An employee leaving? Need to tell your clients? A “Sample Letter To Notify Clients Of Employee Resignation” can help. Use it when a key employee resigns. It keeps clients informed and maintains trust.
We know writing this letter isn’t fun. That’s why we’ve got you covered. We’ll share ready-to-use templates.
These samples make things easy. You can quickly adapt them. Get ready to communicate smoothly and professionally.
Sample Letter To Notify Clients Of Employee Resignation
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
**Subject: Important Update Regarding Your Account**
Dear [Client Name],
We are writing to inform you that [Employee Name], your dedicated contact at [Your Company Name], will be leaving the company on [Date].
We understand that [Employee Name] has built a strong relationship with you, and we appreciate the trust you have placed in them. We assure you that we are committed to ensuring a smooth transition.
Effective [Date], [New Employee Name] will be your primary contact. [New Employee Name] has extensive experience in [Relevant Field] and is well-equipped to handle your account. You can reach [New Employee Name] at [New Employee Email Address] or [New Employee Phone Number].
We value your business and look forward to continuing to provide you with excellent service. We thank you for your understanding during this transition.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
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How to Write Letter To Notify Clients Of Employee Resignation
Subject Line: Crafting the Initial Impression
- Keep it concise and professional.
- Clearly state the employee’s departure and the reason.
- Example: “Notification of [Employee Name]’s Resignation and Transition Plan” or “Important Update: [Employee Name]’s Departure from [Company Name]”.
- Avoid ambiguity; be forthright about the situation.
Salutation: Addressing Your Valued Clients
- Use a formal salutation.
- “Dear Valued Client,” or “Dear [Client Name],” are both appropriate.
- Personalize if possible, especially if you have a strong rapport with the client.
- Refrain from overly familiar greetings.
Introduction: Delivering the News with Poise
- Begin by acknowledging the employee’s service.
- State the resignation clearly and gracefully.
- Indicate the effective date of their departure.
- Example: “I am writing to inform you that [Employee Name] has tendered their resignation from [Company Name], effective [Date].”
Body: Ensuring a Seamless Transition
- Highlight the steps being taken to ensure a smooth transition.
- Introduce the employee who will be taking over the client’s account, if applicable.
- Provide contact information for the new point of contact.
- Reassure the client that services will not be disrupted.
- Convey commitment to continued support.
Expressing Gratitude: Acknowledging the Client’s Partnership
- Express gratitude for the client’s business and partnership.
- Reiterate the company’s dedication to their needs.
- This reinforces the firm’s commitment despite personnel changes.
- Acknowledge their understanding during this transition.
Offering Assistance: Going the Extra Mile
- Offer to answer any questions or address any concerns the client may have.
- Propose a meeting or call to discuss the transition in more detail.
- Demonstrate proactive support.
- Let them know you are available to attenuate any potential issues.
Closing: Finalizing with Professionalism
- Use a formal closing.
- “Sincerely,” “Best regards,” or “Respectfully,” are all suitable.
- Include your name, title, and contact information.
- Ensure the closing reflects the overall tone of the letter: professional and reassuring.
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Frequently Asked Questions: Employee Resignation Notification
This section addresses common queries regarding notifying clients about an employee’s departure. It offers guidance on crafting professional and informative resignation announcements.
What information should I include in the resignation notification?
Include the employee’s name, last day of employment, a brief expression of gratitude for their service, and details about who will handle their responsibilities moving forward.
How soon after the employee’s resignation should I notify clients?
Notify clients as soon as reasonably possible after the employee’s resignation is confirmed, ideally before the employee’s last day.
Should I explain the reason for the employee’s departure?
Generally, it’s best to avoid disclosing the reason for the resignation. Focus on the transition and continuity of service.
Who should send the notification?
Ideally, the notification should come from a senior manager or someone in a leadership position to emphasize the importance of the announcement.
What tone should I use in the notification?
Maintain a professional, positive, and reassuring tone. Emphasize the company’s commitment to continued service and a smooth transition.