Resignation Out of Office Message Templates

Out of office auto-reply templates for after you have resigned or left a role, redirecting senders to the right colleague. Use the variants as-is, edit the placeholders, or download the editable Word doc.

Format

Editable Word .docx

Length

6 variants · copy-paste

Price

100% free

Setup

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Support

Short and simple

Message

Thank you for your email. I have moved on from my role at company name and am no longer able to respond from this address. It has been a pleasure working with everyone I connected with here. For any matters relating to my former role title, please contact contact name at contact email, who will be glad to assist you going forward. I appreciate your understanding and wish you all the very best. This inbox is no longer monitored, so kindly direct future correspondence to the contact above.

Shorter version

Thank you for writing. I have left company name and no longer monitor this inbox. For anything about my former role title, please contact contact name at contact email.

Personalize

Keep the tone gracious and warm, with no hint of grievance.
Point people to the one person who now owns your former role title.

Download free template

6 ready-to-use variants

1. Short and simple 2. Detailed with last day 3. With alternate contact 4. Client-facing 5. Internal-team 6. Company-wide

Short and simple

When to use: Use it once you have left and the inbox will linger for a while unmonitored.

Message

Shorter version

Thank you for writing. I have left company name and no longer monitor this inbox. For anything about my former role title, please contact contact name at contact email.

Personalize

Keep the tone gracious and warm, with no hint of grievance.
Point people to the one person who now owns your former role title.

Detailed with last day

When to use: Use it soon after departure when the change should be stated as already effective.

Message

Hello, and thank you for your message. As of last day I have left my position at company name to pursue a new opportunity, and this email account is no longer active. I am grateful for the time I spent here and for the people I had the chance to work with. Responsibility for my former role title has now passed to contact name, who can be reached at contact email and will happily pick up where I left off. Please send any related requests to that address, as messages to this inbox will not be seen or forwarded. With warm regards and thanks for everything.

Shorter version

Thank you for writing. I left company name as of last day. My role title is now handled by contact name at contact email. This inbox is not monitored.

Personalize

State last day plainly so senders know the change is already effective.
Confirm contact name has agreed to take on your former role title.

With alternate contact

When to use: Use it when general and department-specific requests should split apart.

Message

Thank you for reaching out. I am no longer with company name, and this mailbox is no longer being monitored. I want to make sure your message still reaches the right person. For general enquiries, please contact contact name at contact email. If your question relates specifically to the department name, you may instead reach second contact, who looks after that area. It was a genuine privilege to work with so many great people, and I am thankful for the experience. Please update your records so that future messages go directly to the appropriate colleague rather than to this address.

Shorter version

Thanks for writing. I have left company name and this inbox is unmonitored. Contact contact name at contact email, or second contact for department name matters.

Personalize

Route department name questions to whoever genuinely owns that work now.
Keep the message appreciative of company name and the people there.

Client-facing

When to use: Use it when a departing account owner must hand off without unsettling clients.

Message

Thank you for your email. I have recently moved on from company name, and I am no longer the point of contact for my previous role title. It has been a real pleasure supporting you, and I am grateful for the trust you placed in me. Your account is in excellent hands: contact name will be looking after you and can be reached at contact email. For account-level matters, your account manager is also available to ensure a smooth handover. I have every confidence the team will continue to serve you well, and I wish you and your business continued success.

Shorter version

Thank you for writing. I have left company name. contact name at contact email will now support you, alongside your account manager. It was a pleasure working with you.

Personalize

Reassure the client that service quality continues after your role title moves on.
Make sure contact name has been introduced before this reply goes live.

Internal-team

When to use: Use it when internal senders reach a mailbox you have already left behind.

Message

Hi, and thanks for your message. I have now left company name, so this inbox is no longer active. Working alongside this team has been one of the highlights of my career, and I will miss the day-to-day collaboration. My former role title is now covered by contact name, who can be reached at contact email. I left a detailed handover in handover doc so nothing should fall through the cracks, and contact name can point you to it if needed. Thank you for everything, please stay in touch, and I wish you all continued success in the work ahead.

Shorter version

Thanks for writing. I have left company name. My role title is now covered by contact name at contact email, and details are in handover doc.

Personalize

Make sure handover doc is accessible to whoever inherits your role title.
Keep the farewell warm and grateful toward the team.

Company-wide

When to use: Use it when you have left and want messages spread to the right destinations.

Message

Thank you for your email. I have moved on from company name and am no longer reachable at this address. I am thankful for my time here and for everyone I had the pleasure of working with. So that your message is not missed, please redirect it to the appropriate team. For matters that would previously have come to me, contact name at contact email is the best person to help. For anything general, you can also write to general inbox, which is monitored by the wider team. Kindly update your contacts accordingly, as this mailbox will not be checked or forwarded going forward.

Shorter version

Thank you for writing. I have left company name and this inbox is closed. Please contact contact name at contact email, or general inbox for general matters.

Personalize

Confirm that general inbox is genuinely watched before you point people there.
Keep every line respectful toward company name.

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How to use this template

1
Pick the closest variant. Choose based on the situation, not only the channel.
2
Replace every placeholder. If you cannot fill a field, ask one clarifying question first.
3
Save the final version into sem.chat, your CRM, or your help desk so the team stays consistent.
4
Review results weekly. Drop variants that create confusion and improve the ones that work.

Frequently asked questions

Can I use these templates commercially?

Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or sem.chat workspace.

Why are there six variants?

One generic template rarely fits every situation. Six variants give your team practical choices without a messy library.

Should I paste these into sem.chat?

Yes. Save the best variants as canned replies, knowledge base entries, routing rules, or CRM notes so your AI agent and team stay consistent.

What should a resignation auto-reply always include?

It should confirm that you have left, redirect senders to the right colleague, and keep a warm, professional tone. Avoid any hint of grievance, since these messages can be read by anyone.

Should I mention where I am going next?

Only if you want to and it is appropriate. A brief note about pursuing a new opportunity is fine, but the priority is pointing people to the colleague who can help them now.

How long should the auto-reply stay active?

Keep it running for as long as the account exists, often a few weeks to a few months. It gives contacts time to update their records and reach the right person.

Is it okay to thank my former employer?

Yes, and it usually reads well. A gracious line of thanks leaves a good final impression and reflects positively on you, regardless of how the role ended.

What if I do not have a named successor yet?

Point people to a general inbox or a manager who can triage until a successor is in place. The goal is that no message reaches a dead end.