Retirement and last day
Your inbox keeps getting email after you've gone. Point people to who's taking over and say goodbye properly. Leaving for a new job? Pick "Leaving the company".
Automatic reply: Re: Quick question before you go
You
to Sam Rivera · just now
Slack or Teams status
12/100 characters, Slack's limit. Set it to clear when you're back.
Subject line (Gmail)
Gmail's vacation responder asks for one. Outlook writes its own: “Automatic reply: …”.
Block your calendar
No calendar block for a last day: you won't be back.
Tell your team lead
Hi! Just a reminder that Friday, October 9 is my last day before I retire. I'll set an automatic reply pointing people to the right person.
Open Settings (the gear at the top right), then Accounts › Automatic replies.
Turn on the Automatic replies toggle.
Check Send replies only during a time period. Start: Fri, Oct 9, 5:00 PM. End: leave it off: it should keep going.
Optional: check Block my calendar for this period and Automatically decline new invitations for events that occur during this period.
Paste your message into the box.
Work account? Check Send replies outside your organization, then Send replies only to contacts, and paste the outside version.
Select Save.
You'll paste
For team leads
Auto-replies tell the people emailing you. Your team lead finds out who's out from the bounce-backs. Forgot puts everyone's time off, holidays and release dates on one calendar, so a clash shows up while there's still time to plan around it.
Free for 14 days, no card. Then $9 once, no subscription. Not your call? Send it to your team lead.
Hello, Thank you for your email. I retired on [last day], and this mailbox is no longer monitored. [colleague's name] has taken over my responsibilities and can help at [their email]. It has been a privilege to work with you, and I wish you all the best. Warm regards, [Your name]
Hi! After many wonderful years, I've retired. I'm not checking this inbox anymore (that's sort of the point). Please reach out to [colleague's name] at [their email] for anything you need. Thank you for being part of the journey! [Your name]
I've retired, and this inbox is no longer monitored. Please contact [colleague's name] at [their email]. [Your name]
I've retired. My new schedule is golf, naps and not reading this. [colleague's name] would love to help you instead, at [their email]. [Your name]
Thank you for your email. Unfortunately, I've retired and no longer care. Just kidding, I care a little. Please contact [colleague's name] at [their email]. [Your name]
Hello, Thank you for your email. My last day at the company was [last day], and this inbox is no longer monitored. For anything I used to handle, please contact [colleague's name] at [their email]. It's been a pleasure working with you. Best regards, [Your name]
Hi! I've moved on to a new adventure, and [last day] was my last day here. I won't be checking this inbox anymore. [colleague's name] is taking over my work and would be happy to help at [their email]. Thank you for everything. It was great working with you! [Your name]
I've left the company, and this inbox is no longer monitored. Please contact [colleague's name] at [their email]. [Your name]
I've left the building. And the company. [last day] was my last day, so this inbox is now a museum. For anything current, [colleague's name] is the curator: [their email]. [Your name]
Ask IT how long it stays on
Many companies keep a leaver's inbox and auto-reply for a few weeks or months. Find out, so the message isn't the last thing people see for years.
Name who's taking over
A real name and email, per area if your work is split. "Please contact the team" sends people in circles.
Personal email: your call
It's nice for friends, but the reply goes to everyone, spammers included. A LinkedIn profile is a safer way to stay in touch.
Usually a few weeks to a few months, until people have updated their contacts. Your IT team decides when the mailbox closes.
That you've left, the date of your last day, who's taking over your work, and a short thank-you. Pick "Leaving the company" in the generator.
Only if you're happy for anyone who emails your old address to have it, including strangers. Many people share it with colleagues directly instead.