Do you inform clients when a developer is leaving?
It’s painful when a client finds out indirectly (e.g. via LinkedIn) that a developer they worked with has left your company. It makes them feel unimportant and may damage trust. Even worse is when the client discovers it by seeing someone else join a call without any explanation.
A client shows up to a scheduled call and realizes someone new is attending without prior notice. They ask, "Where is {{ DEVELOPER }}?" and find out then that he left a week ago.
Figure: Bad example – The client finds out by surprise and feels left out of the loop
The client receives a phone call as soon as the developer resigns, and during the call, they discuss the plan moving forward. This is immediately followed by a professional confirmation email.
Figure: Good example – Client feels respected and part of the transition process
When a developer resigns, you must immediately inform the client. We believe in being transparent and professional, ensuring the client is included in the transition plan.
Why this matters
- It shows respect for the client
- It avoids awkward surprises
- It maintains project continuity and trust
- It gives the client options and involvement in replacement decisions
Best practice process
- Call the client as soon as possible to inform them and discuss next steps
- Send a follow-up email confirming what was discussed ("As per our conversation")
- Focus on options and reassurance
Here's a good template for your follow-up email:
| To: | {{ CLIENT NAME }} |
| Subject: | {{ EMPLOYEE }} has resigned - Project Transition Plan |
Hi {{ CLIENT NAME }}
As per our conversation, I’m sorry to let you know that {{ EMPLOYEE }} has resigned from SSW.
He is a strong developer and has assured me he will continue to give 100% on your project until his last day, which will be {{ DATE }}.
We discussed the following plan:
- {{ SUMMARY OF AGREED REPLACEMENT OR TRANSITION }}
If you have any further questions or concerns, feel free to reach out.
Kind regards,
{{ YOUR NAME }}
Important points
- Personal touch first - A real conversation before an email is critical
- Transparency - Clients appreciate honesty. Don't wait for them to find out themselves
- Reassure and give options - Let the client know that quality will not drop, and show them options they can choose from
- Handovers - Remind the departing employee to follow handover standards
- Confirm in writing - As a final step, send an email to confirm the conversation and actions
By handling developer resignations properly, you keep your client relationships strong, even through periods of change.
