Announcing a New Executive Director: Templates for Staff, Funders and the Public
How Do You Announce a New Executive Director?
Announce a new executive director in order: staff first, in person, then funders and major donors by call or personal letter within two days, then partners, then the public. Each message names the leader, title and start date. Staff and funders also hear what stays the same.
Announcing a new executive director is a sequence of messages in a set order to staff, funders and major donors, partners and the public. These templates cover the moment a transition goes public, near the end of nonprofit succession planning.
Key Takeaways
- Staff hear first, in person, then funders and major donors, then partners and the public.
- Write the six facts once, and draw every version from them.
- The board’s support continues after the announcement, with a 30- to 45-day orientation plan.
Who Should Hear First, and in What Order?
The board plans the order in its executive director transition plan and starts once the offer is signed: staff first, in person, then funders and major donors, then partners, then the public. BoardSource advises boards to plan what is communicated when, to whom and by whom, starting with which funders to contact immediately and how to tell staff.
- The full board. Members off the search committee hear at the vote, or by phone that day.
- Staff. An all-staff meeting led by the board chair, then Template 1 within the hour.
- Funders and major donors. A call or letter (Template 2) within two days, before anything is public. Prefer a call when telling trust-based funders about the change.
- Partners. Program partners and government contacts, by email or phone.
- The public. Website, newsletter, press release (Template 3) and LinkedIn (Template 4) on one day.
The board chair signs the staff email and funder letter, after sending the new leader a short personal note, much like welcoming a new board member. Keep board member announcements separate.
What Should Every Announcement Say?
Every version, from the staff email to the LinkedIn post, draws on the same six facts, so no audience hears a different story. Write them once, get the new executive director’s approval of the wording, then use the facts each message needs.
- Name and title
- Start date, and who leads until then
- Why the board chose this person, tied to the mission
- Thanks to the outgoing or interim leader
- What stays the same: programs, grants, contacts
- Who to contact with questions
Announcement Templates by Audience
Use one template per audience: an email to staff, a letter to funders and major donors, a public announcement that doubles as a press release, and a LinkedIn post. They are examples to adapt: replace everything in brackets and keep the facts identical across versions.
Template 1: Email to Staff From the Board Chair
Subject: [Full name] will be our next executive director
Dear colleagues, the board has chosen [Full name] as our next executive director, starting [start date]. We chose [First name], now [role and organization], because [one sentence tied to our mission]. Until then, [current leader] leads, and your programs and reporting lines stay the same. Questions go to [name] at [email].
[Name], Board Chair
Template 2: Letter to Funders and Major Donors
Dear [Name], before we announce it, I wanted you to hear from me that [Full name] will become our executive director on [start date]. The programs you fund, our reporting schedule and your contact, [staff name], stay the same. [First name] would like to meet you in the first 45 days. Could we find a time in [month]?
With thanks, [Name], Board Chair
Template 3: Public Announcement and Press Release
[City, date] – The board of [organization] has named [Full name] executive director, effective [start date]. [First name] succeeds [outgoing leader], whom the board thanks for [number] years of [one concrete contribution]. “[One sentence from the board chair on why this leader fits the mission],” said [Name], board chair. Media contact: [name, email].
Template 4: LinkedIn Post
We are glad to welcome [Full name] as our next executive director, starting [date]. Our thanks to [outgoing leader] for [number] years of [one concrete contribution]. [Link to the announcement]
Staff should never learn the news from a press release.
What Should You Say About the Outgoing Leader?
Thank the outgoing leader by name in every public version, with their years of service and one concrete contribution, then say what role, if any, they keep. Bridgespan warns that a predecessor who stays too long can confuse staff and create divided loyalties, so keep any continuing role small and defined.
After a founder transition, the thanks can run longer, but the release still leads with the new executive director. Thank an interim executive director by name and say when their role ends.
What Happens After the Announcement?
The board’s work continues after the announcement. Bridgespan recommends a 30- to 45-day orientation plan that introduces the new executive to staff, board members, funders and other stakeholders. In its survey of 214 nonprofit chief executives, 46 percent reported little or no help from their boards when they started.
For the new leader’s side, see the new executive director’s first 90 days and transition support for the incoming executive director.
In CNPC’s intake records, 23 of 152 applicants were new to their role or first-time leaders. A new executive director cannot be fully candid with the board, which evaluates them, or with staff, who report to them. A coach gives them a confidential thinking partner.
CNPC runs no executive searches. Our volunteer coaches donate their time, which is why six sessions of executive coaching cost $300, $400 or $600 by operating budget.
What Can You Send This Week?
Draft Templates 1 and 2 first, because both go out before anything public. Then list the funders and major donors who get a personal call, set the staff meeting date, and get the new executive director’s approval of the six facts.
CNPC serves nonprofit leaders only: 501(c)(3) nonprofits, government agencies and analogous organizations outside the United States. Apply Now.
Frequently Asked Questions
How soon after the hire should you announce a new executive director?
Once the offer is signed and the new executive director has told their current employer. Staff hear that day and the public within a week.
Should funders hear before the public?
Yes. Major funders and donors should hear from the board chair, by call or letter, before the press release.
How do you announce an interim executive director?
Use the same order and a shorter message: who leads, from when, for how long, and that a search is under way.
Support for Your New Executive Director
A new executive director cannot be fully candid with the board or staff. Volunteer coaches donate their time, so six coaching sessions cost $300, $400 or $600 by budget.
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