There are a few professional ways to refer to an employee’s last day of work when they are leaving a company. The most common terms used are “last day”, “final day”, “departure date”, or “end date”. Using respectful and formal language helps maintain professionalism and ensures a positive transition.
Common Ways to Reference the Last Day
“Last Day”
Referring to an employee’s final day as their “last day” is very common in a professional setting. For example, “We wish John the best of luck on his last day with us next Friday.” This phrasing focuses on it being the end of their time with the company.
“Final Day”
“Final day” is another popular way to refer to the last day. For example, “Jane’s final day will be on the 25th, so let’s plan a lunch to send her off.” This puts emphasis on it being the final and concluding day.
“Departure Date”
Using the phrase “departure date” frames the last day in a professional, neutral tone. For example, “We will need to meet with HR to discuss the details of David’s departure date.” This terminology is straightforward.
“End Date”
Referring to it as an “end date” is also common. For instance, “Sandra’s end date is next Thursday.” This phrasing implies the professional relationship is ending.
Additional Professional Ways to Say Last Day
Here are some other professional ways to refer to an employee’s last day:
- “Final working day”
- “Day of departure”
- “Conclusion of employment”
- “Termination date”
- “Separation date”
- “Last day of work”
While these may sound very formal, they keep the discussion focused on objective facts and prevent any unnecessary emotionality.
How to Professionally Announce an Employee’s Departure
When informing colleagues that an employee is leaving, it’s important to remain professional in your communication. Here are some tips:
- Announce the departure through official channels like email or a team meeting.
- Thank the employee for their contributions and wish them well.
- Share the specific final working date and any transition plans.
- Encourage colleagues to tie up any loose ends with the employee.
- Provide details on who will be taking over their responsibilities.
- Express appreciation for colleagues’ understanding during the transition.
Avoid sharing personal details about why the employee is leaving or making any negative commentary. The goal is to keep the tone polite, respectful and focused on logistics.
Sample Farewell Email
Here is an example email to colleagues announcing an employee’s upcoming departure:
Dear Team,
I’m writing to let you know that Jane Doe has decided to leave her role as Sales Manager effective December 30th. Her last day with us will be Friday, December 29th.
Jane has been an integral part of the sales team for the past 5 years. We appreciate all of her hard work and dedication and wish her the very best in her future endeavors.
To ensure this transition is smooth, John Smith will be taking over Jane’s client accounts and responsibilities. Please forward any open matters involving Jane’s accounts to John before December 15th.
Let’s plan to give Jane a proper send-off on her last day. Details will follow soon. Thank you for your professionalism and support during this transition.
Regards,
[Name]
This provides the key details in a clear, respectful manner while focusing on continuity for the team.
How to Professionally Handle the Employee’s Last Day
It’s important that leadership sets the tone for making an employee’s last day a positive experience. Here are some tips:
- Schedule an exit interview to tie up loose ends, collect equipment, get feedback, and offer well wishes.
- Have the employee provide documentation to summarize work and transition knowledge to others.
- Make time for a farewell lunch, gathering, or happy hour to show appreciation.
- Consider a small parting gift from colleagues or the company.
- Send a follow-up email thanking the employee for their service.
- Connect departing employee to HR regarding benefits, COBRA, 401k rollovers, etc.
- Offer to provide references or serve as a point of contact for future opportunities.
The employee is more likely to leave with a positive impression if shown gratitude and respect on the last day. It’s a reflection of your company’s values.
Best Practices for Filling the Role After Employee’s Departure
Once an employee gives notice, you can start planning to fill their role. Here are some tips:
- Determine if you need to fill the role or redistribute responsibilities.
- Update the job description if any duties have changed.
- Post the opening and commence with interviews and hiring processes.
- Communicate new role expectations and training to the new hire.
- Introduce new employee to team and assign mentor to help onboarding.
- Conduct 30-60-90 day reviews to ensure smooth transition.
- Provide opportunities for new employee to learn from predecessors if available.
Having a thoughtful hiring strategy will allow you to find the best candidate and fully onboard them for success in the new role.
Legal and Compliance Considerations
There are some legal and compliance factors to keep in mind when an employee departs:
- Review all contracts, non-compete clauses, intellectual property rights etc.
- Clarify if the employee plans to work for a competitor.
- Remove employee from company systems like email, servers, passwords.
- Ensure employee returns any company property like credit cards, keys, laptops.
- Comply with COBRA and other benefit notifications per legal requirements.
- Classify termination for unemployment insurance purposes if needed.
Consult HR and legal counsel to ensure proper protocols are followed during and after termination. Adhering to applicable laws and company policies is crucial.
Data on Employee Turnover
Here are some statistics and facts around employee turnover:
Annual Employee Turnover Rates by Industry
| Industry | Turnover Rate |
|---|---|
| Hospitality | 73.8% |
| Retail | 58.1% |
| Health Care | 38% |
| Professional Services | 27.5% |
| Finance | 15.3% |
Top Reasons Employees Leave a Job
- Lack of career growth opportunities and development
- Poor management
- Feeling devalued or lack of recognition
- Dissatisfaction with compensation and benefits
- Stressful or overwhelming workload
- Lack of work/life balance
Costs of Turnover Per Employee
- Typical cost range is estimated between 16% to over 200% of the employee’s salary
- Includes lost productivity, hiring costs, onboarding/training costs, loss of organizational knowledge etc.
Understanding trends around turnover can inform strategies to retain great talent.
Conclusion
When an employee leaves a company, maintaining professionalism and sensitivity ensures a respectful departure. Use formal but caring language when announcing the end date, handling the logistics of their last day, and filling the vacant role. Adhering to legal protocols and using the transition as a learning opportunity will ultimately strengthen your team. With care and compassion, companies can make all endings a chance for new beginnings.
