How to say “our employee has resigned” professionally
Why it can fall flat
“our employee has resigned”
Leaves out the person's name, the last day and who to contact, and “our employee” sounds cold, as if they were property. The writer usually wants to share the news clearly, respect the person leaving and point people to help.
Say this instead
- 01
Heads up: Kimberly handed in her resignation this morning. Her last day is June 14. Can we talk today about covering her work during her notice period?
Boss · Chat
Use it when your manager needs to decide quickly, since it states the facts and asks for a conversation.
- 02
Wanted you to hear it from me: Benjamin is leaving the company, and his last day is March 28. I'll tell you who is picking up his tasks once that's agreed.
Coworker · Chat
Colleagues who should hear it from you first will appreciate this, and it tells them their work will be sorted out.
- 03
Dear Ms. Davis, I'm writing to let you know that Tom Ellis will be leaving us on July 5. He is preparing a handover for your account, and I will confirm your new main contact shortly. Kind regards, Eleanor
Client · Email
Pick this when a client's main contact is leaving, because it names the person, gives the date and says who will follow up.
- 04
Hi Mrs. Shah, just letting you know George is leaving our team on May 12. For your order, please contact Aoife at the shop desk from now on.
Customer · SMS
A short update like this suits a customer who dealt with that person, as it points them to someone else.
- 05
Hi Ingrid, one of our team members has resigned and her last day is June 30. Could we talk this week about opening the role and what the hiring process involves?
Recruiter / HR · Email
Start a replacement search with this one, which gives the key date and asks for a specific next step.
- 06
Team, I wanted to tell you before it goes round: Cameron has resigned and will finish on April 19. We'll go through how his work is shared at tomorrow's 10 am meeting.
Someone you manage · Chat
A manager telling their own team can send this, since it heads off rumors and says when questions will be answered.
- 07
Quick one: Leah has resigned, last day August 9. It isn't public yet, so please keep it to yourself for now. I'll tell you when it's announced.
Coworker · SMS
Close colleagues who need early notice but must not pass it on yet are the right audience here.
Examples
Hi Mr. Clarke, I'm writing to let you know that Jon Mills, who has been your main contact on the website project, has resigned and will leave us on June 20. He is preparing a handover for the team. I will write again next week with the name of your new contact. Kind regards, Ayesha Khan
Hi all, Jon has resigned and his last day is June 20. Let's meet tomorrow at 10 to plan how we cover his work, and please bring any questions you have.
What to avoid
- Skip “our employee” and “the employee” and use the person's name instead.
- Giving or guessing the reason for leaving is off limits unless they have asked you to share it.
- Wait until the person has agreed who gets told and when before announcing anything.
- Remarks about loyalty, timing or the extra work this creates for everyone only make the news harder to hear.
- Cover or a new contact should only be promised once it is actually confirmed.
Rewrite your message
Related phrases
- A kinder way to say “I'm no longer interested in the job”
- Better ways to say “I'm declining the second interview”
- Better ways to say “I need leave for a family emergency”
- A kinder way to say “I'd like to request maternity leave”
- Saying “someone quit” at work
- Alternatives to “an employee has left” at work