--- title: "Announcing Employee Departures: How to Break the News" description: Our experienced HR consultants discuss the best strategies for announcing an employee is leaving your company, from voluntary resignation to termination. image: https://blog.axcethr.com/hubfs/Aug%2026%20Blog%20Image.png --- - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![AxcetHR Solutions Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png)](https://www.axcethr.com/) - [About Us](https://www.axcethr.com/about-us/) - [Corporate Philantropy](https://www.axcethr.com/about-us/corporate-philanthropy/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Values and Culture](https://www.axcethr.com/about-us/values-and-culture/) - [Kansas PEO](https://www.axcethr.com/about-us/kansas-peo/) - [Missouri PEO](https://www.axcethr.com/about-us/missouri-peo/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [Why Choose Axcet?](https://www.axcethr.com/why-axcet/) - [About PEOs](https://www.axcethr.com/why-axcet/about-peos/) - [PEO Cost](https://www.axcethr.com/peo-cost/) - [Switching PEOs](https://www.axcethr.com/switching-peos/) - [Certified PEO](https://www.axcethr.com/why-axcet/certified-peo/) - [HR Outsource Options](https://www.axcethr.com/why-axcet/outsourcing-options/) - [Client Reviews](https://www.axcethr.com/why-axcet/client-reviews/) - [PEO Services](https://www.axcethr.com/services/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Workers' Comp. and Employee Safety Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Expertise](https://www.axcethr.com/expertise/) - [PEO Expertise You Can Trust](https://www.axcethr.com/expertise/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [Subscribe to the Blog](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Blog](https://blog.axcethr.com) - [Schedule a Consultation](https://www.axcethr.com/schedule-consultation/) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [Client Reviews](https://www.axcethr.com/why-axcet/client-reviews/) - [Why Choose Axcet?](https://www.axcethr.com/why-axcet/) - [About PEOs](https://www.axcethr.com/why-axcet/about-peos/) - [Certified PEO](https://www.axcethr.com/why-axcet/certified-peo/) - [Options to Outsource Human Resources](https://www.axcethr.com/why-axcet/outsourcing-options/) - [Services](https://www.axcethr.com/services/) - [Complete List of Services](https://www.axcethr.com/services/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Risk Management](https://www.axcethr.com/services/risk-management/) - [Payroll Administration](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Expertise](https://www.axcethr.com/expertise/) - [Expertise You Can Trust](https://www.axcethr.com/expertise/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [Blog](https://blog.axcethr.com/) - [Subscribe to the Blog](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [About Us](https://www.axcethr.com/about-us/) - [Community Involvement](https://www.axcethr.com/about-us/community-involvement/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![fuel-blog-logo](https://blog.axcethr.com/hs-fs/hubfs/fuel-blog-logo.png?width=310&height=97&name=fuel-blog-logo.png)](https://blog.axcethr.com) Filter Blog by Topic - [Human Resources](https://blog.axcethr.com/topic/human-resources) - [Payroll Administration](https://blog.axcethr.com/topic/payroll-administration) - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [All about COVID-19 in the Workplace](https://blog.axcethr.com/topic/covid19) - [Kansas & Missouri HR News](https://blog.axcethr.com/topic/kansas-and-missouri-hr-news) - [Kansas City Interest News](https://blog.axcethr.com/topic/kansas-city-interest-news) - [PEO/HRO](https://blog.axcethr.com/topic/peo) - Choose Topic: - [Human Resources](https://blog.axcethr.com/topic/human-resources) - Payroll Administrations - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [PEO](https://blog.axcethr.com/topic/peo) # Announcing Employee Departures: How to Break the News By [Cori McClish](https://blog.axcethr.com/author/cori-mcclish) on [Aug 26, 2019](https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news) 2 min read [0 comment(s)](https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news#comments-listing) Share this: - - - - [whatsapp://send?text=https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news](whatsapp://send?text=https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news) - [mailto:?subject=Announcing%20Employee%20Departures:%20How%20to%20Break%20the%20News&body=https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news](mailto:?subject=Announcing%20Employee%20Departures:%20How%20to%20Break%20the%20News&body=https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news) ![Aug 