examples of vacation email message

Looking for a quick and easy way to inform your colleagues and clients about your upcoming vacation? Check out these examples of vacation email messages! These templates can be easily customized to fit your specific needs, so you can spend less time writing emails and more time enjoying your time off.

Vacation Email Structure

Crafting an effective vacation email message is crucial to ensure that your absence is handled smoothly. The structure of your email plays a significant role in conveying the necessary information clearly and concisely. Here’s a breakdown of the best email structure for vacation messages:

Subject Line:**

  • Keep it brief and descriptive, such as “Out of Office: [Start Date] to [End Date].”


  • Opening Paragraph:**
    • State your purpose clearly: “I will be out of the office on vacation from [Start Date] to [End Date].”
  • Return Date:**
    • Indicate your expected return date: “I will be back on [Return Date].”
  • Urgent Matters:**
    • Provide instructions on how urgent matters should be handled. For example: “For urgent matters, please contact [Colleague’s Name] at [Email or Phone Number].”
  • Auto-Response:**
    • If you have set up an automated response, mention it: “I have set up an automatic response to provide you with additional information.”
  • Appreciation:**
    • Express your appreciation for their understanding: “Thank you for your understanding and support.” (Optional)


    • Include your full name and any other necessary contact information (e.g., mobile number)

    Remember to keep your email polite, professional, and informative. By following this structure, you can ensure that your vacation email message is effective and provides all the necessary details to your colleagues and clients.

    Vacation Email Message Examples

    Vacation Email Tips for Effective Out-of-Office Replies

    Crafting a well-written vacation email message ensures you receive fewer interruptions while away and helps manage expectations with colleagues and clients. Here are some tips and insights to help you create an informative and professional out-of-office message:

  • Keep it Concise and Clear:
  • Your vacation email should be short and to the point, providing essential information without overwhelming the reader with unnecessary details.

  • State Your Absence Period:
  • Clearly indicate the start and end dates of your vacation to avoid confusion and unnecessary follow-up.

  • Designate a Point of Contact:
  • Provide the name and contact information of a reliable coworker who can assist in handling urgent matters during your absence. Avoid providing personal contact information for emergencies, instructing people to call the main office number instead.

  • Set Expectations:
  • Inform the sender about your response time. If you will be checking emails periodically, mention this and set clear boundaries. If you won’t have access to your email, state that you will not be able to respond until your return.

  • Provide Alternative Contact Methods:
  • If necessary, include alternative contact details such as a phone number or instant messaging platform for urgent inquiries.

  • Use a Professional Tone:
  • Even though it’s an out-of-office message, maintain a professional tone and avoid using slang or casual language.

  • Express Appreciation:
  • Thank the sender for their understanding and wish them well while you’re away.

  • Test Your Message:
  • Before setting your out-of-office reply, send a test email to yourself or a colleague to ensure it’s sending and displaying correctly.

    FAQs on Vacation Email Message Examples

    What are some tips for writing a professional vacation email message?

    Use a clear and concise subject line, state your start and end dates, delegate responsibilities, set an out-of-office autoresponder, and proofread carefully.

    How do I request a vacation in an email?

    State your requested dates, whether you want paid or unpaid time off, and provide any necessary details or context.

    What should I include in an out-of-office autoresponder?

    Include your vacation dates, a brief message indicating your unavailability, and contact information for urgent inquiries.

    How can I gracefully decline a vacation request?

    Express gratitude for the request, clearly state that you cannot grant it at the time, and provide a brief explanation (if appropriate).

    What if my vacation request overlaps with a deadline?

    Inform the relevant parties in advance, ensure your work is completed or delegated, and offer to take additional responsibilities upon your return.

    How do I write a vacation follow-up email?

    Thank colleagues for covering your work, provide an update on your return, and request feedback or any outstanding tasks.

    What should I do if my vacation plans change?

    Notify your colleagues and supervisor immediately, adjust your out-of-office autoresponder, and be prepared to adjust your return date or workload.

    That’s All, Folks!

    Well, there you have it. Whether you’re going on a quick weekend getaway or an exotic adventure, we hope these vacation email message examples have given you some inspiration. Remember to keep your message brief, informative, and professional. And don’t forget to have some fun while you’re away!

    Thanks for reading and be sure to stop by again soon for more travel tips and advice.