What is Sample Letter Informing Client About Employee Resignation?
A resignation notification letter is a formal yet personal message sent to clients when an employee who has worked closely with them is leaving the company. It serves as a professional courtesy, ensuring transparency and continuity while preserving the client relationship.
Why It Matters
Clients appreciate honesty and clarity, especially when they’ve built a rapport with a team member. A well-written letter:
- Maintains trust by addressing the change proactively
- Reassures clients about uninterrupted service
- Provides an opportunity to introduce new contacts
- Demonstrates professionalism during transitions
How to Use or Apply Sample Letter Informing Client About Employee Resignation
Customize the template to reflect your company’s voice and the specifics of the situation. Key elements to include:
- Personalized greeting: Address the client by name
- Clear announcement: State the employee’s departure upfront
- Transition details: Explain next steps and new points of contact
- Gratitude: Acknowledge the client’s relationship with the departing employee
Common Mistakes to Avoid
- Being too vague: Clients may worry about service disruptions
- Oversharing: Keep the reason for departure professional
- Delaying notification: Send the letter as soon as possible
- Forgetting the human element: Acknowledge the personal connection
5 Example Letters
1. Formal Corporate Resignation Notification
Dear [Client’s Name],
I’m writing to inform you that [Employee’s Name], who has been your primary contact for [specific services], will be leaving our company on [last working day]. [He/She/They] has accepted another opportunity, and while we’re sad to see [him/her/them] go, we respect this career decision.
To ensure a seamless transition, [New Contact’s Name] will be taking over your account starting [date]. [He/She/They] comes with [X years] of experience in [relevant field] and has been fully briefed on your account details.
We’ve scheduled a handover meeting on [date] where [Employee’s Name] will introduce you to [New Contact’s Name]. In the meantime, both will be available to address any questions.
Thank you for your understanding during this transition. We remain committed to delivering the same high-quality service you’ve come to expect from us.
Best regards,
[Your Name]
[Your Position]
[Company Name]
2. Warm Transition Letter for Long-term Client
Dear [Client’s Name],
After [X] wonderful years working with you, I’m writing with mixed emotions to share that [Employee’s Name] will be leaving our team on [date]. Many of you have worked closely with [him/her/them] since [year], and we want to personally acknowledge this transition.
While goodbyes are never easy, we’re excited to introduce [New Contact’s Name], who brings [specific qualifications] to your account. [Employee’s Name] has spent the past [time period] ensuring [New Contact’s Name] is fully prepared to serve you.
We’d love to arrange a video call next week to make proper introductions. In the meantime, please don’t hesitate to reach out to either of us with any questions.
With gratitude for your continued partnership,
Warm regards,
[Your Name]
[Your Position]
[Company Name]
3. Concise Resignation Notice for Multiple Clients
Subject: Important Service Update – Team Change Notification
Dear Valued Client,
We want to inform you about an upcoming change to your service team. [Employee’s Name], your current [position], will be departing on [date].
Rest assured, we’ve taken steps to ensure no disruption to your service. [New Contact’s Name] will assume responsibility for your account and can be reached at [email/phone].
A transition document has been prepared summarizing all current projects and next steps. Please let us know if you’d like to schedule an introductory call.
Thank you for your trust in our team.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
4. Creative Industry Resignation Announcement
Hi [Client’s First Name],
Big news (the bittersweet kind)! After [X] incredible projects together, [Employee’s Name] is embarking on a new adventure starting [date]. While we’ll miss [his/her/their] [specific talents], we’re excited for what’s next for [him/her/them].
The fabulous [New Contact’s Name] will be stepping in. You’ll love [his/her/their] [relevant skills] and [personality traits]. We’ve scheduled overlap time to ensure every detail is handled.
Let’s grab coffee soon so you can meet [New Contact’s Name] in person. Until then, both are available for any questions.
Cheers to new chapters!
Best,
[Your Name]
[Your Position]
[Company Name]
5. Technical Account Transition Letter
Subject: Account Transition Notification – [Employee Name] Departure
Dear [Client’s Name],
This notice serves to formally communicate that effective [date], [Employee’s Name] will no longer serve as your [position title]. All account credentials, documentation, and project status reports have been transferred to our systems.
Your new primary contact will be [New Contact’s Name], [position title], who possesses [specific technical certifications]. [He/She/They] has completed knowledge transfer sessions covering:
- Your current project milestones
- Outstanding action items
- All scheduled maintenance
For security purposes, please update your records with [New Contact’s] direct line: [phone] and email: [address].
We appreciate your prompt attention to this matter.
Regards,
[Your Name]
[IT/Operations Manager]
[Company Name]
Conclusion and Tips
When informing clients about an employee’s resignation, balance professionalism with genuine care. The transition period is an opportunity to reinforce client confidence in your team’s reliability. For more letter examples, visit Letter Sample GG.
Remember to:
- Send notifications promptly after the resignation is accepted
- Highlight continuity of service
- Offer multiple channels for follow-up questions
- Keep the tone appropriate for your industry
FAQs About Sample Letter Informing Client About Employee Resignation
How soon should I notify clients after an employee resigns?
Ideally within 2-3 business days of accepting the resignation, allowing time to determine transition plans.
Should we mention where the employee is going?
Only if the employee approves and it’s relevant to maintain professional connections.
What if the employee handled sensitive accounts?
Consider additional security measures like password changes and document the transition thoroughly.
Can we include a farewell message from the employee?
Yes, if appropriate and brief. Some employees include 1-2 sentences of appreciation.
How detailed should the handover information be?
Provide enough detail to reassure clients but avoid overwhelming them. Save comprehensive documentation for the new contact.
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