26 Blog Image](https://blog.axcethr.com/hs-fs/hubfs/Aug%2026%20Blog%20Image.webp?width=840&name=Aug%2026%20Blog%20Image.webp) Occasionally, when an employee leaves a company voluntarily or involuntarily, colleagues heave a sigh of relief. More often, though, a worker who has chosen to move on was a valued team member, and his or her decision may leave peers feeling confused and sad. The job of announcing the departure and addressing employees’ emotions falls to small business owners or managers, who must walk a fine line between saying too much and not enough as they communicate vital information, quash rumors and reassure remaining team members. ## The Good Goodbye Generally speaking, these announcements should be made as soon as possible and should focus on the departure’s impact rather than the reason behind it. To protect morale and discourage speculation, employers should share the transition strategy, describe plans for filling the position and name the staff member or members who will be temporarily assuming the departing employee’s responsibilities. The best way to communicate the news internally is via email, unless the company is very small or everyone works closely together. In those scenarios, employers may choose to make the announcement at a staff meeting. Employers should date any written communication and note when the employee’s last day will be. Wording will vary based on the circumstances surrounding the departure, but employers should be concise and, to limit legal liability, avoid commenting on the exiting employee’s job performance. Expressing appreciation for the employee’s service and wishing him or her future success are appropriate no matter the situation. [![New call-to-action](https://no-cache.hubspot.com/cta/default/2652187/6fac17af-ebc2-45f3-b46b-e9041136f4b3.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/6fac17af-ebc2-45f3-b46b-e9041136f4b3) ## Voluntary Departures In cases of retirement or an employee leaving for a career-advancing position or other reasons unrelated to performance, emphasize gratitude for the departing employee’s contributions to the company. You also may want to mention specific characteristics you believe will serve the employee well going forward. With the employee’s permission, also consider including the reason for the departure or sharing the employees’ future plans so remaining workers understand the separation is taking place on good terms. [![Four risks employers face when terminating employees](https://no-cache.hubspot.com/cta/default/2652187/47d377a2-9bcd-4f55-b931-5d650d03d14f.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/47d377a2-9bcd-4f55-b931-5d650d03d14f) ## Involuntary Departures Crafting messages announcing employee terminations will require even greater care. Brevity is best. Writing a memo that states an employee has left the company effective on a specific date, describes the transition plan, provides the name of the team member remaining employees can contact with questions and wishes the employee future success should suffice. To mitigate legal risks, avoid saying the employee was fired or terminated, and remind employees that discussing employee separations is against company policy. Clearly communicate to managers that they are not allowed to discuss the reasons an employee has been fired. Be discreet, gracious and professional in your dealings with all departing employees. This will show those who are still on the payroll that the company values employees and that all workers will be allowed to exit gracefully, whether the departure is your decision or theirs. [![Unemployment claims management support from Axcet HR Solutions for small businesses](https://no-cache.hubspot.com/cta/default/2652187/interactive-189244092484.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLIyWhWseUcYbqraOOcvubffMNEvlxL2GIXHIeaNYyT1CHf5VPVjTtPKubEDYAH3DDP9SaFby8J4T5vxWg6zJd%2Fjm1GKNEnCQBYeFaRTe2w0k2RnAm91N4WgcqVBoo29dbIoFJ3a%2FKnyfJX3cpWvUcgPb0uyEOwg3axi6aB%2Bc116wVepwwV8iLJ6oU1sSv%2BDWMtz6SKLp%2BtXemhLVTrkxh8A5mIeP866Sm%2FuUlppgG1vfcwAFFdWhJ6D12kiG9orHRAirvtGHiZqqQ7JbuoMUp2j6VU8vTKsUG6xb7LSNcxg34k%3D&webInteractiveContentId=189244092484&portalId=2652187) Turn to Axcet HR Solutions for assistance with all [end-of-employment lifecycle duties](https://www.axcethr.com/services/human-resources/unemployment-claims-management/).  [![Who is Kansas City PEO Axcet HR Solutions](https://no-cache.hubspot.com/cta/default/2652187/3dcd9c0b-5406-4436-a4ff-627adc472968.