Explain the actual replacement or interim arrangement and the work the applicant would take over. Have the effect on the proposed role assessed.
Review the structure that will exist at the start
Identify vacant positions and confirmed support honestly. Do not retain a departed manager in the chart as though their capacity remains available. Coordinate the transfer plan with the actual duties and applicable process.
Three documents close this cleanly: the resignation or termination letter showing the last working day, a dated memorandum recording who assumes which of the departed person’s responsibilities in the interim, and the revised chart carrying the same effective date as that memorandum. Produce them together, because a chart amended silently invites the question of what else changed. Say plainly whether the position is being filled, and where a candidate has accepted, attach the signed offer with its start date; where it is not being filled, explain how the work is absorbed and by whom.
Hypothetical example: a quality supervisor in a feed-testing operation resigns six weeks before a planned transfer, and the inspections are divided between two remaining staff while recruitment continues — describable, dated, supported. The alternative, leaving the departed name on the chart, converts a manageable fact into a discrepancy. Should the applicant personally cover part of that work, say so and let the effect on the proposed role be assessed rather than discovered.