On the occasion of the departure of an employee from a company, it is appropriate that the employer delivers a farewell message to the employee on behalf of the rest of the team.
The way in which this departure is managed and communicated is of paramount importance for the future of the company. Indeed, the farewell messages issued by the employer have a significant impact on the perception of the company by its employees and potentially its customers or the market in general.
These messages not only reflect the company’s organizational culture and values but also influence how other employees perceive departure management and recognition of individual contributions.
This article will look at the key steps to follow to compose a convincing and respectful employee farewell message.
Understand the importance of an employee’s farewell message
In order to produce a good farewell message for an employee, the employer must first understand the importance of such a message.
Indeed, internal communication in companies and employer branding are two related concepts since the first significantly impacts the second.
As a result, when communication around a departure is not adequately managed, the consequences can be detrimental to the company and its image. In these circumstances, this is what communication is for: a development lever for your employer brand.
Good communication management around the departure of a colleague can prevent a feeling of disorganization within the team, disrupting project continuity and operational efficiency.
On the other hand, a lack of adequate communication can create uncertainty among co-workers and foster harmful rumors.
A farewell message to an employee, when well thought out, can not only allay fears and doubts within the team but also serve the company’s reputation.
Prepare the employee’s farewell message
From the moment the employer understands the importance of an employee’s farewell message, they must realize that such a message cannot be improvised. A serious preparation effort is needed to ensure the relevance and sensitivity of the message.
Such preparation can be carried out in three key steps: identifying the reasons for the departure, gathering information on the coworker’s achievements and contributions, and identifying the tone and style to adopt.
Identification of the reasons for departure
Clearly identifying the reasons that lead the employee to leave is essential for the design of the employee’s departure message. In fact, the content of the farewell text to the colleague could vary greatly depending on the reasons for departure.
So, whether it’s due to a well-deserved retirement, a layoff, a new professional opportunity, or a transfer, establishing the reasons allows you to adapt the message according to the specific context of the departure.
Collection of information on the employee’s achievements and contributions
The second, and equally important, step in preparing an employee’s farewell message requires gathering the bulk of the information about the co-worker’s accomplishments and contributions within the company.
This includes professional achievements, successful projects, special skills, and anything else that has had a positive impact on the company and the team.
Thanks to such a history, the employer will be able to express sincere gratitude in their text.
Identification of the tone and style to adopt
Before writing the message, it is crucial to think about the appropriate tone based on the company’s culture and the circumstances. In fact, it is important to ensure that the style and tone adopted reinforce the employer brand.
When you discover the challenges of employer branding for a company, you realize that your organization will benefit from consolidating it by having a tone and style of its own.
Does the employee’s initial message have to contain humor? Should it be formal, warm, friendly, or professional? Adapting the communication style will allow the message to be conveyed in a manner consistent with the company’s values.
Choose the right time for the communication of the employee’s farewell message
The departure of a coworker is a significant event in the life of a company. When an organization creates a team spirit and a friendly work environment, saying goodbye to a team member is sure to impact other colleagues.
This reality should encourage the employer to choose wisely when to announce the departure of the co-worker to the rest of the team. This must be done in such a way that the impact of the news does not have a heavy impact on the company’s activities.
Depending on the circumstances, the timing of an employee’s farewell message can be as important as the message itself to ensure a smooth transition within the company.
Thus, to choose the moment of communication of the employee’s farewell message, it is recommended that the employer, in the first place, avoids delaying the announcement unless necessary.
Indeed, given the importance of such an event, it would be inappropriate for the news of the departure of a coworker to circulate through rumors.
In addition, these kinds of rumors are likely to negatively influence the work environment, impacting the team’s performance just as negatively. The sooner the better.
That said, certain circumstances may justify delaying the timing of the departure announcement until a more appropriate period. These are situations where the company is going through key moments.
It would be preferable to avoid communicating the employee’s farewell message during crucial periods for the company, such as product launches or major events.
Such timing could work against the company, especially if the departing coworker plays an important role in the company’s processes and has a great influence on the team.
In such circumstances, if the time of departure allows, it is preferable to delay the farewell message until a period when the impact of the announcement on the productivity of the company will be less or zero.
In order to prevent rumors from spreading, the departing employee may be asked to remain silent until the official announcement.
Finally, it is important to respect, as much as possible, the wishes of the departing coworker.
If the latter wishes the communication to be made at a particular time, which is not unfavorable to the company, respecting their choice would demonstrate the consideration given to their needs.
Indeed, showing consideration to your team and even its departing members is among the best ideas to improve your employer brand.
Choose the communication channel for the employee’s farewell message
In the same way as the timing choice, the choice of communication channel(s) for the announcement of the departure of a colleague from the company plays an important role.