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/3dcd9c0b-5406-4436-a4ff-627adc472968) [![Cori McClish](https://blog.axcethr.com/hs-fs/hubfs/Cori%202.jpg?width=80&height=80&name=Cori%202.jpg)](https://blog.axcethr.com/author/cori-mcclish) Written by #### [Cori McClish](https://blog.axcethr.com/author/cori-mcclish) [View all posts →](https://blog.axcethr.com/author/cori-mcclish) ### Get HR Updates ### Table of Contents ### Related Resources - [services Human Resources](https://www.axcethr.com/services/human-resources/) #### [Everyone Belongs: A Guide to Inclusion in the Workplace ![A Guide to Inclusion in the Workplace](https://blog.axcethr.com/hubfs/Stock%20images/Creative%20team%20putting%20their%20hands%20together%20in%20circle.jpeg)](https://blog.axcethr.com/everyone-belongs-a-guide-to-inclusion-in-the-workplace) #### [![Axcet HR Solutions Named 2019 Best Places to Work by Kansas City Business Journal](https://blog.axcethr.com/hubfs/Blog%20Image%20Aug%2022.png) Axcet HR Solutions Named 2019 Best Places to Work by Kansas City Business Journal](https://blog.axcethr.com/axcet-hr-solutions-named-2019-best-places-to-work-by-kansas-city-business-journal) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ![](https://dc.ads.linkedin.com/collect/?pid=43031&fmt=gif) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Cori McClish", "url" : "https://blog.axcethr.com/author/cori-mcclish" }, "dateModified" : "2025-04-25T16:37:53.730Z", "datePublished" : "2019-08-26T16:26:21.000Z", "headline" : "Announcing Employee Departures: How to Break the News", "image" : [ "https://blog.axcethr.com/hubfs/Aug%2026%20Blog%20Image.png" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. Founded in Kansas City in 1988 with 35+ years of expertise.", "foundingDate" : "1988", "foundingLocation" : { "@type" : "Place", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" } }, "hasOfferCatalog" : { "@type" : "OfferCatalog", "itemListElement" : [ { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "description" : "Comprehensive HR management services including recruitment, retention, performance management, and company culture development", "name" : "Human Resources Management" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "description" : "Accurate payroll processing and payroll tax filing with dedicated payroll consultants", "name" : "Payroll Processing" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "description" : "Group employee benefits management including health insurance evaluation, selection, and administration", "name" : "Employee Benefits Administration" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "description" : "Workplace safety compliance and risk management solutions", "name" : "Risk Management" } }, { "@type" : "Offer", "itemOffered" : { "@type" : "Service", "description" : "Employment law compliance, regulatory reporting, and guidance from employment law attorneys", "name" : "HR Compliance & Legal Support" } } ], "name" : "HR Solutions Services" }, "keywords" : "PEO, Professional Employer Organization, HR Solutions, Human Resources Outsourcing, Payroll Services, Employee Benefits, Kansas City PEO, Small Business HR, Mid-Sized Business HR, HR Consulting, IRS Certified PEO, CPEO", "knowsAbout" : [ "Human Resources Management", "Professional Employer Organization", "PEO Services", "Payroll Processing", "Employee Benefits Administration", "Risk Management", "HR Compliance", "Health Plan Management", "Talent Recruitment", "Performance Management", "Workplace Safety", "Employment Law Compliance" ], "legalName" : "Axcet HR Solutions", "logo" : { "@type" : "ImageObject", "url" : "https://www.axcethr.com/wp-content/uploads/axcet-logo.png" }, "memberOf" : { "@type" : "Organization", "name" : "IRS Certified Professional Employer Organizations" }, "name" : "Axcet HR Solutions", "numberOfEmployees" : { "@type" : "QuantitativeValue", "value" : "50-200" }, "sameAs" : [ "https://blog.axcethr.com" ], "slogan" : "HR Support That Drives Success", "url" : "https://www.axcethr.com" } ``` ```json { "@context" : "https://schema.org", "@id" : "https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news#article", "@type" : "BlogPosting", "alternativeHeadline" : "Occasionally, when an employee leaves a company voluntarily false", "articleBody" : "Occasionally, when an employee leaves a company voluntarily or involuntarily, colleagues heave a sigh of relief. More often, though, a worker who has chosen to move on was a valued team member, and his or her decision may leave peers feeling confused and sad. The job of announcing the departure and addressing employees’ emotions falls to small business owners or managers, who must walk a fine line between saying too much and not enough as they communicate vital information, quash rumors and reassure remaining team members. The Good Goodbye Generally speaking, these announcements should be made as soon