Before you announce it: agree it with the person leaving
A departure belongs to the person leaving first. Before you write anything, spend a few minutes with them and agree three things:
- when it's announced, and in what order: some people want to tell their closest colleagues themselves before the group email;
- what can be said about what's next: a new job, a career change, a personal project, or nothing at all;
- how their work will be handed over, so you can reassure the team and clients straight away.
When and how to announce someone's leaving
Ideally, tell the immediate team in person, at a team meeting, then follow up in writing. The email is for other teams, remote colleagues and partners, and it stops people hearing it second-hand.
Don't leave it too long: the longer you wait, the more time rumours have to spread, and the less time the team has to plan a proper goodbye. Once the leaving date is set and the person is happy, announce it within a few days.
What a good leaving announcement includes
A good announcement is short, positive and practical. It nearly always covers the same points:
- the person's full name and their last day;
- a thank you for their work, ideally with one specific achievement;
- what can be said about what's next, if they've agreed;
- who's taking over their work, or how the handover will work;
- an invitation to say goodbye: a leaving party, a card, recommendations.
Announcements for someone moving to a new job
The most common case. Replace the parts in square brackets, and only mention what's next if the person is happy for you to.
Hi everyone, [Full name] will be leaving us on [date] to start a new role. During their time here, [Name] has led [project or achievement], and I'd like to thank them warmly for it. [Successor's name] will be taking over their work. We'll be having a leaving party before they go.
Dear team, I'm sorry to share that [Name] is leaving us for a new challenge. We'll miss their organisation and how willing they always were to help. You can get in touch with them until [date]. [Name] will be looking after the handover.
Hi all, after some great years in the team, [Name] has decided to move on. I know how much you've enjoyed working with her, and I feel the same. Let's make the most of the next few weeks to thank her properly.
Hi everyone, [Name] has decided to take the next step in their career and will be leaving [Company] on [date]. Thank you, [Name], for your commitment and your enthusiasm. We wish you all the very best.
Announcements for a retirement
A retirement is something to celebrate: the tone can be warmer, and the announcement can look back on everything they've done.
Hi everyone, after a long and brilliant career, [Full name] will retire on [date]. Her knowledge of how everything works here and her generosity have helped generations of colleagues. We'll be celebrating together soon, and I'll share the details.
Dear team, [Name] has decided to enjoy a well-earned retirement. Many of you learnt the job alongside him. Thank you, [Name], for everything you've passed on. We'll get together before he goes.
Hi all, it's with mixed feelings that I'm announcing [Name]'s retirement on [date]. A pillar of this team, [Name] leaves behind a wealth of know-how that [Successor's name] will be proud to carry on.
Hi everyone, some big news: [Name] is retiring at the end of the month. Thank you for all your years of hard work, good humour and wise advice. We wish you a retirement as rich as your career.
Announcements for the end of a contract
For someone on a fixed-term contract, an apprenticeship or a temporary assignment, the announcement can be shorter, but they deserve just as much thanks.
Hi all, [Name]'s contract comes to an end on [date]. Thank you for your commitment and for everything you've brought to the team over these months. We wish you all the best.
Hi everyone, [Name] is finishing their apprenticeship with us at the end of the week. We've watched them grow and take on more and more. Thank you, and good luck.
Dear team, [Name]'s assignment with us ends on [date]. Their fresh perspective and attention to detail have helped us a lot. Do say goodbye before then.
Hi all, [Name] leaves us at the end of their contract. Thanks for the careful work and the good mood. If you've worked with her, now's a great time to write her a recommendation.
Emails to let clients and partners know
Clients need to know who to talk to. Always introduce the person taking over.
Hi [Name], I wanted to let you know that [Full name], your usual contact, will be leaving [Company] on [date]. [Successor's name], copied in, will be looking after your account from now on and will be in touch shortly.
Hi [Name], [Full name] will soon be leaving our team. To make the handover as smooth as possible, [Successor's name] is already working alongside them on your project. We're here if you need anything.
Hi [Name], I wanted to tell you personally that [Full name] is leaving at the end of the month. Your account will be taken over by [Successor's name], who already knows its history well.
Hi [Name], [Full name] is retiring on [date] and wanted to thank you for working together so well. From then on, [Successor's name] will be your contact.
What a leaving announcement never says
A written announcement gets passed around and kept. A few precautions protect both the person leaving and the team staying:
- The reasons for leaving, unless the person wants to share them.
- Any hint of a disagreement, a settlement or a difficulty.
- The name of their new employer without their clear agreement.
- Wording that sounds like relief, or like a reproach.
After the announcement: planning the goodbye
The announcement is the signal: the team knows, and they'll want to mark the occasion. It's the right moment to start planning, before the last few days fly by. Our guide to organising a leaving party takes you through it step by step, and for a retirement, our retirement speech ideas help you prepare what to say. For the card, our leaving card message generator suggests three messages in the tone you want.
If the person didn't choose to leave, the tone changes completely: our guide on what to say to a colleague who's lost their job explains what to say and how to help.
As a manager, you can also give them something that'll help them after they've gone: recommendations from the whole team. With a Leaving Pack from Take Your Skills, each colleague writes a recommendation about their work in secret, with help from an assistant. On the leaving day, you close the pack: the person gets every recommendation by email and keeps them on their profile for future interviews. It's free for everyone, and you can put the pack's link straight into your announcement.
If the team is also chipping in for a gift, add the link to the money pot you've set up on any site you like: colleagues suggest gift ideas, vote and chip in from the same page as the recommendations.