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Out of office email templates

Are you going on vacation and need to set an out-of-office message? Or maybe you’re just taking a day off and don’t want to be bothered with work. Either way, a good out-of-office template will help get the job done.

Such templates are usually simple and easy to use, allowing you to customize your message however you want. Today, we’ll show you a few different out-of-office templates that you can use for your vacation auto-responses.

Why should you use an out of office template

Most people use out-of-office template responses when they’re away from their email for an extended period of time – on vacation or just taking a day off, for example. You can set an automatic response letting people know that you won’t be checking your inbox and will be back soon. This way, they won’t expect a reply from you right away and you can enjoy your time off without worrying about work.

But there are other times when you might want to use a template response as well. If you know you’re going to be busy and won’t be able to get to your email as often as usual, an out-of-office message lets people know that you may not be able to respond immediately. They can then decide whether to wait for a response or find another method of contacting you.

An out-of-office message can also help manage people’s expectations if you’re swamped with work and can’t respond to every email right away. Letting people know that you’re busy but will get back to them as soon as possible can help avoid frustration on both sides.

Avoid frustration with out of office email templates

How to title an out of office email template

Keep it rather short and to the point – Out of Office, Vacation Auto-Reply, or Away are all good options. In the subject line, it’s also a good idea to include when you’ll be back so people know how long they’ll have to wait for a response.

For example, “Out of Office until January 15th” would work well. This also helps with filtering if you have an email messages system that can do that, but more than anything it lets others know when to expect a response without having to read the body of your email. This way, you show that you care about their time.

Out of office email template subject line examples

  • Out of the office: [date]
  • Out of office: [vacation details]
  • Out of office: [reason for absence]
  • On vacation: [date] – [date]
  • Holidays: [date] – [date]
  • OOO: sick day
  • Unavailable: out of the country
  • In case of emergency:
  • Away from my desk on [date]
  • Currently on vacation
  • I’m out of the loop
  • I’ll be back soon
  • On a sabbatical
  • Heading out for a little R&R

How to write an out of office template

There are a few things to keep in mind when it comes to the body of your auto-response email.

First, you want to make sure it’s clear that you’re away from your desk and won’t be able to respond to emails right away. If you will be checking your inbox from time to time, let people know when they can expect a response. If you’re unsure, it’s better to avoid this part than have people wait for a reply that may not come.

Secondly, in case of an emergency, you can leave your private phone number. Remember, however, to note that you might not be able to pick up right away, and request that people only contact you this way if it’s extremely urgent.

Out of office email template

It’s also a good idea to include who they can contact in your absence, as well as any pertinent information they might need (like deadlines or project updates). And of course, don’t forget to say when you’ll be back. Keep it short and sweet – no one wants to read a novel when they’re trying to get in touch with you.

Last, but not least – and this is optional – you can include a brief message letting people know what to do in your absence. For example, where they would be able to find the information they might need if you won’t be able to provide it for them.

What to include in an out of office email template

  • Your name
  • The dates you’ll be gone or the date you’ll be back
  • A brief message letting people know you’re out of the office or that you’ll be back soon
  • Who to contact in your absence (if applicable)
  • When they can expect a response from you (if you’ll be checking your inbox while on vacation)
  • Alternative ways of contacting you

Out of office email examples and templates

Formal out of office templates

Out of office

I’m currently out of the office and will be back on January 15th. I’ll be checking my email periodically, but if you need an immediate response then please contact [Name] at [email address] instead.

Thanks,
[Your Name]

Out of office template

Hello,

I am currently out of the office and will return on [date]. If you need immediate assistance, please contact [Name] at [email address] or reach my cell on [phone number], however, please note that I may not be able to respond immediately.

Thank you,
[Your Name]

Out of office [date from-date to]

Hello,

I am OOO without email access from [date from] until [date to]. For urgent matters during this time, please contact [Name] at [email address] or call my cell on [phone number].

Regards,
[Your name]

Out of office – Holidays

Hi there,

I will be Out of Office from [date from] til [date to] and have limited access to email. If you need immediate assistance during this time, please try to contact [Name] at [email address] instead of me or for urgent issues only you may try to call me on [phone number].

Best wishes,
[Your name]

Holidays [date]

Hi there,

I’m currently out of the office enjoying some well-deserved time off. I’ll be back on [date], and I won’t have access to email until then.
For urgent matters during this time, please alternatively contact [Name] at [email address], who has been notified to expect additional correspondence in my absence.

