Employee Resignation Announcement (with Email Samples)

resignation announcement

Resignation Announcement To Staff

The reasons an employee might check out of work and resign are endless. But regardless of the motive, there’s a proper way to respond.

Here’s how to properly make an employee resignation announcement within your organization.

Questions Answered

  • What is an Employee Departure Announcement?
  • Should You Announce an Employees’s Departure?
  • How to Make an Employee Resignation Announcement Email
  • Email Samples of Employee Leaving Company
  • NOTE: If you have an HR team, immediately refer to them to ensure all resignation details/procedures are properly 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 in regards to the departed employees role and responsibilities.

Should You Announce An Employee’s Departure?

It is best practice to announce an employees departure before they leave. This will prevent the spread of any “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 own 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, start by immediately informing your HR team about the departing employee. Call a quick meeting and let the employee’s department know about the resignation.

Keep the resignation announcement email professional and brief – there’s no need to write a lengthy letter

1. Who you are sending the email to:

Address the email to the employees department or the whole organization, depending on who you wish to inform first 

2. Get straight to the point:

Start off by stating the purpose of the email, which is the resignation of an employee

3. Why they are leaving:

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

4. Name and date:

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

5. What’s going to happen next

Do your best to provide details around filling the open role and how you will be managing the role responsibilities until then


Announcing An Employee Is Leaving (Examples & Template)

Email Example #1

Subject: Staff Resignation Update

Dear (Organization or Department Name), 

I’m writing today 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 reach out to (Temporary Replacement) with any questions until we are able to 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 (Him/Her/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 informed 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 to this team and we appreciate all the hard work through the years.

As of (Leave Date), please reach out to (Temporary Replacement) with any questions until we are able to 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 business.

With some preparation, putting together a well written, professional email announcement can help minimize any negative disruptions in the business. 

A few 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

Looking to move on and backfill that open position? Check out LinkedIn or partner with a recruiting agency like Manpower to quickly find your next hire. 

Best of luck!

Looking for help backfilling those vacant roles? Check out this recruitment marketing service.

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

Category: Employer Resources

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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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