When making a job change, it’s important to thoughtfully craft an announcement to notify colleagues, clients, and contacts. A well-written announcement allows you to share the news on your terms, maintain relationships, and project a professional image. In this article, we’ll explore best practices for writing a job change announcement, with tips for what to include, tone and format, and samples to guide you.
Why Write a Formal Announcement?
Rather than relying on word-of-mouth or waiting for others to find out about your job change, a formal announcement enables you to shape the narrative. An announcement:
- Allows you to share the news directly instead of through office gossip
- Lets you highlight the positive reasons for the change
- Keeps clients and colleagues informed about the transition
- Maintains and strengthens your professional relationships
- Projects confidence and control over your career path
In many cases, a formal announcement is a courteous and diplomatic step, assuring key stakeholders that they remain valued despite your change in roles.
When to Send the Announcement
Timing is an important factor when sharing a job change:
- Send the announcement only after your new position and last day are confirmed. Avoid premature announcements of an impending change.
- Allow your current employer appropriate time to make arrangements before notifying clients externally. Check if any restrictions apply.
- Send the announcement 2-4 weeks before your last day, so key stakeholders have time to process the news.
- For very senior executive roles, more advance notice such as 4-6 weeks may be appropriate.
- Time external announcements to coordinate with/follow internal announcements.
Err on the side of more notice rather than less when managing the transition professionally.
What to Include in the Announcement
A job change announcement email/letter should be concise but comprehensive, including:
1. Where You’re Going
The first paragraph should share where you are going and what your new role will be. Avoid vagueness or ambiguity. Include:
- Your new job title and company
- High level overview of your new responsibilities
- What you’ll bring from your current role and how it will translate
- Why you are excited about the change
This section allows you to control the narrative around the reasons for change. Focus on the positive.
2. Note of Appreciation
Take a paragraph to thank colleagues, clients, and contacts for the opportunities in your current role. Share highlights of your time at your old company and how you’ve enjoyed working with stakeholders.
3. Transition Plan
The next section should outline the transition plan, including:
- Last day at your current company
- Start date at new company
- Crossover period for handing off projects
- Who will be taking over your responsibilities
- How you will complete existing commitments
This provides reassurance that you are leaving responsibly and tying up loose ends.
4. Contact Details
Include details for contacting you during and after the transition, such as:
- Email address
- Phone/cell number
- Office address
- Calendar access/scheduling links
Make it easy for people to stay in touch through the change.
5. Forwarding Details (If Applicable)
If you will lose access to a professional email address or contacts when leaving your role, use the announcement to share how emails and calls will be forwarded or delegated after your last day.
Best Practices for Formatting
Keep it Short
Aim for a succinct, focused announcement in the range of 4-6 paragraphs or 150-300 words. Avoid lengthy reflections or details that can distract from the core news.
Use Business Letter Formatting
Structure the announcement like a formal business letter, even if sending by email. Include your professional letterhead/logo, date, and signature.
Send as Individual Emails
Avoid generic group announcements by sending individual customized emails to key stakeholders like colleagues, clients, and business contacts. Personalize each slightly with the relationship details.
Create Email Templates
To scale sending a high volume of announcements, design a few email templates tailored to different audiences that include placeholder fields you can easily update with names or details.
Proofread Meticulously
Treat this like an important business letter. Double check for typos, grammar issues, missing info, and consistent formatting.
Sample Job Change Announcement
Below is an example announcement email for reference:
TO: [Colleague Name]
FROM: [Your name]
DATE: [Date]
SUBJECT: Personal Announcement – New Role at [New Company]
Dear [Colleague],
I am writing to share the news that I have accepted a new role as Vice President of Marketing at [New Company]. After much consideration, I have decided to take on this exciting opportunity to broaden my experience in a new industry.
In my new position, I will oversee the marketing department and lead brand and campaign development for [New Company’s] portfolio of consumer food products. My experience in brand management and digital marketing from my time at [Current Company] will serve me well in this new challenge. While I will miss the wonderful team at [Current Company], I’m looking forward to this next chapter.
My last day at [Current Company] will be January 31. It has been an absolute pleasure working with you over the past three years. I am grateful for the opportunities I’ve had here and your valuable partnership.
Over the next month, I will be transitioning my projects to ensure a smooth handoff. Please feel free to reach out if you need anything during this transition period. I want to make this as easy as possible.
Please do not hesitate to get in touch with me at [email] or [phone]. I would be delighted to stay in contact and hopefully have the opportunity to collaborate with you again in my new industry.
Wishing you all the best,
[Your Name]
This covers the key information in a warm yet professional tone. You can expand or refine it further with details specific to your situation.
Key Takeaways
When announcing a job change:
- Time it thoughtfully by allowing appropriate notice but avoiding premature disclosure
- Shape the narrative around the positive reasons for your move
- Thank your current employer and highlight appreciate for colleagues
- Provide reassurance around the transition plan
- Make it easy for people to stay in touch
- Use a formal business letter format even if emailing
- Customize each announcement to the relationship
- Proofread carefully to project professionalism
With care and some personalization, you can inform all stakeholders of a major career move smoothly and effectively. A well-written job change announcement reflects positively on you while ensuring others feel valued through the transition.
Frequently Asked Questions
Should I announce a job change on social media?
It’s fine to share a job update on LinkedIn or other professional social media once any restrictions from your employer have passed after leaving. But social media should augment more personal outreach, not replace it.
What if my company wants to announce my departure internally?
Coordinate with your manager and HR to align with their timing and approach. Their announcement may precede or coincide with your external ones.
How much detail should I provide on why I’m leaving my current job?
Keep it positive and focus on the new opportunity. Avoid criticizing your current employer or airing grievances. Remain gracious.
Should I announce my job change before I’ve actually left?
Generally it’s best to wait until after your last day to inform external contacts. Internally, you may need to provide more advance notice.
Is it unprofessional to announce a job change via text or social media?
For most professional contacts, an email announcement or letter is expected. Reserve texts or social posts for very close personal connections.
Conclusion
Announcing a job change thoughtfully and professionally ensures you control the narrative while continuing to build relationships. With strategy and care, your announcement can enable a smooth transition that propels your career forward on a positive note. The effort to inform key stakeholders directly pays dividends in maintaining your reputation despite the change.