The awkward moment when no sooner had you made the rounds to your clients’ offices introducing your new employee, you had to make the same rounds, to say: “Actually…” Here are some insights into writing a letter informing customers of an employee’s termination.
Because, as James Sinegal put it, “when employees are happy, they are your very best ambassadors.” Out with the old, in with the new, that’s the core message in this letter, which needs to be put as diplomatically and politely as possible. Who replaces who? What assurances can you give to maintain your clients’ trust? Could, would they steal your clients? Prepare for such eventualities before handing in the pink slip.
Especially if you’ve just fired a senior employee, it’s tantamount to changing horses midstream. You’re on thin ice, and if there ever was a more pressing time for reinforcing bridges, that time is now. Before your customers elope with the next eligible store, remind them why they chose you in the first place!
Here’s a ready-to-use sample letter, replace with actual the names inside the angle brackets and it’s all yours:
December 26, 2016
This is to inform you that Mr. Wile Cayote, Store Manager, is no longer working with us. His last working day was December 23, 2016, after which date, ABC Co is neither responsible nor liable for, nor bound by any statements or transaction(s) carried out by Mr. Wile Cayote, and he no longer represents the ABC Co.
We would also like to take this opportunity to announce that we have appointed as our new Store Manager Mr. Rhode Runner, who has been serving you as Assistant Store Manager for the past 15 years.
As our motto is “Seamless Service”, and to ensure your orders are ready on time, we have arranged for twice the staff, machinery and cash registers, for your convenience. Should you require further assistance with your orders placed with Mr. Wile Cayote, please do not hesitate to contact Mr. Rhode Runner, who has been with us since the inception of ABC Co.
If you have been pre-scheduled for meetings with him, or should you wish to speak to the Store Manager, Mr. Rhode Runner can be reached at (000) 875-8547, and will be there for you on time for your pre-scheduled meeting.
Rumbledort Brunklenatch Shoe Co.