When going out of the office, whether for a vacation or other personal reasons, it’s important to set up an out of office email message to let people know you’re away and when you’ll be back. This helps manage expectations and ensures that people don’t think you’re ignoring them. To help you out, we’ve put together a list of business out of office email message examples that you can use as inspiration. Feel free to edit them as needed to fit your specific needs.
Structure for Out of Office Emails
When you’re away from the office, it’s important to let people know so that they don’t get worried if they don’t hear back from you right away. An out-of-office email is the perfect way to do this.
There are a few key things to include in an out-of-office email:
* **A clear subject line:** Let people know that you’re out of the office right away, without having to open the email.
* **Your dates of absence:** Include the dates that you’ll be out of the office, so that people know when to expect you back.
* **Contact information:** If you’ll be checking email while you’re out, include your contact information so that people can reach you if they need to.
* **A friendly tone:** Let people know that you’re looking forward to getting back to work and that you appreciate their understanding.
Here are a few examples of out-of-office email messages:
**Example 1:**
“`
Subject: Out of office
Hi there,
I’m out of the office from [start date] to [end date]. I’ll be checking email periodically, but may not be able to respond right away.
If you need immediate assistance, please contact my colleague, [colleague’s name], at [colleague’s email address].
Thanks,
[Your name]
“`
**Example 2:**
“`
Subject: Away from my desk
Hi everyone,
I’m taking some time off from [start date] to [end date] to spend with my family. I’ll be back in the office on [return date].
I won’t have access to email while I’m away, so please don’t hesitate to contact my colleague, [colleague’s name], at [colleague’s email address], if you need anything.
Thank you for your understanding.
Best regards,
[Your name]
“`
**Example 3:**
“`
Subject: Out on vacation
Hi there,
I’m on vacation from [start date] to [end date]. I’ll be back in the office on [return date], ready to hit the ground running.
I’ll be checking email sporadically, but may not be able to respond right away. For urgent matters, please contact my colleague, [colleague’s name], at [colleague’s email address].
Thank you for your understanding.
See you soon,
[Your name]
“`
## Out-of-Office Email Message Examples
Vacation
I will be on vacation from **[start date]** to **[end date]**. I will not have access to email during this time. For urgent inquiries, please contact my colleague, [colleague’s name], at [colleague’s email address].
Sick Leave
I am currently on sick leave due to [reason]. I expect to return to work on **[return date]**. If you have any urgent questions, please contact [backup person’s name] at [backup person’s email address].
Personal Emergency
I am currently out of the office due to a personal emergency. I will return as soon as possible. In the meantime, please contact [backup person’s name] at [backup person’s email address] with any urgent inquiries.
Off-Site Meeting
I will be out of the office at an off-site meeting from **[start date]** to **[end date]**. I will have limited access to email during this time. Please direct urgent inquiries to [backup person’s name] at [backup person’s email address].
Business Travel
I will be traveling for business to [destination] from **[start date]** to **[end date]**. I will have sporadic access to email during this time. For urgent inquiries, please contact [backup person’s name] at [backup person’s email address].
Jury Duty
I will be out of the office for jury duty from **[start date]** to **[end date]**. I do not have access to email during this time. For urgent inquiries, please contact [backup person’s name] at [backup person’s email address].
Military Leave
I will be on military leave from **[start date]** to **[end date]**. I will not have access to email during this time. Please direct all inquiries to [backup person’s name] at [backup person’s email address].
Out-of-Office Email Message Examples with Tips
When you’re out of the office, it’s important to let people know you’re away and when you’ll be back. An out-of-office email message is a great way to do this. Here are some tips for writing an effective out-of-office message:
* **Keep it brief.** People don’t have time to read a long email, so get to the point.
* **Be clear.** Let people know when you’ll be back and who to contact in your absence.
* **Be professional.** Use a professional tone and avoid using slang or abbreviations.
* **Personalize it.** Add a personal touch to your message, such as a greeting or a thank you.
* **Test it.** Before you send your out-of-office message, test it to make sure it works properly.
Here are some out-of-office email message examples:
* **Example 1:**
> Hi there,
> I’m out of the office from [start date] to [end date]. I will be checking email periodically, but I may not be able to respond right away.
> For urgent inquiries, please contact my colleague, [colleague’s name], at [colleague’s email address].
> Thank you for your understanding.
* **Example 2:**
> Hello,
> I’m away from my desk until [end date]. I’ll be back on [return date].
> If you need immediate assistance, please call my phone at [phone number].
> Otherwise, please email me and I’ll get back to you as soon as possible after I return.
> Thanks!
* **Example 3:**
> Hi everyone,
> I’m on vacation from [start date] to [end date]. I’ll have limited access to email during this time, so please don’t hesitate to reach out to my colleague, [colleague’s name], at [colleague’s email], if you need anything.
> I’ll be checking email sporadically, but I may not be able to respond immediately.
> Thanks for your understanding!
FAQs: Business Out of Office Email Message Examples
Q: How should I start my out of office email message?
Start with a professional greeting, such as “Dear colleagues” or “Dear clients,” and include a clear statement that you are out of the office.
Q: What information should I include in my message?
Include the dates you will be out of the office, the reason for your absence (if appropriate), contact information for someone who can assist with inquiries, and instructions for urgent matters.
Q: How can I ensure readability?
Use clear and concise language, keep paragraphs short, and avoid jargon or technical terms.
Q: Should I include a personal touch?
A personal touch can be appropriate, such as expressing appreciation for your colleagues’ support or apologizing for any inconvenience caused by your absence.
Q: How can I set up an automated out of office reply?
Most email clients offer a feature to create and schedule automated out of office replies. Follow the instructions provided by your email provider.
Q: What should I do if I need to update my out of office message?
Revise and resend your out of office message as needed. Clearly indicate the changes made for clarity.
Q: Can I provide multiple ways for people to reach me?
Yes, include alternative contact information, such as a mobile phone number, alternative email address, or instant messaging handle, if appropriate.
Thanks for stopping by!
Hey there, thanks for checking out our roundup of business out of office email messages. Hopefully, you found some inspiration for crafting your own killer away message. Keep in mind that these are just examples, and you can always personalize them to your liking. And if you need a refresher in the future, feel free to swing by again. We’ll always have fresh ideas and tips for you. Cheers!