Best,
[Your name]

Unavailable: Out of the Country [date]

Hello,

I will be out of the country for [date from]-[date to]. I will have limited access to email during this time. For urgent matters, please contact [Name] at [email address] instead of myself.

Kind regards,
[Your name]

On a sabbatical [date]

Hi there,

I’m currently on a sabbatical and will be Out of Office until [date]. I won’t have access to email during this time.
If there is an emergency, [Name] at [email address] will be contactable during this time.

See you soon,
[Your name]

Sick leave [date]

Hi there,

I’m Out of Office and on sick leave until [date]. During this time, I won’t be able to check my email.
In case of an emergency, please get in touch with [Name] at [email address].

Kind regards,
[Your name]

Out of Office: Conference [date]

Hello,

I am Out of Office to attend a conference from [date]. I’ll be replying to emails when I have access, but for a quicker response, please contact me on [phone number] if there is an urgent issue.

Thanks,
[Your name]

Out of Office: Company retreat [date]

Hi there,

I’m Out of Office at a company retreat from [date]. During that time, I will have limited access to email.
In case of an emergency, please reach out to [Name] at [email address] or call the main office line on [phone number].

Thanks,
[Your name]

Out of office [Date]

Hi,

I will be out of the office for the next [X] days. In my absence, please contact [Name] who will be more than happy to help with any inquiries you may have. Thanks for your understanding.

Best,
[Your name]

OOO [date]

Hey there,

Thanks for reaching out. I’m currently out of the office and will be back on [Date] at the latest. I’m sorry for the inconvenience and would kindly ask you to email my colleague, [Name], at [email address] in the meantime.

Best,
[Your name]

Casual out of office

Casual out of office templates

Away from my desk

Hi there,

I’m currently away from my desk, sipping cocktails on a beach somewhere. I’ll be back on [date] and will have limited access to email until then.

My colleague [Name] will be handling my emails in my absence, so please contact [him/her/them] at [email address] for any urgent matters.

Thanks, and have a great day.
[Your name]

Taking a break until [date]

Hello there,

Sorry you missed me. I’m out of office until [date]. However, I will be taking periodic breaks from binge-watching everything I’ve missed to check my email occasionally while I’m away.

If this matter isn’t time-sensitive, rest assured that I’ll respond when I’m back from this break.

Best,
[Your name]

Out of office [date]

Hey,

I’m Out of the office from [date from] to [date to].
I’ll be reachable on my cell at [phone number], but for urgent matters please contact [Name] instead.

See you soon,
[Your name]

I’m (finally) on holiday

Hi,

I am Out of Office and on holiday from [start date] to [end date]. I will not have access to email during this time, but if you need immediate assistance please contact my colleague [Name] at [email address].

Thanks,
[Your name]

P.S. I’m really looking forward to this break. 🙂
P.P.S. If you need to reach me urgently, please call my cell at [phone number].

I’m out of the loop [date]

Hello,

I will be out of the office from [start date] to [end date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email]. Otherwise, I will respond to your message upon my return.

Have a great day.

Best,
[Your name]

Sorry, I’m OOO [date]

Hi [Name],

I’m out of the office this week, but if you need anything urgently please feel free to contact my colleague [Name].

Thanks,
[Your name]

Out of Office from [Date] to [Date]

Hi there.

I’m currently out of the office and will return on [Date]. In the meantime, if you need assistance, please contact [name or department].

Cheers,
[Your name]

On The beach [date]

Hi there.

I’m currently Out of Office and enjoying some well-deserved time off on the beach. I’ll be back in the office on [Date] and I’ll be happy to respond to your email then.

If you need assistance while I’m away, please contact my colleague [Name] at [email address]. Thanks.

[Your name]

Best practices for out of office templates

Keep it short

When writing an Out of Office message, it’s important to keep it short and sweet. There’s no need to go into great detail about who you are or what you’re doing. Just give the essentials so that your colleagues know how to reach you in case of an emergency.

Use the right tone of voice

Your Out of Office message is a reflection of your company’s culture and values, so it’s important to use the right tone of voice. If you’re not sure what tone to use, err on the side of professionalism.

You don’t want to sound too casual or unprofessional, as doing so can reflect poorly on your company. If your company has its own brand book and tone of voice, use it as a guide when writing your Out of Office message.

If you use slang or jargon, be sure that everyone reading your message will understand it. What’s funny for you might not be funny for the recipients of your auto-response, especially if they’re not from the same country or region.