as possible and should focus on the departure’s impact rather than the reason behind it. To protect morale and discourage speculation, employers should share the transition strategy, describe plans for filling the position and name the staff member or members who will be temporarily assuming the departing employee’s responsibilities. The best way to communicate the news internally is via email, unless the company is very small or everyone works closely together. In those scenarios, employers may choose to make the announcement at a staff meeting. Employers should date any written communication and note when the employee’s last day will be. Wording will vary based on the circumstances surrounding the departure, but employers should be concise and, to limit legal liability, avoid commenting on the exiting employee’s job performance. Expressing appreciation for the employee’s service and wishing him or her future success are appropriate no matter the situation. Voluntary Departures In cases of retirement or an employee leaving for a career-advancing position or other reasons unrelated to performance, emphasize gratitude for the departing employee’s contributions to the company. You also may want to mention specific characteristics you believe will serve the employee well going forward. With the employee’s permission, also consider including the reason for the departure or sharing the employees’ future plans so remaining workers understand the separation is taking place on good terms. Involuntary Departures Crafting messages announcing employee terminations will require even greater care. Brevity is best. Writing a memo that states an employee has left the company effective on a specific date, describes the transition plan, provides the name of the team member remaining employees can contact with questions and wishes the employee future success should suffice. To mitigate legal risks, avoid saying the employee was fired or terminated, and remind employees that discussing employee separations is against company policy. Clearly communicate to managers that they are not allowed to discuss the reasons an employee has been fired. Be discreet, gracious and professional in your dealings with all departing employees. This will show those who are still on the payroll that the company values employees and that all workers will be allowed to exit gracefully, whether the departure is your decision or theirs. Turn to Axcet HR Solutions for assistance with all end-of-employment lifecycle duties.", "author" : { "@id" : "https://blog.axcethr.com/author/cori-mcclish#author", "@type" : "Person", "name" : "Cori McClish", "url" : "https://blog.axcethr.com/author/cori-mcclish" }, "dateCreated" : "2019-08-26", "dateModified" : "2025-04-25", "datePublished" : "2019-08-26", "description" : "Occasionally, when an employee leaves a company voluntarily or involuntarily, colleagues heave a sigh of relief. More often, though, a worker who has chosen to move on was a valued team member, and his or her decision may leave peers feeling confused and sad. The job of announcing the departure and addressing employees’ emotions falls to ...", "editor" : "Cori McClish", "genre" : "Human Resources and Employee Management", "headline" : "Announcing Employee Departures: How to Break the News", "image" : "https://cdn2.hubspot.net/hubfs/2652187/Aug%2026%20Blog%20Image.png", "keywords" : "Human Resources, how to announce employee departure, announcement of employee termination, employee departure announcement, announcement of employee leaving company, announcement of employee leaving, how to inform staff of employee resignation, notice of employee leaving, letter announcing employee leaving, Employee Relations", "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news", "@type" : "WebPage" }, "publisher" : { "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hs-fs/hubfs/axcethr_logo_white.png?width=225&name=axcethr_logo_white.png" }, "name" : "Axcet HR Solutions" }, "url" : "https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news", "wordCount" : "3131" } ``` ```json { "@context" : "https://schema.org", "@type" : "BreadcrumbList", "itemListElement" : [ { "@type" : "ListItem", "item" : "https://www.axcethr.com/", "name" : "Home", "position" : 1 }, { "@type" : "ListItem", "item" : "https://insights.axcethr.com/", "name" : "Insights", "position" : 2 }, { "@type" : "ListItem", "item" : "https://insights.axcethr.com/tag/human-resources", "name" : "Human Resources", "position" : 3 }, { "@type" : "ListItem", "item" : "https://blog.axcethr.com/announcing-employee-departures-how-to-break-the-news", "name" : "Announcing Employee Departures: How to Break the News", "position" : 4 } ] } ```