The truth is that no company is exempt from unexpected layoffs or resignations, so eventually all of them with experience a loss of personnel, no matter how difficult it may be.
To avoid confusion, it is important to notify employees and customers that the former employee is no longer with the company. In this article, we will show you how to write a “no longer employed” letter so that you can best handle this situation.
Why do chairpersons write “no longer employed” letters?
These letters take place in different situations. They occur when an employee who had regular contact with the public (especially in sales or guidance services) stops working for the company, and their customers are looking for them.
Or in any case, when receiving mail, packages, or information to the office where they no longer work. Therefore, the general purpose of the letter would be to inform the addressee that the person they are looking for is no longer working for the company.
The wording of the letter may vary depending on the circumstances in which it is required, but the objective will hardly change.
When dealing with customers or suppliers inquiring about a specific employee, it is essential to let them know that, although the employee no longer works for the company, they still have the tools required to resolve their concerns.
Or, in the same way, let them know who is now in charge of the procedures carried out by the person no longer employed and reaffirm that the services offered are still of good quality.
These letters are usually written by the human resources personnel managing the company’s administrative functions.
What information should I provide in the letter?
Some people may request information about the former employee’s new position and wish to contact the former employee by other means. There will also be those who want to know the reasons for the resignation or termination of the former employee.
This information can be provided if a non-disclosure agreement (NDA) has not been signed, and, preferably, the former employee should be consulted in advance if they wish their former clients to obtain their contact information.
Regarding the information on the causes of dismissal or resignation, the truth is that there is no need to provide such data.
However, the information in the letter will vary depending on the recipient. A client inquiring about a former employee should not receive as much information as an employee inquiring about a former coworker.
As mentioned above, you can also attach the contact information of the new person replacing the former employee to the letter, with a summary of their skills.
How to write this type of letter?
The guidelines for writing these letters will vary depending on the recipient. Still, as a general rule, it should have, at the top, with left alignment, the recipient’s information and the date of issuance of the letter.
You can add your full name if you do not know the room address, city, or zip code. This type of letter does not usually require a title or heading, but if you want to place it, it should go in a centered text just before the development of the letter.
Then you start the body of the letter, where you will inform that the former employee no longer works in the company or represents functions therein. The information considered pertinent will be added.
Consecutively and finally, it is necessary to say goodbye with a final greeting and include the information of the letter’s sender. The company letterhead should not be missing at the beginning of the letter. Here is an example for you to create your letter.