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Employee Departure Communications Plan

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Our Employee Departure Communications Plan Template outlines steps to ensure seamless and respectful communication internally and externally during employee departures, maintaining company reputation and morale.

Reading time
How long to understand and implement this template?
5 mins
Word count
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What is an Employee Departure Communications Plan?

The purpose of this Employee Departure Communications Plan is to provide you with a flexible and customisable document to serve as a robust and effective starting point for you.

By using our Employee Departure Communications Plan, you can streamline your process, maintain consistency and accuracy, and save time, and it can be easily adapted to fit your specific scenario.

Best practice timescale for this to be issued
When should this template be issued?
As and when required
Issued by who, to whom
Who should issue this template, and to whom?
The Company (you) to the Company (you)
Applicable legal jurisdictions
In which jurisdictions can this template be used?
Great Britain & NI (United Kingdom), Worldwide

Employee Departure Communications Plan


The Employee Departure Communications Plan outlines the strategy and tactics for effectively communicating with employees when they leave the business, ensuring a smooth transition and maintaining positive relationships.

1. Objectives:

  • Provide timely and respectful communication to departing employees.
  • Minimise disruption to the team and ensure continuity of operations.
  • Preserve morale and morale of remaining employees.
  • Protect the company's reputation and brand integrity.

2. Audience:

  • Departing employee(s) and their immediate team or department.
  • Relevant stakeholders, including HR, managers, and senior leadership.
  • Remaining employees impacted by the departure.

3. Communication Channels:

  • Direct Meeting: Schedule a private meeting with the departing employee(s) to discuss the departure, express gratitude for their contributions, and outline next steps.
  • Team Announcement: Notify the departing employee's team or department of the departure in a team meeting or via email, emphasising the company's appreciation for their work and providing reassurance about continuity.
  • Email Announcement: Send a company-wide email announcement to inform all employees of the departure, emphasising confidentiality and respect for the departing employee's privacy.
  • Individual Meetings: Schedule one-on-one meetings with key stakeholders, including clients, vendors, and partners, to communicate the departure and ensure a smooth transition of responsibilities.
  • Intranet/Company Website: Post a brief announcement on the company intranet or website to inform employees of the departure and provide contact information for any questions or concerns.

4. Messaging Guidelines:

  • Respect and Gratitude: Express gratitude for the departing employee's contributions and acknowledge their impact on the team and the organisation.
  • Confidentiality: Emphasise the importance of confidentiality and respect for the departing employee's privacy, while providing necessary information to affected stakeholders.
  • Transparency: Be transparent about the reasons for the departure to the extent possible, while maintaining confidentiality and professionalism.
  • Support and Resources: Offer support and resources to the departing employee(s) to assist with their transition, including assistance with job search, references, and access to benefits.

5. Roles and Responsibilities:

  • HR: Coordinate communication efforts and provide guidance on messaging and protocols.
  • Manager/Supervisor: Lead communication with the departing employee(s) and their team, providing support and guidance throughout the transition process.
  • Internal Communications Team: Develop and distribute communication materials, ensuring consistency and alignment with company values and messaging.
  • Remaining Employees: Support and encourage remaining employees impacted by the departure, providing reassurance and addressing any concerns or questions.

6. Implementation Timeline:

  • [Insert timeline for implementing communication plan, including key milestones such as announcement dates and individual meetings.]

7. Approval and Sign-Off:

  • [Insert space for approval and sign-off from relevant stakeholders, including HR, managers, and senior leadership.]

8. Distribution:

  • Distribute the Employee Departure Communications Plan to all relevant stakeholders, including HR representatives, managers, and members of the internal communications team.

9. Review and Updates:

  • Regularly review and update the Employee Departure Communications Plan to reflect changes in personnel, organisational structure, or best practices.


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Our Employee Offboarding Checklist Form Template ensures a thorough and organised process, covering essential steps to smoothly transition departing employees out of the organisation.

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Employee Departure Communications Plan template
Employee Departure Communications Plan
employee departure communications plan