How to Tell Clients an Employee Has Left Your Firm

There are various ways to notify a client of an employee's resignation. But the critical thing to remember is that managing an employee's resignation can stop your clients from feeling ignored. 

To maintain that relationship, you must notify the client of an employee's resignation as soon as feasible using a logical, systematic approach. 

Begin with informing your staff of the change. However, a resignation announcement to coworkers from the ex-employee may or may not be the best option. 

 

Form a transition team

According to Insperity, you should form a transition team to ensure that everything runs smoothly when your employee leaves. The primary responsibility of the transition team is to address any questions, complaints, or issues that the client may have once a new point of contact starts working on its account. 

It is always a smart idea to have a supervisor on the transition team, so your client knows you appreciate their business. Ensure that your transition team assesses the client's account, forthcoming deadlines, and preferred means of service that your existing employee employs.

 

Give clients enough lead time

When making an employee departure announcement to a client, it is critical to notify the client as soon as feasible. This allows your client to make plans to begin working with a new staff member, and it also gives you a chance to reassure your client that you will deliver the same level of service that it expects. 

You may only be able to provide two weeks' notice in some cases, but once you receive notification from your employee, you must contact your clients in a day or two at the most.

 

Choose a new point of contact for your client

Citrus HR says that as you prepare to send an email telling clients of your employee's resignation, it is critical that you appoint a new staff member to take over the client's account. You will not be able to accomplish a smooth transition until you choose a new point of contact for your client. 

You should not email a client about an employee's resignation unless you know who is taking over the account.

Ensure that the new account lead is informed of the client's requirements, so there is no interruption in service. Sending a resignation email to clients that does not contain the name of the new representative can cause confusion and mistrust in the minds of your clients.

 

Introduce the new point of contact personally

Whether you utilise a sample letter to clients about an employee departing or emailing them, you should still schedule a meeting between your new point person and your client as a formal introduction. 

This can help develop a positive rapport between the client and the new representative and allow your new point person to express the abilities and expertise that make that individual the ideal substitute. 

Building trust with the client is essential for a successful transfer, and a face-to-face meeting with the new point person is an excellent place to start.

 

Stay positive

During this transition period, you should avoid disclosing any information regarding why your employee departed your organisation. In some instances, you may have fired the employee, while in others, the individual may have left to pursue other opportunities. 

In any scenario, you should simply advise the client that the individual is no longer employed by your organisation and provide no further information. 

Speaking poorly about that person could harm your future relationship with the client, especially if the client trusted the departing employee.

 

You can avoid any negative outcomes if you approach this matter with honesty and your client's concerns in mind.

 

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