What should an out-of-office message for a terminated employee include?
Termination or the end of an employment relationship is part of everyday professional life. One thing is often overlooked. An out-of-office message for terminated employee accounts helps ensure that email inquiries don’t go unanswered and prevents misunderstandings. Clear rules for email communication make the transition easier for everyone involved.
Why should you set up an out-of-office message for terminated employee accounts?
A large part of business communication now happens by email. That makes it important to handle an employee’s work inbox carefully after they leave the company.
Without an out-of-office message for terminated employee accounts, several problems can arise:
- Customers do not receive a response
- Important inquiries may be missed
- Data protection issues can occur
- The company may appear unprofessional
A phone line can usually be redirected with little effort, but an email account is more sensitive to manage. Depending on the organisation’s rules and data-protection obligations, incoming emails may not be automatically forwarded or shared outside the mailbox without proper safeguards.
Typical procedures after termination:
| Measure | Advantages | Disadvantages |
|---|---|---|
| Delete inbox | ✓ Prevents further access | ✗ Senders receive only an error message |
| Forward emails | ✓ Prevents inquiries from being lost | ✗ Can raise privacy, confidentiality, or compliance concerns |
| Activate an out-of-office message for terminated employee accounts | ✓ Transparent and legally compliant | ✗ Must be worded clearly |
An out-of-office message for terminated employee accounts is therefore often the most practical and legally secure solution at the end of an employment relationship. It informs senders that the person no longer works for the company and gives them a new point of contact.
Even if you send a farewell email to colleagues, it does not replace an automatic out-of-office message for terminated employee accounts. Not every contact is included in the distribution list, and external senders often do not know that the employee has left the company.
What should an out-of-office message for terminated employee accounts include?
The purpose of an out-of-office message for terminated employee accounts is to ensure that incoming emails can still be handled after the employment relationship has ended. A well-written out-of-office message should therefore include the following information:
- A note that the employment relationship has ended
- A clear reference to the new point of contact
- An alternative contact option, such as an email address and, optionally, a phone number
- A note that the message will not be forwarded automatically
- An objective, professional tone that matches the company style
Important: An out-of-office message for terminated employee accounts is not a personal message, but organisational information. Make sure the contact details are up to date so customer inquiries can be handled promptly.
Setting up an out-of-office message in Outlook is straightforward and can be updated or disabled at any time if needed.
What should you leave out of an out-of-office message for terminated employee accounts?
Even if a termination is sensitive, the out-of-office message for terminated employee accounts should remain objective. Avoid including the following:
- Reasons for the termination
- Personal comments or opinions
- Criticism of the company or former colleagues
- References to the new employer
- Private or new professional email addresses
Contact details for the period after the employment relationship ends should only be included in a separate farewell email, not in the automatic out-of-office message for terminated employee accounts.
Out-of-office message templates for terminated employee accounts
Depending on the situation, the out-of-office message is set up either by the former employee or by an authorised third party. We have created examples of out-of-office messages for terminated employee accounts for both scenarios:
Out-of-office message set by you
Hello,
Thank you for your message. I am no longer with [name of company] as of [date] and unfortunately, I can no longer answer your email. Please direct all future inquiries to [first name, last name] at [email] or [phone]. He/she will be happy to assist you. Please note that your email will not be forwarded automatically.
Sincerely,
[first and last name]Out-of-office message set by management
Dear sender,
Thank you for your email. [first name, last name] is no longer with [name of company] as of [date] and unfortunately can no longer answer your email. Please direct your inquiries to [first name, last name] at [email] or [phone]. He/she will be happy to assist you. Please note that your email will not be forwarded automatically.
Sincerely,
[company name]What else should you consider for email addresses after termination?
Have you mainly used your business email account for work-related communication? Before your employment relationship ends, you should arrange a private alternative in good time, such as a secure email address for job applications or professional networks.
Your own secure email address gives you more independence and control in the long term. Professional solutions such as Hosted Microsoft Exchange also provide structured access to emails, calendars, and contacts across devices.