“Out of Office” When You Are Out Permanently

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Business Writing Blog

"Out of office" messages usually cover temporary absences from work. But if you are leaving the company, whether it is for a better position, a break from work, or a stint of unemployment, let people know you are "out of office" permanently. Here are things to include in your final out of office message:

  • A statement that you have left the company.
  • One or more statements about who is handling your responsibilities now.
  • Optional: A statement of how people can contact you personally.
  • Optional: A brief statement about what you are doing now, as long as it is positive and could not be seen as harmful to your former employer. (Luring clients away would be harmful to your employer.) You might write:
    • "I am taking a year off to spend time with our new son, Damien."
    • "I will be traveling throughout South America."
    • "I am looking for a new position in IT management."
    • "I have accepted a new job in landscape architecture."

Here are three good examples:

As of August 1, I am no longer working at XYZ Company. If you have questions about leases, please call Jennifer Smith at xxx-xxx-xxxx or email her at jensmith@xxx.com. For questions about insurance, please contact Rene Gomez at renegomez@xxx.com.

To get in touch with me personally, use my home email: xxx@hotmail.com.

Best wishes,
First name Last name

***************************************************

With the sale of the company, my position has been eliminated effective July 25. All questions about property taxes are being handled by Randy Rose at xxx-xxx-xxxx.

I am looking for a position in another corporate real estate department. If you would like to contact me with leads or ideas, please use my cell phone: xxx-xxx-xxxx.

Best regards,
Name Name

**************************************************

I am traveling in Africa for an extended period and have therefore left the company. Nigel Reed is now handling the areas I covered. You may reach Mr. Reed at _____ [telephone] and ______ [email].

Theresa Cho 
 

I hope these samples help you as you pack up your office, lab, or workbench and move on to your next adventure.

Lynn
Syntax Training

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12 COMMENTS

  1. Hi Lynn, I use your website so often. You give great, practical advice. This post from 2008 was very helpful to me – thank you!

  3. Dear Lynn,

    You truly have an excellent site, with great advice and practical information. I’m not used to place any comments at sites, however in this case I had to because you really helped me out.
    Yesterday was my last day at work and I had no idea what to write as an “out of office (forever)” message. After searching for a while I only found semi-funny examples. Luckily after some more searching I found your site. This is really the first site with a decent and professional example!

    Thank so much and keep up the good work.

  12. If you have left the company, you might write “MA Has Left the Company” with MA being your full name spelled out. A more personal approach is “Farewell From MA.”

    Think about the impression you want to leave with your readers. If you do not know your readers but want to introduce them to their new contacts, you might use a subject like this: “Your New Associates at XYZ Company.”

    What do you think of those ideas?

    Lynn

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