Free template · Word and PDF
Employee departure announcement, with a filled-in example
A departure announcement gives your whole team the same short facts at the same time: who’s leaving, as of when, and who covers what. No reasons and no details. This one is the Team Announcement from the Firm & Fair Paper Trail, in Word and PDF, with notes on what to write and a filled-in example. Use it the day someone leaves, whether they quit or were let go. Say it in person first, then post it.
What’s on it
- To and from: everyone, or one crew, shift or department; your name and the date.
- Who’s leaving: their name, and one of two lines: “no longer works here, as of” a date, or “has decided to move on,” with their last day.
- The privacy line: “I won’t be sharing details, out of respect for” their name. No reasons and no details, even if people ask. If they resigned on good terms, you can thank them and wish them well instead.
- What changes for you: who covers their shifts, customers, keys or tasks, and starting when.
- If customers ask, one sentence for everyone to use: “[name] is no longer with us. I’d be glad to help you.”
- Questions: anyone with questions about their own schedule or work comes to you. Don’t tell people they can’t talk about it. Just don’t add to it yourself. Then your signature.
See it before you download it
Real pages from the file. The example is a made-up case. Template for small businesses. Not legal advice. Review against your state and local law before using it.
How to use it
- Decide who covers before you say a word: their shifts, their customers, their keys, and anything open in their name, like holds and special orders.
- Tell everyone soon, together, in person: the same day or first thing the next morning, before the group chat writes its own version. Not by group text. Anyone who’s off gets a call from you tonight, with the same words. What to say, and how to answer “Did she get fired or did she quit?”: how to tell employees someone was fired.
- Read it, don’t wing it, then post it by the register or send it to the crew.
- Never give a reason, to the crew or to the regulars, and nothing about their family or anything personal. That goes double when the reason involves missing money: even if you’re sure, an accusation in front of the staff is a story you can’t control.
- If the departure touches a complaint, a leave, or a workers’ comp claim, call your advisor about the wording before you say anything to anyone.
- Keep a copy with the separation paperwork, with a short note: the date and time, who was there, the questions and your answers, and anything you promised to follow up on. Put each follow-up on your calendar.
The Firm & Fair Playbook
This form is half of it. The other half is the conversation: what to say when they push back, what never to say, and when to stop and get advice first.
32 conversations, word for word, 18 templates with a filled-in example each, and Quick Cards for your phone.
$97 once. Instant download. 30-day refund, and you keep the files.
See what’s insideQuestions owners ask
How do you announce that someone resigned?
The same way, with the other line: they’ve decided to move on, and their last day is a date you name. If they resigned on good terms, you can thank them and wish them well in place of the privacy line. The rest stays the same: who covers what, the line for customers, and questions come to you.
What should an employee departure announcement say?
Only the short facts: who is no longer here, or who has decided to move on, and from when; what changes for the team, meaning who covers their shifts, customers, keys or tasks, and starting when; what to say if customers ask (“[name] is no longer with us. I’d be glad to help you.”); and that questions about their own schedule come to you. No reasons and no details, even if people ask. If they resigned on good terms, you can thank them and wish them well.
Related
- Telling the team Someone’s gone as of today. The team hears it from you before the group chat does.
- Termination letter template Performance, conduct or position eliminated, each in Word and PDF with an example.
- Employee termination checklist The steps of a departure on one list, from final pay and notices to keys and logins.
- Resignation acceptance letter The same-day letter that confirms the last day, the final pay and what comes back.
Free
Get the employee departure announcement
The Word file to fill in and the PDF, each with the blank form and a filled-in example. We’ll also send Script 1 from the Playbook, the complete first conversation, word for word.
Not legal advice. Practical wording and process guidance for business owners, written for workplaces in the United States. For a specific situation, talk to an employment attorney licensed in your state.