Permanent Out of Office Message Example: A Comprehensive Guide

In today’s fast-paced professional world, setting up an out-of-office (OOO) message is a common practice to inform colleagues, clients, and partners about your unavailability. While most OOO messages are temporary, there are instances where a permanent out-of-office message is necessary. This could be due to a career change, retirement, or a long-term leave of absence. Crafting a professional and thoughtful permanent OOO message is essential to maintain relationships and ensure a smooth transition. Below, we’ll explore an example of a permanent out-of-office message, discuss its components, and provide tips for creating your own.

Example of a Permanent Out-of-Office Message

Subject: Out of Office – Permanent Departure

Body:
Dear [Sender’s Name],

Thank you for reaching out. Please note that as of [date], I am no longer with [Company Name]. It has been a privilege to work with you and contribute to our shared goals during my time here.

For any ongoing matters or inquiries, please contact [Name of Replacement/Colleague] at [email address] or [phone number]. They will be happy to assist you.

If you’d like to stay in touch, feel free to connect with me on [LinkedIn profile link] or reach me at my personal email: [personal email address].

Thank you for your understanding, and I wish you continued success in all your endeavors.

Warm regards,
[Your Full Name]
[Optional: Personal LinkedIn Profile or Contact Information]

Key Components of a Permanent Out-of-Office Message

1. Clear Statement of Departure
   The message should immediately inform the recipient that you are no longer with the organization. This avoids confusion and sets the tone for the rest of the communication.

2. Gratitude and Professionalism
   Expressing gratitude for the opportunity to work with the recipient reflects professionalism and leaves a positive impression.

3. Contact Information for Follow-Up
   Provide the name and contact details of a colleague or replacement who can assist with ongoing matters. This ensures continuity and minimizes disruption.

4. Personal Contact Information (Optional)
   If appropriate, include your personal email or LinkedIn profile to maintain professional connections.

5. Warm Closing
   End the message on a positive note, wishing the recipient well in their future endeavors.

When to Use a Permanent Out-of-Office Message

A permanent OOO message is typically used in the following scenarios:

• Retirement: You are leaving the workforce permanently.
• Career Change: You are transitioning to a new role at a different organization.
• Long-Term Leave: You are taking an extended break from work (e.g., parental leave, sabbatical).
• End of Contract: Your contract or project with the organization has concluded.

Tips for Crafting a Professional Permanent OOO Message

1. Keep It Concise
   While it’s important to provide necessary details, avoid overwhelming the recipient with too much information. Stick to the essentials.

2. Maintain a Positive Tone
   Even if your departure is due to challenging circumstances, focus on the positive aspects of your experience and express gratitude.

3. Test the Message
   Before setting the message, send a test email to ensure the formatting and links work correctly.

4. Update Your Email Signature
   If possible, update your email signature to reflect your new status (e.g., “Former [Job Title] at [Company Name]”).

5. Consider Timing
   Set the message to go live on your last working day or shortly after to avoid premature notifications.

Why a Permanent Out-of-Office Message Matters

A well-crafted permanent OOO message serves several purposes:

• Professionalism: It demonstrates respect for your colleagues and clients by ensuring they are informed of your departure.
• Continuity: It provides clear guidance on who to contact in your absence, minimizing disruption.
• Networking: It opens the door for future connections, especially if you include personal contact information.

Conclusion

A permanent out-of-office message is more than just a notification—it’s an opportunity to leave a lasting positive impression. By following the example and tips provided above, you can create a message that reflects your professionalism, gratitude, and commitment to maintaining relationships. Whether you’re retiring, changing careers, or taking a long-term break, a thoughtful OOO message ensures a smooth transition for both you and your contacts.

Remember, your professional network is one of your most valuable assets. A well-crafted permanent OOO message can help you preserve and nurture those connections as you move forward in your journey.