we can properly plan this special celebration. [Employee Name] will spend their remaining time sharing their valuable knowledge with [replacement name/team].
Kind regards, [Your name]
3. Internal Transfer Announcement
Subject: Team Changes: [Employee Name]’s Move to [New Department]
Hello everyone,
Starting [date], [Employee Name] will transfer from our team to the [new department] as [new role]. Since joining us [timeframe] ago, they’ve played a key role in [specific achievement] and [specific achievement].
While we’ll miss having them on our team, this move represents an excellent growth opportunity. [Employee Name] will finish up their current projects and train [replacement name] before making the switch. Let’s support them in this exciting new chapter.
Best wishes, [Your name]
4. Immediate Departure Notice
Subject: Staff Update: [Employee Name]
Dear Team,
This message is to let you know that [Employee Name] has left [Company Name], effective today. We thank them for their contributions during their time with us, particularly their work on [specific project/achievement].
[Supervisor/Manager Name] will oversee [Employee Name]’s responsibilities while we work on finding a replacement. For any questions about ongoing projects, please reach out to [contact person].
Regards, [Your name]
5. Executive Departure Announcement
Subject: Leadership Update: [Executive Name] Departure
Dear [Company Name] Team,
We want to share that [Executive Name], our [Position], will be stepping down from their role on [date]. During their leadership, they guided us through [specific achievement] and [specific achievement], leaving a lasting mark on our growth.
[Interim leader/New executive name] will take over the responsibilities starting [date]. We’ve planned a transition period to ensure business runs smoothly. Please join us for a farewell reception on [date] at [location].
Sincerely, [Your name]
6. Remote Employee Departure
Subject: Virtual Team Update: Farewell to [Employee Name]
Dear Remote Team,
[Employee Name], our [position] based in [location], will be leaving us on [date]. Their expertise in [skill/area] has helped us [specific achievement], making a real difference to our remote operations.
We’ll host a virtual farewell meeting on [date] at [time] ([time zones]). This will give everyone a chance to say goodbye and share their best wishes. Watch for a calendar invite with meeting details.
Best regards, [Your name]
7. Department Head Transition
Subject: Department Leadership Change: [Employee Name]
Dear [Department] Team,
[Employee Name], our [Department] Head, has decided to pursue new opportunities and will leave [Company Name] on [date]. Their leadership has been vital in [specific achievement] and [specific achievement].
[Interim/New leader name] will step into the role on [date]. [Employee Name] will spend the next few weeks ensuring a proper handover of all key projects and responsibilities. Join us on [date] at [location] to celebrate their contributions.
Regards, [Your name]
8. Small Team Member Departure
Subject: Team Change: Farewell to [Employee Name]
Hi team,
[Employee Name] will be leaving our small but mighty team on [date]. Since joining [timeframe] ago, they’ve been essential to [specific project] and have helped us [specific achievement].
We’ll have a team lunch on [date] to say goodbye properly. Until then, [Employee Name] will work with each of you to hand over their tasks and document key processes.
Thanks, [Your name]
9. Senior Staff Member Exit
Subject: Senior Staff Update: [Employee Name] Departure
Dear Staff,
After [X] years of valuable service, [Employee Name], our [Position], will be leaving [Company Name] on [date]. Their expertise has shaped [specific area] and their leadership on [specific project] has set new standards for excellence.
Please join us for a farewell gathering on [date] at [location] to celebrate their significant contributions. [Employee Name] will focus on knowledge transfer to [team/person] in their remaining time.
Best regards, [Your name]
10. Multiple Employee Departure
Subject: Team Restructuring Update
Dear [Department/Team] Members,
Following recent changes, we’re announcing that [Employee 1], [Employee 2], and [Employee 3] will be leaving their roles on [date]. Each has made unique contributions, from [Employee 1]’s work on [project] to [Employee 2]’s leadership in [area] and [Employee 3]’s expertise in [field].
We’ll host a group farewell on [date] at [location]. Their responsibilities will transition to [remaining team members/new structure] over the next few weeks.
Regards, [Your name]
11. Long-term Employee Farewell
Subject: Celebrating [Employee Name]’s [X] Years of Service
Dear Colleagues,
After [X] wonderful years, [Employee Name] will be leaving [Company Name] on [date]. Their dedication has helped build [specific achievement] and their mentorship has guided countless team members through the years.
