Professional Moving Away Messages

Setting up a professional moving away message helps maintain clear communication when you’re transitioning to a new role or location.

Basic Moving Away Message Template

A good moving away message should include your last day, successor’s contact details, and a brief thank you note.

Key Elements to Include

• Last working day
• New point of contact
• Handover information
• Forwarding contact details (if appropriate)
• Brief appreciation note

Situation-Specific Templates

For Clients

For Colleagues

Professional Tips

• Keep the tone positive and professional
• Proofread for accuracy of contact information
• Set up email forwarding with IT department
• Update LinkedIn and other professional networks
• Send the message at least one week before departure

What to Avoid

• Negative comments about the company
• Personal reasons for leaving
• Overly emotional language
• Complicated handover instructions
• Sharing confidential information

Set up an auto-reply message during your final week to ensure no communication gets missed during the transition.

Follow-up Steps

• Confirm receipt of your message with key stakeholders
• Document ongoing projects and responsibilities
• Schedule handover meetings where necessary
• Save important contacts for future networking

Communication Best Practices

• Schedule face-to-face meetings with key stakeholders
• Provide written documentation for complex processes
• Create a transition timeline with clear milestones
• Maintain accessibility during the handover period
• Follow up on critical pending matters

Digital Presence Updates

Internal Systems

• Update internal directories
• Remove access to shared drives
• Transfer ownership of digital assets
• Archive important communications

External Platforms

• Update professional social media profiles
• Modify business listings
• Transfer account ownership where necessary
• Update contact information on industry databases

Knowledge Transfer Checklist

Conclusion

A well-crafted moving away message ensures smooth transitions and maintains professional relationships. Focus on clear communication, thorough handover processes, and positive messaging. Update all necessary platforms and document essential information for continuity. This professional approach benefits both the departing employee and the organization while preserving valuable business relationships.

FAQs

1. What is the most professional way to write an “Out of Office” message when moving to a new position?
   Include your last working day, the name and contact information of your successor or temporary replacement, and gratitude for the professional relationship. Keep it concise and positive.
2. Should I mention my new position in my moving away message?
   If moving within the same industry, it’s acceptable to briefly mention your new role. However, if moving to a competitor, keep details minimal and focus on the transition of responsibilities.
3. How far in advance should I set up my moving away message?
   Set up your message 1-2 days before your departure. Ensure it’s activated on your last working day and remains active for at least 2-4 weeks after leaving.
4. What essential information must be included in a professional moving away message?
   Include your departure date, alternative contact person(s), their email/phone, your last working day, and any relevant handover information for ongoing projects.
5. How should I handle ongoing project communications in my away message?
   Specify who will be handling specific projects and provide their direct contact information. Include any relevant reference numbers or project names for seamless transition.
6. Is it appropriate to include personal contact information in a professional moving away message?
   Generally, avoid including personal contact details unless specifically relevant for business continuity. Instead, direct inquiries to appropriate business contacts.
7. How do I write a moving away message for different audiences (clients vs. colleagues)?
   Create separate messages: more formal for external clients focusing on business continuity, and a warmer tone for internal colleagues while maintaining professionalism.
8. What common mistakes should I avoid in a professional moving away message?
   Avoid emotional language, lengthy personal explanations, negative comments about the company, or vague information about who to contact for assistance.
9. Should I set up different messages for email and voicemail when moving away?
   Yes, create coordinated but platform-appropriate messages. Email messages can be more detailed, while voicemail messages should be brief but include essential contact information.
10. How long should my professional moving away message remain active?
    Keep the message active for 2-4 weeks after departure. After this period, the IT department should set up a permanent message or redirect communications accordingly.

Author: WishesGuide.com