How Do You Communicate Employee Transfers or Resignations Effectively Across Branches?

Hi Guys,

I have newly joined this site. I am the Head of the HR/Admin Department of a shipping company. I recently came across a new problem faced by the employees. Whenever an employee has been transferred or has resigned, information needs to be distributed to everyone in the organization as well as in our branch offices. Due to the lack of this happening, most of the communication gets hampered and miscommunication takes place.

I need someone to help me out with some formats for what should be written in an email to all the employees to inform them that someone from the company has left or has been transferred to another department.

Thanks,
Lorraine

Dear Lorraine,

Please review the format and let me know if it is acceptable to you.

Thank you.

You can use the below format.

Hi All,

This is to inform you that X (Emp id-111) of (department) has been transferred to (department) from (location) to (location) office w.e.f (date). His new designation would be (xxx). He would be reporting to Y. For any correspondence, you can reach out to him/her at the below email address.

Email address: ...............

Let's together wish him/her luck.

Thanks and Regards

HR Team

Dear Mr. Lorraine,

Either you can use as suggested by Bharati or convey to all in the form of a circular on group email addresses, mentioning the details of the transfer or resignation.

Regards,

Deepak Jain

Dear All,

I would suggest that you introduce the "Employees Bulletin" where you can inform the new joiners/transfers/relieved employees, and all matters pertaining to "Staff Welfare" and the latest updates on Government Policies, etc. You have to set up the Subheadings as per the Organization and Activities, under which you can promulgate the changes/updates.

Initially, it may be difficult for you to carry out the exercise, but I assure you, this will remain an unforgettable memory in your career's journey.

With best regards,

MRN Sarma