12 Sample Emails to Clients About Employee Leaving

It is vital to break out nicely to the clients when a worker exits a company if the company wants to maintain smooth business contacts. To summarize, this post gives a few instances of the ways one can inform clients about an employee’s exit. The following provides 12 sample emails that could cater to these issues. All examples differ by tone and detail, which will help you select the most appropriate for your style of business and particular conditions. We also provide you with subject lines for email and best practices for that.

Sample Emails for Announcing an Employee’s Departure to Clients

EXAMPLE 1

Dear [Client’s Name],
I hope this message finds you well. I am writing to inform you that [Employee’s Name], who has been working with you on [specific projects or tasks], will be leaving our company on [last working day]. We assure you that the transition will be smooth and your projects will continue to receive the highest level of attention. Please feel free to reach out with any concerns.
Best regards,
[Your Name]

EXAMPLE 2

Hello [Client’s Name],
I would like to inform you that [Employee’s Name] will no longer be with [Company Name] effective [last working day]. We are in the process of assigning a new contact person for your account and will update you shortly. Thank you for your understanding.
Sincerely,
[Your Name]

EXAMPLE 3

Dear Valued Client,
It is with mixed feelings that I announce the departure of [Employee’s Name] from our team, effective [last working day]. [Employee’s Name] has played an integral role in [specific achievements or projects]. We are committed to ensuring a seamless transition and continuity of service. Your new point of contact will be [New Employee’s Name].
Warm regards,
[Your Name]

EXAMPLE 4

Hi [Client’s Name],
Just a quick note to let you know that [Employee’s Name] will be moving on from [Company Name] as of [last working day]. We appreciate your patience during this transition period and assure you that your ongoing projects will not be affected.
Best,
[Your Name]

EXAMPLE 5

Dear [Client’s Name],
As part of our commitment to providing excellent service, we want to inform you that [Employee’s Name] will be leaving our organization on [last working day]. We have a skilled team ready to take over and ensure that there is no disruption to your services.
Thank you,
[Your Name]

EXAMPLE 6

Hello [Client’s Name],
I am reaching out to inform you about the departure of [Employee’s Name] from [Company Name]. We are currently transitioning their responsibilities to other capable team members and will keep you updated on the changes.
Kind regards,
[Your Name]

EXAMPLE 7

Dear [Client’s Name],
I am writing to inform you of a recent change within our team. [Employee’s Name], who has been your primary contact at [Company Name], will be leaving our company, effective [last working day]. We have already taken steps to ensure that this transition does not affect the quality of service you have come to expect from us. [New Employee’s Name] will be your new point of contact and will reach out to you shortly.
Kind regards,
[Your Name]

EXAMPLE 8

Hello [Client’s Name],
I hope you are doing well. I wanted to personally inform you that [Employee’s Name] will be leaving [Company Name] as of [last working day]. We are grateful for their contributions and wish them the best. Meanwhile, we are dedicated to ensuring a smooth transition for all our clients and will be assigning a new team member to manage your account.
Thank you for your understanding,
[Your Name]

EXAMPLE 9

Hi [Client’s Name],
This is to notify you that [Employee’s Name] will be parting ways with our company on [last working day]. We value your business and are committed to a seamless transition. In the interim, please direct any immediate concerns or questions to me directly.
Sincerely,
[Your Name]

EXAMPLE 10

Dear [Client’s Name],
As [Employee’s Name]’s departure from [Company Name] approaches on [last working day], we are actively working to ensure that all their responsibilities are smoothly transitioned to other team members. We will keep you informed about who will be taking over your account and ensure you have all necessary contact information.
Warm regards,
[Your Name]

EXAMPLE 11

Hello [Client’s Name],
It’s important for us to keep you informed about changes within our team. [Employee’s Name] will be leaving our organization on [last working day]. Rest assured, we are committed to maintaining the high standard of service you expect from us, and a new account manager will be assigned to you shortly.
Best wishes,
[Your Name]

EXAMPLE 12

Dear [Client’s Name],
I regret to inform you that [Employee’s Name] will no longer be with us after [last working day]. They have been a valued member of our team, and we will miss them. However, we are confident that our team will continue to provide you with excellent service. Your new point of contact will be [New Employee’s Name], who will reach out to you soon.
Thank you for your continued trust in us,
[Your Name]

Tips for Communicating Employee Departure Via Email

1) Offer Reassurance: It is significant that clients are assured that the leaving of the employee will not affect the service or the tie between the client and the company. Reinforce your dedication to providing quality service as an ongoing project.

2) Provide New Contact Information: Wherever practicable, please, give the new contacts as part of the last email to help make the transition smooth. Inform the client that they will give them details about their names, job titles, contacts, and initial introductions to make sure the client is assured that they’re being served professionally by professionals.

3) Respect Privacy: Although it becomes important to inform your customers, please do not get into any personal issues or assumptions about why he was leaving. Ensure you are only sharing the required details in a polite manner.

4) Prompt Communication: Once the transition plan has been put into place, communication of this change should be done immediately. Communication delays may cause confusion, as well as rumors that are not true. Responding timeously demonstrates that you care about your customers by keeping them ready for any eventualities ahead of time.

Subject Lines for Your Email When Announcing an Employee’s Departure

1) Important Update Regarding Your Account Manager
2) Change in Point of Contact at [Company Name]
3) Notification of Staff Change
4) Transitioning Your Service Contact at [Company Name]
5) Update on Your Client Service Team

Conclusion

Informing clients about the situation of one’s departure is vital when it comes to trust and transparency. Such communications should be handled with the necessary caution to ensure customers are comfortable working with you for a longer period of time. As you write your email, be mindful of what your choice of words says about your company’s culture of excellence and customer care.