Letter Informing the Client about an Employee’s Resignation

Letter Informing the Client about an Employee’s Resignation

Letters Kate

Despite all the enthusiasm and industrious endeavours to keep pace within the business team, there are certain points at which we have to let go of an employee. An employee is not only an employee, as employees are strongly glued to the name of the company or organizations they are working for, but they are also company representatives, and as representatives, they are themselves the company dealing with many people at one time. They can be contractors, investors, creditors, or simply clients.

When an employee has to resign or even be terminated, the clients must be genuinely informed about the case. There are a few reasons behind that.

Firing and resigning are two main things that get spread about the company quickly. Before your client gets the rumoured and tittle-tattled news about the termination or resignation from somewhere else, spare a moment and tell him about it. In this way, your client will find an official and professional source of information and will definitely realize your professional behaviour and ethics of working.

Another reason to inform the client about the employee’s termination or resignation is that the employee just terminated/resigned may be in a position to represent the company or work with that client specifically on behalf of the company. This way, you inform the client that the employee no longer belongs to you and give an alternative employee or person to associate the remaining tasks.

There can be various reasons behind an employee’s termination/resignation. An employee may resign for better opportunities and career options. Similarly, an employee can be terminated because of his nonprofessional behaviours, lack of competence, or inability to keep up with work demands.

While writing such a letter, you should be honest and genuine. In a few cases, you can be reluctant to give away delicate information or something related to the privacy of the company or the employee. In such cases, one should remain straightforward and there is no need to inform the reason. Keep in mind that the foremost and most significant purpose of writing is to inform the client about the employee’s termination/resignation, showing him further direction through alternative assistance.

Following is a sample letter of that kind:

Sample Letter

Re. Informing the Resignation of Mr. Joe Harari

Dear Sherman,

I am writing this letter to inform you about the resignation of Mr. Joe Harari who was a Customer Care Officer in our company and was in a position to deal with the fresh clients.

Mr. Harari, a competent member of our team, left the company because of his immigration from the country. He told the company that he had to move to another country due to family reasons. As it was obvious that he could not keep working in our company, he submitted a letter of resignation to the HR Manager of the company, giving very impactful and effective feedback about his time working with HBS Groups.

He also informed the manager that he was an associate to you in maintaining your contract with the company and accounts as well. As Harari is no more part of HBS Groups, that is why you are informed that Ms. Jenny Reckart will look after your contract’s details and accounts further. For further details, don’t hesitate to dial +29808383 or write to [Email].

Sincerely

Gray Lockhart

Assistant Manager

HBS Groups and Co, NYC


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