Informing a departing colleague about the group insurance is not an awkward duty but the last gesture of a good working relationship. The bad script is the former colleague believing, months later, that they are still insured – the good script is a short, empathetic, written note. Here is a template you can copy.
In short: group cover typically ends together with the employment – say so in writing, with the date. The template fixes three things: the end date, the filing route for earlier events, and the option of individual continuation. The background rules are in the joiners and leavers article.
The template – for a leaver email or the exit conversation
TEMPLATE – text you can copy
Dear [FIRST NAME],
Thank you for the work we did together, and we wish you every success in what comes next! Connected to your departure there is one thing we want to make sure of: that you see your company insurance clearly.
Your group life, accident and fixed-sum health cover ends together with your employment, on [END DATE] – that is how group covers generally work. What is worth knowing:
– The cover runs until [END DATE]; events occurring after that date are no longer covered.
– If something happened to you while the cover was in force that may give rise to a claim, you can file it directly with the insurer – you will find the contact details here: [CONTACT SHEET / INTRANET LINK].
– Several products offer the option of continuing the cover individually, typically on simplified terms. If that interests you, [THE INSURER'S CUSTOMER SERVICE / THE BROKER] can give you the details.
If you have any questions, [HR CONTACT NAME] is glad to help. Once again, thank you for everything!
Best regards,
[NAME AND TITLE OF SIGNATORY]
Dear [FIRST NAME],
Thank you for the work we did together, and we wish you every success in what comes next! Connected to your departure there is one thing we want to make sure of: that you see your company insurance clearly.
Your group life, accident and fixed-sum health cover ends together with your employment, on [END DATE] – that is how group covers generally work. What is worth knowing:
– The cover runs until [END DATE]; events occurring after that date are no longer covered.
– If something happened to you while the cover was in force that may give rise to a claim, you can file it directly with the insurer – you will find the contact details here: [CONTACT SHEET / INTRANET LINK].
– Several products offer the option of continuing the cover individually, typically on simplified terms. If that interests you, [THE INSURER'S CUSTOMER SERVICE / THE BROKER] can give you the details.
If you have any questions, [HR CONTACT NAME] is glad to help. Once again, thank you for everything!
Best regards,
[NAME AND TITLE OF SIGNATORY]
What is worth the leaver clarifying?
- What is the exact end date? It is not the same whether it is the last working day or the day of removal from the list – the company's rule should be stated and recorded in the note.
- Is there a pending or not-yet-filed event? If the insured event occurred while the cover was still in force, the claim can typically be filed afterwards as well – the exact deadline is set by the given insurer's policy conditions.
- Is individual continuation available? If so, until when and on what terms – the quiet but valuable element of the leaver pack.
- Is new protection needed? Will the new workplace offer a similar benefit, and what happens in the period in between – the leaver should find their own answer to this.
HR-side mini checklist
- ☐ Fix the end date and communicate it to the leaver – in writing.
- ☐ Hand over the note at the exit conversation (or by email, before the last working day).
- ☐ Update the insured list in the next data report – accounting included.
- ☐ Attach the current version of the contact sheet – reference points on the Resources page.
The leaver note has a twin: the material for new joiners. If you want order in onboarding too, the onboarding pack template and the employee announcement template are the natural continuation. That way the full arc of the cover – from joining to leaving – stays documented and human.
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This article is for general information only; it is not an offer and not insurance, legal or tax advice. The exact terms are always governed by the insurers' current policy conditions; it is worth clarifying the precise tax treatment with your accountant.
