Employee Resignation Announcement to Staff (with Email Samples)

resignation announcement

Resignation Announcement To Staff

The reasons an employee might check out of work or resign are endless. But regardless of the motive, there’s a proper way to respond. Here’s how to make an employee resignation announcement within your organization.

Questions Answered

  • What is an Employee Departure Announcement?
  • Should You Announce an Employees Departure?
  • How to Make an Employee Resignation Announcement Email
  • Email Samples of Employees Leaving Company
  • NOTE: If you have an HR team, immediately refer to them to ensure all resignation details/procedures are correctly followed.

Employees resign – it’s inevitable, and there’s nothing shameful about it. Whether they found a better opportunity, hated the work they were performing, or just wanted to take time off to spend with family, it’s bound to happen.

What Is An Employee Departure Announcement?

An employee departure announcement is a document (typically an email) informing other staff members and clients about an employee leaving the organization. 

It can also include information about how the organization will move forward regarding the departed employee’s role and responsibilities.

Should You Announce An Employee’s Departure?

Yes, it’s best practice to announce an employee’s departure before they leave. This will prevent the spread of “gossip” or “negative rumors” that can often follow. If you don’t explain what’s happening, people will start to talk and make up their version of the situation.

What do you say to the departing employee?

  • “While we are sad to see you go, it has been great working with you. We wish you nothing but the best at your new job.”
  • “Congratulations on your new job. We appreciate everything you have done for this company, and our door will always be open.”
  • “We’ve learned a lot from you while working together over the past (Number) years. We will sure miss you here and appreciate all the hard work you have put in.”

How to Make an Employee Resignation Announcement (resignation announcement email to staff)

If you haven’t already done so, immediately inform your HR team about the departing employee. Call a quick meeting and notify the employee’s department about the resignation. Keep the resignation announcement email professional and brief – there’s no need to write a lengthy letter

1. Who are you sending the email to

Address the email to the employee’s department or the whole organization, depending on who you wish to inform first. 

2. Get straight to the point

Start by stating the email’s purpose, which is the employee’s resignation from the company.

3. Why they are leaving

If the employee is leaving on a positive note, you might want to include those details in the email.

4. Name and Date

List the last day of employment along with the departing employee’s name. This will allow others within the organization to say their goodbyes and prepare for what’s next.  

5. What’s going to happen next

Do your best to provide details about filling the open role and how you will manage the responsibilities until then.


Employee Resignation Examples

Email Example #1

Subject: Staff Resignation Update

Dear (Organization or Department Name), 

I’m writing to announce the resignation of (Employee Name) effective (Leave Date). (Employee Name) has decided to (Positive Reason for Leaving).

We are very appreciative of all the hard work (Employee Name) has done over the past (X) years, and we wish (Him/Her/They) the best. As of (Leave Date), please contact (Temporary Replacement) with any questions until we can fill the open position. 

Thank you, (Your Name and Title)

Email Example #2

Subject: Staff Resignation Update

Dear (Organization or Department Name) Employees,

This afternoon we received the resignation notice from (Employee Name) effective (Leave Date). (Employee Name) will be missed as (He/She/They) was a great asset to this organization over the past (X) years.

We respect (His/Her/They) decision and wish (Them/They) all the best in (His/Her/They) future endeavors. Please forward any questions or concerns my way while we look to fill the position. 

Sincerely, (Your Name and Title)

Email Example #3

Subject: Staff Resignation Update

We are sad to inform you that one of our colleagues will be leaving us (Leave Date). They may have already told you, but (Employee Name) has decided to take on another role outside of the company, and we wish (He/She/They) nothing but the best.

(Employee Name) was a crucial part of this team, and we appreciate all the hard work through the years.

As of (Leave Date), please contact (Temporary Replacement) with any questions until we can fill the open position.

Thank you, (Your Name and Title)

Wrapping Up | Resignation Announcement To Staff

There you have it – next time an employee resigns, you can make the proper announcement and keep the organization moving forward.

Employees leaving for new opportunities can be a big deal for your organization, but remember that it’s a normal part of the business.

With some preparation, putting together a well-written, professional email announcement can help minimize any harmful disruptions in the business. Three final notes to consider when writing your resignation announcement email:

  • Make the announcement as soon as possible
  • Stay away from getting personal – keep things professional
  • Stay upbeat and positive

We hope this helps paint a better picture of how to properly handle a resignation announcement if/when they happen. Best of luck out there!

Title: How to Write an Employee Resignation Announcement (with Email Sample)

Category: Employer Resources

Tags: announcement of employee leaving company email sample, employee departure announcement, what is a notice period, what to say when an employee resigns, resignation announcement to staff

Author/Contributor: Reid is a contributor for theJub. He’s an employment and marketing enthusiast who studied business before taking on various recruiting, management, and marketing roles. More from the author. | Author Profile

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