Sample letter to clients about employee leaving

It's not always predictable how careers evolve. If ambitious workers are loyal and stay for a long time, or that they look further for other places where they think they can earn more or have more value. Relationships are built every day between employees and customers. If an employee decides to depart, it's best to announce this just before, or just after, the employee left the organization. By contacting your clients and letting them know that your staff has resigned, you can introduce the new contact person directly. But how do that that the right way?

How to announce to clients about an employee that is leaving?

An employee to most customers is not 'just an employee'. As employees can be strongly connected with the name and image of the company that they represent. Whatever the circumstances of your employee leaving the organization, this announcement can be sent to your clients regarding his or her resignation. It will help you write a polite letter with the right intonation. In general, a resignation announcement letter should be a short letter, formally notifying your customer that your staff departed the organization. They are also company representatives, and being a representative comes with a lot of responsibilities toward the management and the client. When they leave, this has to be organized carefully, so the impact will be limited and controlled. 

Here are a few tips for following best practices regarding announcing a change of staff or when an employee has resigned:

1. Use a professional business or sales letter correspondence format, including the company header;
2. Be mindful of your subject line, for example: "fresh blood" or "join us in congratulating person for his next step";
3. Invite the client for a meeting at the office with the new staff member that takes over;
4. Proofread the letter.

The idea is to explain the communication with that employee has ended, and you will have to introduce a new contact that can take over the conversation where it was left. Such a letter can help you leave a positive association and gives a solid impression of your company, that it's not only depending on 1 person but that there is a whole team behind it. Consider leaving a few days in between the actual departing date of your staff member, so they can say goodbye to their clients. We hope you made the best decision and this Letter to customer (for example contractors, investors, creditors, or simply clients) announcing resignation can be of good use to you, to write a gentle resignation letter. 

Sample letter to clients about an employee leaving:

Dear Sir/Madam {{Name}}, / To whom it may concern,

I am writing this letter to inform you about the resignation of {{Name}} who was a {{Job title}}. in {{Organization name}} and was able to deal with the fresh clients. 

{{Name}} who was a competent member of our team left the company because of his immigration from the country. {{He/She}} indicated the company that due to some family reasons; {{He/She}} must shift to another country. 

As it is obvious that he was unable to keep working in our company, that is why he submitted a letter of resignation to the HR Manager of the company giving very impactful and effective feedback about his era of working with {{Organization name}}.

He also informed the manager that he was an associate to you in maintaining your contract with the company and accounts as well. As {{Name}} is no more part of {{Organization name}}, that is why you are informed that {{New Contact Name}} will look after your contract's details and accounts further. 

For further details, do not hesitate to dial {{Phone number}} or write to {{Email}}.

Thanking you,

Resignation announcement from the employee himself or herself to the client:

If written from the perspective of the employee him or herself to the customer, you can check out this Letter to customer announcing resignation:

Please be informed that I have resigned from my post at Company Name. It has been a pleasure working with you throughout the years and I wish you all success and prosperity.
Mr. X will be handling your accounts and shall act as your first point of contact. Your association with Company Name will remain as solid and satisfactory as ever. Enclosed are Mr. X’s contact details for your reference. I will be available until some date, so please feel free to contact me as well.

Download this resignation announcing letter to clients or customers about an employee leaving!