A volunteer who has held a role for years may find leaving harder than starting. A clear ending allows the group to plan while respecting the person’s decision to step back.
Agree the final responsibility date
Choose when new requests will stop going to the departing volunteer. Distinguish this from the date of a farewell event or the completion of every unresolved project. Without that boundary, a nominal departure can turn into indefinite unofficial support.
Ask which recurring tasks and contacts someone else needs to receive. Keep the request manageable, and do not make a perfect manual the condition for leaving.
Close the loop with the group
Tell participants who now receives the relevant enquiries. Update notices and shared contact information so the former volunteer is not repeatedly pulled back into the role.
If occasional future advice would help, ask separately and accept a refusal. Thank the person for specific contributions without implying that the group cannot function without them. A considerate ending makes succession more realistic and shows other volunteers that contributing to a community does not mean accepting a permanent obligation.