We’re planning a special celebration on [date] at [location] to honor their lasting impact. Until then, they’ll be working closely with [team/person] to pass on their extensive knowledge and insights.
Warm regards, [Your name]
12. Project Manager Transition
Subject: Project Leadership Change: [Employee Name]
Dear Project Teams,
[Employee Name], who has managed [Project Names], will be leaving us on [date]. Their leadership has kept these projects on track and delivered [specific results].
[New manager name] will take over project oversight starting [date]. [Employee Name] will spend their remaining time bringing [New manager name] up to speed and ensuring all project documentation is complete.
Best, [Your name]
13. Technical Lead Departure
Subject: Technical Team Update: [Employee Name]
Dear Technical Team,
[Employee Name], our Technical Lead, will be moving on from [Company Name] on [date]. Their technical expertise has been crucial in [specific project] and their guidance has helped build our current technical capabilities.
We’ve scheduled knowledge-sharing sessions for the next two weeks. Please check your calendars for these important meetings. A farewell gathering is planned for [date] at [location].
Regards, [Your name]
14. Customer-Facing Role Change
Subject: Team Update: Changes in [Department/Role]
Dear Team,
[Employee Name], who has been handling [client accounts/responsibilities], will be leaving their role on [date]. Their excellent client service has helped build strong relationships with [specific clients/achievements].
[New person/team] will take over client relationships. We’re working on a smooth handover to ensure our clients continue receiving great service. Join us on [date] to wish [Employee Name] well.
Best regards, [Your name]
15. Department Reorganization Exit
Subject: Department Changes: Staff Updates
Dear [Department] Team,
As part of our department reorganization, [Employee Name] will be leaving their position on [date]. During their time here, they’ve successfully [specific achievement] and helped develop [specific area].
Their responsibilities will be distributed among [team members/new structure]. We’ll have a proper send-off on [date] at [location] to thank them for their contributions.
Kind regards, [Your name]
16. Creative Team Member Farewell
Subject: Creative Team Update: [Employee Name]
Dear Creative Team,
[Employee Name], our talented [position], will be leaving us on [date]. Their creative vision has shaped [specific projects] and brought fresh perspectives to our work.
Let’s gather on [date] at [location] to celebrate their creative contributions. They’ll spend their remaining time finishing current projects and preparing detailed handover notes for the team.
Best wishes, [Your name]
17. Research Team Exit
Subject: Research Team Changes: [Employee Name]
Dear Research Team,
[Employee Name] will be concluding their work with us on [date]. Their research expertise has advanced our understanding of [specific area] and contributed to [specific achievement].
They’ll focus on documenting their research methods and findings before departure. Please join us for a farewell lunch on [date] at [location] to celebrate their academic contributions.
Regards, [Your name]
18. Sales Team Transition
Subject: Sales Team Update: [Employee Name]
Dear Sales Team,
[Employee Name] will be leaving their sales role on [date]. Their sales expertise has helped us [specific achievement] and build strong client relationships in [specific market/region].
Current accounts will transition to [team members/structure]. We’ve planned a send-off celebration on [date] at [location] to thank them for their outstanding sales contributions.
Best, [Your name]
19. HR Team Member Departure
Subject: HR Department Update: [Employee Name]
Dear Colleagues,
[Employee Name] from our HR team will be leaving [Company Name] on [date]. Their work has strengthened our [specific HR programs] and improved [specific processes].
[New contact name/team] will handle their responsibilities going forward. Please join us on [date] at [location] for a farewell gathering to thank them for their service.
Kind regards, [Your name]
20. Operations Staff Exit
Subject: Operations Team Change: [Employee Name]
Dear Operations Team,
[Employee Name] will be leaving their role in operations on [date]. Their operational expertise has streamlined [specific processes] and improved [specific areas].
We’ll redistribute their responsibilities among the team, with detailed transition plans to follow. Let’s gather on [date] at [location] to wish them well in their next venture.
Best regards, [Your name]
Wrapping Up
These email templates offer starting points for your needs. Modify the tone and content based on your company culture and each specific situation. Focus on staying professional while showing genuine appreciation for the departing employee’s contributions. Make your message clear and positive, highlighting their achievements and the next steps ahead.