Informing clients about an employee’s departure is an important step to ensure continuity and maintain strong client relationships. Below is a sample letter that can be customized to announce an employee’s departure to clients, ensuring transparency and a smooth transition.
Announcement Letter to Clients About Employee Leaving
[Your Company Name][Your Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Dear [Client’s Name],
We hope this message finds you well. We are writing to inform you about an upcoming change in our team that may concern your ongoing projects with us.
After [number] years of dedicated service, [Employee’s Name], our [Employee’s Position], will be leaving [Your Company Name] as of [Last Working Day, e.g., May 15, 2025]. We are grateful for [his/her] valuable contributions and wish [him/her] all the best in [his/her] future endeavors.
We understand the importance of your relationship with [Employee’s Name] and want to assure you that your projects and inquiries will continue to receive the highest level of service. [Employee’s Name]’s responsibilities will be transitioned to [New Contact Person’s Name], who has extensive experience in [mention relevant field or expertise] and is committed to ensuring a seamless transition.
[New Contact Person’s Name] can be reached at [New Contact Person’s Email] or [New Contact Person’s Phone Number]. [He/She] will be reaching out to you shortly to introduce [himself/herself] and discuss any ongoing or upcoming projects.We truly appreciate your understanding and continued trust in [Your Company Name]. Please feel free to reach out to me directly at [Your Contact Information] if you have any questions or need further assistance during this transition.
Thank you for your continued partnership.
Warm regards,
[Your Signature (if sending a hard copy)][Your Printed Name]
[Your Position]
[Your Company Name]
Tips for Writing an Employee Departure Announcement to Clients
- Be Transparent and Professional: Clearly communicate the departure and introduce the new contact person to maintain client confidence.
- Ensure a Smooth Transition: Highlight how you plan to manage the transition to alleviate any client concerns about continuity of service.
- Express Gratitude and Confidence: Thank the departing employee for their service and express confidence in the new contact person handling client needs.
FAQs on Announcing Employee Departure to Clients
- Why should clients be informed about employee departures?
Transparency helps maintain trust and ensures clients are aware of who to contact for their needs. - What information should be included in the announcement?
Include the employee’s name, last working day, and the contact information of the person taking over their responsibilities. - How can we reassure clients during the transition?
Highlight the experience and readiness of the new contact person and offer direct contact for further questions. - Is it necessary to mention the reason for the employee’s departure?
It is not necessary to provide specific reasons; focus on expressing gratitude and ensuring continuity. - Should the announcement be sent before or after the employee leaves?
It is best to send the announcement before the employee leaves to ensure a smooth transition and continuous communication.