A resignation or the end of an employment contract are common situations in professional life. What is often underestimated: an automatic message ensures that email requests do not go unanswered and avoids misunderstandings. Clear communication thus contributes to a smooth transition when leaving a company.
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Why configure an automatic message after a permanent departure?
A large part of professional communication today is done by email. Managing a professional email box after the permanent departure of an employee is therefore particularly sensitive.
Without an automatic initial message, several problems can quickly appear:
- Customers receive no response
- Important requests remain unprocessed
- Data protection risks may arise
- An impression of a lack of professionalism may emerge
While a phone line can usually be redirected without difficulty, managing an email account is significantly more complex. Incoming messages cannot simply be transferred or viewed by other people, as they may contain personal or confidential data subject to data protection rules.
Typical procedures after resignation:
| Measure | Benefits | Disadvantages |
|---|---|---|
| Delete mailbox | ✓ No further access possible | ✗ Senders only receive an error message |
| Forward emails | ✓ Requests can continue to be processed | ✗ May raise data protection questions depending on the content of messages |
| Activate an automatic definitive departure message | ✓ Informs contacts transparently and indicates an alternative | ✗ Must be formulated precisely and adapted to the situation |
The automatic definitive departure message at the end of an employment relationship therefore constitutes a practical solution for informing contacts and ensuring clear transition. It tells senders that the person no longer works at the company and provides them with a new contact, if necessary.
Note
Even if you send a goodbye email to your colleagues, this does not replace an automatic final departure message. Not all contacts are on the mailing list and external senders often ignore your departure.
What elements should an automatic definitive departure message contain?
The purpose of an automatic message after the end of an employment relationship is to enable the efficient processing of incoming emails. A good automatic departure message therefore contains the following elements:
- Mention of the end of the employment relationship
- Clear indication of the new contact
- Alternative means of contact (email, telephone optional)
- Indication that messages are not forwarded automatically
- Factual and professional tone, consistent with the company’s style
Important: the automatic definitive departure message is not a personal message, but a organizational information. Make sure the contact details provided are up to date so that customer inquiries can be responded to without delay.
What elements should you avoid in an automatic message after a final departure?
Although a resignation can be emotionally charged, there is one rule that applies to the automatic departure message: stay factual.
You should avoid the following:
- Reasons for resignation
- Personal comments or assessments
- Criticism of the company or former colleagues
- Mention of the new employer
- Future private or professional email addresses
Contact information for the period following the end of the employment contract should only appear in a separate farewell emailand not in the automatic departure message.
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What message models should I use after the end of an employment contract?
Depending on the situation, the automatic message after a permanent departure is configured either by the former employee or by an authorized person within the company. We have prepared examples of absence message end of contract adapted to these different cases:
Example of automatic definitive departure message after resignation
Madame, Monsieur,
merci pour votre message.
Depuis le XX/XX/XXXX, je ne travaille plus pour [nom de l’entreprise] et ne suis donc plus en mesure de répondre personnellement à votre email.
Pour toute demande, veuillez contacter mon/ma remplaçant(e) [prénom et nom], qui pourra vous aider par email à l’adresse XX@XX.XX ou par téléphone au XXXX–XXX XXXX.
Veuillez noter que votre message n’est pas transféré automatiquement.
Cordialement,
[Prénom et nom]txt
Example of automatic final departure message for a third party
Madame, Monsieur,
merci pour votre message.
Monsieur/Madame [prénom et nom] ne travaille plus pour [nom de l’entreprise] depuis le XX/XX/XXXX et n’est donc plus en mesure de répondre personnellement à votre email.
Pour toute demande, veuillez contacter son/sa remplaçant(e), Madame/Monsieur [prénom et nom], qui pourra vous aider par email à l’adresse XX@XX.XX ou par téléphone au XXXX–XXX XXXX.
Veuillez noter que votre message n’est pas transféré automatiquement.
Cordialement,
[Nom de l’entreprise]txt
Example of automatic final departure message in English
Dear Sir or Madam,
Thank you for your message.
I am no longer employed by [company name] as of XX/XX/XXXX and am therefore unable to respond to your email personally.
For further assistance, please contact [first and last name] at XX@XX.XX or by phone at XXXX-XXX XXXX.
Please note that your message will not be forwarded automatically.
Kind regards,
[First and last name]txt
What should you do for your email address after a termination of contract?
Have you until now only used your professional email account for your electronic exchanges and communications? Before the end of your employment contract, it is recommended to anticipate and plan a personal solutionfor example a secure email address for your applications, your professional networks or your personal procedures.
A personal and secure email address allows you to maintain lasting access to your important communications, independent of your employer. For professional uses requiring structured management of emails, calendars and contacts, solutions such as IONOS Email Microsoft Exchange hosting allow these services to be managed centrally on different devices.
