Navigating employee exits: How to manage email signatures and auto replies for departing employees
12 December 2023
0 min read
TL;DR
- Employee departures shouldn’t leave gaps. Offboarding is the time to protect systems, maintain consistency, and close the loop.
- An effective auto-reply for departed employees should include an announcement of the departure, and an alternative contact
- We've provided sample employee departure auto-replies that you can copy and edit
- Using an email signature management tool helps IT with faster offboarding, reduced risk, and streamlined handovers
Why handle employee offboarding with care?
Employee departures shouldn’t leave gaps. Offboarding is the time to protect systems, maintain consistency, and close the loop.
Companies typically have protocols for paperwork, asset return, and exit interviews. But one offboarding job often overlooked is managing the auto-reply for former employees.
In the modern workplace, email signatures and auto-replies have become crucial for communication and maintaining a professional image.
Therefore, it's essential to have a plan in place for managing these features when an employee leaves the company.
If you’re using Microsoft 365, our email signature management solution for Microsoft 365 makes it easy to centralize updates and automate key elements of this process.
What happens to an employee's email when they leave a job?
When an employee leaves a job, their email account is typically disabled or deleted. This means all emails sent to their former work address will no longer be received. In addition, any auto-replies or out-of-office messages set up by the departing employee will also stop being active.
However, deleting an account can lead to missed chances and lost information. Instead, by setting up an auto-reply that states "no longer with company," your emails can maintain communication with external parties while safeguarding sensitive personnel changes.
Guidelines for managing email signatures and auto-replies
To effectively manage email signatures and auto-replies for departing employees, follow these guidelines:
Plan ahead: Have a plan in place before an employee leaves the company. This includes deciding how long their account will remain active, who will handle setting up an auto-reply, and what information should be included in the response.
Follow company policies: Follow any company policies regarding email signatures and auto-replies. Some companies may have specific guidelines on what information can be included or how long an account can remain active after an employee's departure.
Update contact information: Before disabling or deleting an account, update any contact information for the departing employee. This includes updating contact lists, shared calendars, and any other systems that may have their email address stored.
Communicate changes: Clearly communicate any changes in email signatures and auto-replies to both internal and external parties. This will prevent confusion and ensure a smooth transition for communication with the departing employee.
Be professional: When creating an auto-reply, make sure it's professional and concise. Avoid including any negative or unnecessary information about the departure of the employee.
Key elements in an auto reply for departing employees
An effective "no longer with company" auto reply should include:
An announcement of the departure of an individual - while keeping the details of their exit confidential.
An alternative contact - sharing the contact information of a designated person responsible during this period.
A polite conclusion - expressing gratitude for their understanding is a valuable gesture in nurturing positive relationships.
Keep in mind the importance of tone. Auto replies should stay professional yet warm. Simplicity and clarity are key elements of effective communication.
Sample auto replies following an employee departure
Studying real-life email examples is highly effective for understanding their composition. By analyzing different scenarios and observing the elements used, you gain insight into structure, tone, and content.
Use this knowledge to create impactful and engaging messages in your own communication.
Example 1 - Notice of change
Subject Line: Notice regarding [Employee's full name]
Thank you for your email. Please note that [Employee's first name] no longer works at [company name]. Your message has not been forwarded.
For assistance with [briefly explain the former employee’s responsibility], please contact our team at [alternative email address or phone number].
We appreciate your understanding and patience during this transition.
Best,
[Company name]
Example 2 - Change in contact
Subject Line: Change in contact
I’m writing to inform you that I no longer work at [Company Name].
For queries regarding [specific area work], please get in touch with [alternative contact person] at [contact person’s email].
Thank you for your understanding.
Best regards,
[Your name]
Example 3 - Updated contact information
Subject Line: Update on contact information
This is to inform you that [employee's first name] is no longer associated with [company name]. Your email has not been forwarded.
For all future communications related to [specific area of work], you can reach out to [alternate contact's name] at [alternate contact's email address].
We thank you for your cooperation during this transition.
Best Regards,
[Company Name]
Using email signature management tools
It's important to understand the significance of managing a departing employee's email account during the offboarding process. This ensures smooth communication and upholds a professional image. Efficient methods to achieve this include configuring thoughtful auto replies and using email signature management tools such as Exclaimer.
An email signature management tool like Exclaimer streamlines the process of managing email signatures and auto-replies. These tools help IT admin personnel with:
Faster, cleaner offboarding: IT can remove or reassign email identities at the signature level without needing to touch each mailbox manually.
Reduced risk: Brand integrity and legal compliance are preserved even in employee transitions.
Streamlined handovers: Temporary message updates and redirect signatures can ease the shift for teams and clients.
Simplify email signature management as you grow
Keep your organization's communication on track even during times of change. Exclaimer lets you centrally manage, update, and control every email signature without manual work or formatting issues.
Start a free trial and see how easy it is to automate and scale email signatures across teams and devices.