Add dates of your absence

When possible, add the dates of your absence to your Out of Office message. This will help your colleagues, clients, and/or business partners know when they can expect a response from you. If you’re not sure when you’ll be back, give a range of dates or an estimate. In this case, it’s better to err on the side of caution and give a longer time frame than you think you’ll need.

Add dates to your absence

Mention alternative forms of contact

In your Out of Office message, be sure to mention alternative forms of contact in case of an emergency. This could be a colleague’s email address, phone number, or even a physical address. If you’re comfortable sharing your personal details, you can also include your cell phone number or social media handles.

Just remember that the more information you include, the more likely it is that someone will reach out to you while you’re away. As such, you should only include alternative forms of contact if you’re comfortable with being contacted during your time off.
If you decide to share your colleagues’ contact details, make sure that they know about it and agree to be the point of contact before you add their information to your Out of Office message.

Mention alternative forms of contact

Don’t go too deep or specific

When writing your Out of Office message, resist the urge to go too deep or get overly specific. This is not the time to share your life story or latest vacation photos. Get straight to the point so that your colleagues can return to work with minimal interruption, and your business partners can find the information they need without sifting through a novel.

Set up an internal and external OOO template

If you frequently have Out of Office messages, set up an internal and external OOO template to save time. This way, all you have to do is fill in the blanks with your specific information each time you need to step away from your desk.

An internal Out of Office message is sent to people within your company, while an external one is sent to those outside of it. The main difference between the two is that an internal OOO message doesn’t need to be as formal as an external one.

Design your own templates

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Summary

Auto-response messages are a necessary evil when you need to take some time away from work. By following these best practices, you can write an Out of Office message that is professional, informative, and helpful for everyone who will receive them. They may even appreciate an Out of Office message more than you think.

Out of office template FAQ

What is an out of office message and what does it do?

It is a handy tool that lets people know that you're not available and provides them with an alternative way to reach you. It's important to set one up for those times when you're going to be out of the office or unavailable for an extended period of time. That way, your contacts will know how to reach you in case they need to and they won't be left wondering what happened to you.

Should I always set up an out of office message when I am away or sick?

If you want to be a truly effective employee, you always should. That way, your colleagues and clients will know that you are not available so they can reach out to someone else for assistance. Besides, it's simply polite - you don't want people thinking you're ignoring their emails after all.

How can I set up an out of office message for my email account(s)?

The process for setting up an out of office message will vary depending on the email service you use. However, most email providers have a built-in feature that lets you set up an Out of Office message in just a few clicks. Consult your provider's documentation for specific instructions.

What are some common issues that people have with their out of office message setup?

One is people forgetting to turn them off when they return to the office. This can be a big problem, as it may give the impression that you're still away or ignoring your emails. Another common issue is failing to include alternative contact information in the message. This can leave people stranded if they need to reach you urgently. Some people make the mistake of including too much information in their Out of Office message. Keep it simple and to the point to avoid this issue.

What to keep in mind when setting up or using my out of office message(s)?

If you've ever wondered how to set up an effective out of office message or what to keep in mind when using one, you're not alone. Here are some tips on what to consider when setting up your own out of office message. The first thing to think about is what kind of information you want to include in your out of office message. At a minimum, you should mention the dates that you'll be away and who people can contact in your absence. Beyond that, it's up to you how much detail you want to go into. Some other things to consider including are the reason for your absence and whether or not you'll be checking email while you're away. Remember that Out of Office messages are generally meant for people who are trying to reach you via email. If you're going to be away from your desk for an extended period of time, it's therefore a good idea to set up an Out of Office message on your voicemail as well. That way, people will know that you're not available so they can leave a message. Once you've decided what to include in your Out of Office message, it's time to think about the tone. You'll want to keep it professional, but there's no need to be overly formal. Consider using a bit of humor to lighten the mood - after all, everybody needs a break from work every now and then.

Can I set up my out of office message to automatically reply to all emails while I'm away, or just certain people/emails addresses?

You can set up your out of office message to automatically reply to all emails. However, it's important to note that this may not be the best course of action, as it can result in urgent matters not reaching you. A better option might be to set up a rule in your email client that automatically forwards messages from certain people or addresses to a different account where you can check them more frequently. That way, you can still respond to urgent messages without having your out of office message block other people's messages unnecessarily.

How long should my out of office message be?

A good rule of thumb is to keep it brief and to the point. In general, you should aim to let your contacts know that you are out of the office and when they can expect a response from you. You may also want to provide them with an alternate means of contact in case they need to reach you urgently.

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