How to Notify the Staff of an Employee Leaving

Employees leave a place of employment for many reasons, including retirement, illness, cutbacks, new job opportunities, family situations, termination and relocation. The reason for leaving will determine how to notify other coworkers and staff. Larger corporations, educational facilities and organisations often have a procedure outlined on how to notify the staff of an employee's departure. Small businesses and organisations may determine how to notify staff based on each specific employee and the circumstances at hand.

Inform your staff of a voluntary termination in a positive manner. The employee may be retiring, relocating or leaving due to a family situation or for other job opportunities. It is not necessary to share the exact reason an employee is leaving, but it is common to announce retirement. Assure the staff that the employee's reason for leaving will have no affect on their job security.

Call a meeting of staff members to announce the employee leaving. If the organisation is too large to gather all staff members at a specific time or spread out over several locations, you can send an e-mail or official announcement to those that will be affected by the employee's departure from the organisation.

Explain to the remaining staff what changes will be made in the absence of the employee, such as new hires or a redistribution of work. Voluntary terminations are typically planned with enough time to prepare for the transition. Assure your staff that the company will make every attempt possible to ensure a smooth transition during this time.

Announce an involuntary termination to staff members with a simple statement. "John Doe will no longer be working for ABC Company," is all that is required. You may issue the announcement in person or through e-mail. Keep the reason for termination private and do not share it with other staff members.

Address any concerns from staff members regarding the security of their positions. Involuntary terminations often bring concerns and worries from other employees. You should speak to the concerns without divulging the reasons for the involuntary termination.

Inform the staff of the changes that will be made to handle the workflow. With the absence of the employee, it may be necessary to realign work duties or enlist the assistance of other employees in training a replacement. Inform the staff of how to respond to incoming phone calls and inquiries to the employee that has left. They may simply state "Joe Smith is no longer employed here, but Jane Doe may assist you."

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About the Author

Johanna Miller has been writing professionally since 2010. She has been published in various online publications. Miller holds an Associate of Business degree with a concentration in accounting from Stark State College.

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