How to Announce That a Team Member Is Leaving

When someone leaves a team, people want to know three things: who is leaving, when, and what it means for their work. If the announcement does not answer those quickly, the gap fills with speculation.

A good departure announcement is short, warm where appropriate, and practical about handover. It also respects the departing person’s privacy, especially when the exit was not their choice.

Agree The Message With The Person First

For voluntary departures, ask the person:

• Whether they want to tell the team themselves first.
• How much they want shared about where they are going.
• How they would like to say goodbye.

For involuntary departures, the person’s privacy and dignity come first, and HR guidance on what can be said applies. Do not share reasons.

The Internal Announcement

Include:

1. Who is leaving and their last day.
2. A genuine thank-you, specific where possible.
3. Handover arrangements: who covers what.
4. How to say goodbye, if applicable.

Before:

FYI Tom is leaving us, last day is the 30th. We’ll figure out cover. Drinks TBC.

After:

Tom has decided to leave us for a new role, and his last day will be Friday 30 October. Over the past three years Tom built our supplier onboarding process from scratch, and many of us have relied on his calm in a crisis. Until we hire his replacement, Aisha will cover supplier queries and I will handle contract renewals. We will have leaving drinks on Thursday 29 October from 17:30; details to follow. Please join me in thanking Tom and wishing him well.

The second version answers every practical question and gives a specific, sincere thank-you.

When The Departure Was Not Voluntary

Keep it short and neutral:

Sam is no longer with the company, effective today. Please send any supplier queries to Aisha while we arrange longer-term cover. Thank you for your understanding.

Do not explain, imply reasons, or invite discussion. Answer questions individually with “I am not able to share more, but here is what it means for your work.”

Telling Clients

Clients need continuity more than detail. Ideally, the departing person and their replacement or cover write together, or the manager writes with a clear handover:

I wanted to let you know that Tom will be leaving us at the end of October. From 2 November, Aisha will be your main contact; she has been working alongside Tom on your account and is fully up to date. Tom and Aisha would like to schedule a short handover call with you next week.

See how to write a handoff email when you change roles and how to write a clear task handoff.

Timing

• Tell the immediate team first, ideally in person or on a call, then follow with the written announcement.
• Tell key clients before any wider announcement reaches them.
• Avoid announcing on Friday afternoon, which leaves people speculating over the weekend.

Respect Confidentiality

Personal reasons for leaving, health, performance and legal matters are private. In some jurisdictions, disclosing reasons for a dismissal can also create legal risk. When in doubt, check with HR. Acas publishes practical UK guidance on how dismissals and other exits should be handled.

A Context For Departure Announcements

A Wrivio Context for this could say:

Rewrite this as a team announcement about a colleague leaving. Warm, respectful and practical. State who is leaving and their last day, a specific thank-you, handover arrangements, and any farewell plans. Keep every name, date, role and arrangement exactly as written. Do not add reasons for leaving, praise or plans that are not in the original.

Press Ctrl+Shift+Space, paste your draft, and check the handover details are right. See how to write a farewell email when leaving a job for the departing person’s side.

Common Questions

Should I say why someone is leaving?

Only what the person has agreed to share, such as “for a new role”. For involuntary exits, do not share reasons.

Who should announce a departure, the manager or the person leaving?

Often both: the person tells close colleagues personally, and the manager sends the formal announcement with handover details. Agree the order with them.

How soon should I announce?

Once the departure is confirmed and the person has had a chance to tell close colleagues. Leaving it too late makes handover harder and invites rumours.

What if the team is upset?

Acknowledge it, especially if the person was valued, and be clear about how work will be covered. Uncertainty is usually the main source of anxiety.

Download Wrivio for Windows to write departure announcements that are warm, clear and respectful.