Moving on to a new job is a big step, and sometimes that means saying goodbye to your customers. Knowing how to handle this transition professionally is super important. This article focuses on “How To Email Customers To Say You Are Leaving,” helping you craft the perfect email to keep things smooth and maintain those valuable relationships, even as you’re heading out the door.
Crafting the Perfect Email
Before you start typing, think carefully about your goals. You want to inform customers, express gratitude, and ensure a smooth handover, right? This means being clear, concise, and genuinely appreciative. This is vital because you want to leave a positive lasting impression, which reflects well on both you and the company. Here’s a breakdown of things to keep in mind:
Consider these key elements when writing your email:
- Subject Line: Keep it simple and direct (“Important Update: [Your Name] at [Company Name]”).
- Personalization: Address the customer by name if possible.
- Clarity: State your departure date clearly.
- Gratitude: Thank them for their business.
- Handover: Explain who will be taking over and how to reach them.
- Contact: Offer your personal contact information (optional and dependent on company policy).
When you are writing the email, you can consider using different options. Such as
- Start with a polite greeting and state the purpose of the email.
- Express your gratitude for the customer’s business and support.
- Provide the date of your departure.
- Introduce the person who will be taking over your responsibilities.
- Provide the contact details of the person who will be taking over.
- Offer any additional information or assistance.
- End the email with a warm closing.
Email Example: Standard Departure
Subject: Important Update: [Your Name] at [Company Name]
Dear [Customer Name],
I am writing to inform you that I will be leaving my position as [Your Job Title] at [Company Name] on [Your Last Day].
It has been a pleasure serving you these past [Number] years/months. Thank you for your business and the opportunity to work with you on [mention specific projects or services].
Starting [Date], [New Contact Name] will be taking over my responsibilities. You can reach them at [New Contact Email Address] or by phone at [New Contact Phone Number].
I wish you all the best. I hope you will continue to enjoy working with [Company Name].
Sincerely,
[Your Name]
Email Example: Leaving for a New Opportunity
Subject: An Important Update from [Your Name] at [Company Name]
Dear [Customer Name],
I am writing to let you know that I will be leaving [Company Name] on [Your Last Day] to pursue a new opportunity.
I’ve truly valued our professional relationship and appreciate your trust and support over the past [Time Period]. It’s been a rewarding experience assisting you with [mention specific services or projects].
My colleague, [Colleague’s Name], will be taking over your account. You can reach them at [Colleague’s Email Address] or by calling [Colleague’s Phone Number].
I wish you continued success and all the best. Thank you again for everything.
Best regards,
[Your Name]
Email Example: With a Short Notice
Subject: Important Announcement: [Your Name] Leaving [Company Name]
Dear [Customer Name],
Please accept this email as notification that I will be leaving my role as [Your Job Title] at [Company Name] on [Your Last Day].
I regret that I am unable to provide more notice, but I want to express my sincere appreciation for your business and our professional interactions.
[Successor Name] will be taking over my duties. You can reach them at [Email Address] or at [Phone Number]. Please feel free to contact them for any ongoing or future needs.
Thank you again for your partnership.
Sincerely,
[Your Name]
Email Example: Transitioning to a New Team Member
Subject: Transition Update: [Your Name] at [Company Name]
Dear [Customer Name],
I am writing to inform you that I will be transitioning out of my role as [Your Job Title] at [Company Name] on [Your Last Day].
I’ve thoroughly enjoyed working with you on [mention projects or services] and I truly value the relationship we’ve built. Thank you for the opportunity.
I am pleased to introduce [New Contact Name], who will be stepping into my role. They are already up-to-speed on your account and eager to assist you. You can reach [New Contact Name] at [New Contact Email] or by calling [New Contact Number]. I will ensure a smooth handover.
I wish you continued success and look forward to seeing [Company Name] and you thrive in the future.
Best,
[Your Name]
Email Example: Offering Further Assistance (Optional)
Subject: Important Information: [Your Name] at [Company Name]
Dear [Customer Name],
This email is to let you know that my last day at [Company Name] will be [Your Last Day].
I have very much appreciated the opportunity to work with you and help with [mention services]. Thank you for your business and collaboration.
Starting [Date], [New Contact Name] will be your main point of contact. They can be reached at [New Contact Email] or by phone at [New Contact Number]. I’ve made sure they have all the necessary information to continue providing you with excellent service. For the next [Timeframe], I am available if [New Contact Name] or you require any further clarifications.
Best regards,
[Your Name]
Email Example: Include Personal Contact (If Allowed)
Subject: An Update Regarding [Your Name] at [Company Name]
Dear [Customer Name],
I am writing to inform you that I will be leaving my position at [Company Name] on [Your Last Day].
It has been my pleasure to serve you over the past [Time Period]. Thank you for your business and our positive working relationship.
Your account will be transitioned to [New Contact Name]. You can reach them at [New Contact Email Address] or [New Contact Phone Number]. If you wish to remain in touch personally, you can reach me at [Personal Email Address] after my departure, but please note that I am no longer involved with [Company Name] operations. I will also be available on [Social Media if allowed and if provided].
I wish you the very best.
Sincerely,
[Your Name]
When composing your email, make sure to personalize each one, and make it as seamless as possible. Following these guidelines will help you leave on good terms and maintain those crucial customer relationships.