Indeed, the selected communication channels have a direct impact on the perception of information by coworkers and can influence their understanding and reaction to the news.
It’s important to note that there isn’t a one-size-fits-all solution that would work for every business.
The choice of channels will depend heavily on several factors, such as the size of the team, the structure of the company, and its organizational culture. However, there are certain factors that can guide this choice.
When it is a small team and all employees know each other, oral communication is preferred. This approach humanizes communication and responds immediately to questions and concerns.
Communicating the message to coworkers in person to announce the departure of an employee also shows sensitivity towards them and builds trust within the team.
If the circumstances of the departure are favorable, the employer may go so far as to organize a company party to present the employee’s departure message.
In addition, when the company is larger and has teams that are not directly affected by the departure, an email announcement may be more appropriate.
Establish the content of the employee’s farewell message
When writing a farewell message to a coworker to be presented orally, the employer must give weight to each point discussed and the manner in which it should be delivered.
The announcement of the departure
After the opening of the message, the employer must announce, with sensitivity, the departure of the employee who withdraws from the team.
With respect to the employee’s privacy, it is recommended to briefly explain the reasons that led to this departure. This presentation allows the team to better understand the situation and adapt more easily.
As an employer, however, you must be careful not to disclose inappropriate personal information about the coworker and to treat unnecessary details with discretion.
Are you wondering how employees contribute to improving the company’s image? Be aware that this only happens when the employee deems their employer trustworthy.
So, by being discreet about your employees’ personal lives, even when they’re leaving, you’re showing your entire team how trustworthy you are.
Recognition of the employee’s contributions
Whatever the circumstances of the departure and especially in the event of a conflictual departure, it is essential that in their farewell message to the employee, the employer shows sincere gratitude to the departing employee.
This gratitude can be manifested by the recognition of the contributions made by the colleague to the company. During this stage of the employee’s farewell message, the objective is to highlight the employee’s achievements and positive impacts within the company.
By highlighting the success and specific achievements of the departing coworker, the employer shows not only their recognition for the work done but also their respect for the dedication and expertise provided.
This can include major completed projects, innovations, outstanding results, and other contributions that have impacted the business.
By expressing gratitude for the efforts made, the employer reinforces the employee’s sense of belonging and appreciation.
In addition, the employer can also share anecdotes or concrete examples of the co-worker’s positive contributions to the company in order to bring a human dimension to the message.
These stories illustrate the success and highlights of their career, which reinforces the sense of recognition and further showcases the professional qualities of the employee.
It should be noted that this recognition has several advantages since it also helps to create a positive work environment where employees feel valued for their contributions.
Indeed, employees contribute to improving the corporate image more effectively when they witness the recognition of their employer.
The question of transition
In this part of their employee’s farewell message, the employer will have to explain transparently how the company plans to manage the departure operationally.
This may include reassigning the employee’s responsibilities to other team members, putting in place a transition plan to transfer knowledge and skills, or finding a possible replacement.
The presentation of the transition plan demonstrates the company’s commitment to maintaining effective continuity.
By indicating how ongoing projects will be managed and how the colleague’s missions will be distributed, the employer reassures the team that the departure will not disrupt the smooth running of operations.
Highlighting the company’s commitment to supporting a smooth transition shows that the preparation for departure has been thoughtful and careful. This assures both the departing employee and the remaining team that steps are being taken to minimize disruption.
Showing dynamism on this point is essential, as it could be highlighted in employees’ opinions about the company.
Indeed, consulting a trusted platform for employee reviews is a common habit among talented profiles or customers wishing to know more about the company.
Thus, reading from your employees that your company applies itself to facilitate transition phases will take care of your public image.
The closing of the employee’s farewell message
The closing of the employee’s farewell message is an opportunity to convey sincere wishes, reaffirm appreciation, and ensure open communication for the future.
By concluding the message with wishes for success and good luck to the colleague, the employer expresses warm support for the future.
These wishes reflect the company’s sincere interest in the well-being of the departing employee, even after their departure.
What to remember?
Among the strategies to develop its employer brand that a company could use, good internal communication management is among the most effective.
The farewell message of an employee is precisely an internal communication that the employer is called upon to deliver at certain times in the company’s journey. To write it correctly, there are several key steps that need to be followed.
First, the employer needs to understand the importance of this message, as it significantly influences the company’s employer brand.
Then, the message has to be prepared by identifying the reasons for leaving, collecting information about the colleague’s achievements, and determining the appropriate tone.
Timing of communication is also key to avoiding disruption. Similarly, the chosen communication channel(s) must be adapted to the culture of the company.
Finally, the content of the employee’s farewell message must announce the departure, express gratitude to the employee, highlight their contributions, explain the operational transition, and close by wishing the best for the future.
