If you’re planning to be away from your desk and want to let colleagues and clients know, an out of office email is a must. An out of office email outlook example can help you craft the perfect message to inform senders of your absence and provide them with any necessary information. Here we provide a collection of out of office email outlook examples that you can use as inspiration. Feel free to edit these examples to fit your needs and preferences.
Crafting the Perfect Out-of-Office Email in Outlook
When you’re stepping away from the office, it’s important to set up an out-of-office email that lets people know you’re unavailable and when you’ll be back. This not only helps manage expectations, but it also ensures that your emails don’t pile up while you’re out.
Here’s a guide to help you create an effective out-of-office email:
Subject Line
Your subject line should be clear and concise. Something like “Out of Office” or “Away from Desk” will do the trick.
Greeting
Start your email with a friendly greeting, such as “Hi there” or “Hello.” You can also include a personal touch, such as “Hope you’re having a great day.”
Body
The body of your email should provide the following information:
* **Dates you’ll be out of office:** State the exact dates you’ll be away.
* **Reason for absence (optional):** You can briefly mention the reason for your absence, such as “on vacation” or “attending a conference.”
* **Who to contact in your absence:** Provide the name and email address of someone who can assist with urgent matters.
* **When you’ll return:** Let people know when you’ll be back and checking emails again.
Closing
Wrap up your email with a polite and professional closing, such as “Thanks for your understanding” or “Best regards.”
Example Out-of-Office Email
“`
Subject: Out of Office
Hi there,
I am currently out of the office from [Start Date] to [End Date] and will not have access to email during this time.
For urgent matters, please contact my colleague, John Smith, at john.smith@example.com.
I will respond to all emails upon my return on [Return Date].
Thanks for your understanding.
Best regards,
[Your Name]
“`
Out of Office Email Outlook Examples
Vacation
Hi there,
I am currently out of the office on vacation from [start date] to [end date]. I will be checking my email periodically, but I may not be able to respond promptly. For urgent matters, please contact [colleague’s name] at [email address or phone number].
I’ll be back in the office on [return date] and will respond to your emails then.
Thank you for your understanding.
Business Trip
Hello,
I am currently out of the office on a business trip in [city] from [start date] to [end date]. I will have limited access to email and may not be able to respond immediately.
For urgent inquiries, please contact my assistant, [assistant’s name], at [email address or phone number].
I will check my email periodically and will respond to your messages as soon as possible upon my return on [return date].
Thank you for your patience and understanding.
Sick Leave
Dear [Recipient’s name],
I am writing to inform you that I will be out of the office on sick leave from [start date] to [end date]. I am currently experiencing [symptoms] and am taking medication to recover.
I will be able to check my email and respond to urgent messages, but please allow for a delayed response time.
I apologize for any inconvenience this may cause and appreciate your understanding.
I will keep you updated on my progress and will let you know when I expect to return to work.
Sincerely,
Bereavement Leave
Dear [Recipient’s name],
I am writing to let you know that I will be out of the office on bereavement leave from [start date] to [end date]. I have recently lost [relationship to the deceased] and need some time to grieve.
I will be able to check my email periodically, but please allow for a longer response time.
I appreciate your understanding and support during this difficult time.
Sincerely,
Maternity/Paternity Leave
Hi everyone,
I am writing to inform you that I will be on maternity/paternity leave from [start date] to [end date]. I am expecting the arrival of our [child’s gender] on [due date].
I will have limited access to email and may not be able to respond immediately. For urgent inquiries, please contact [colleague’s name] at [email address or phone number].
I will check my email periodically and will respond to your messages as soon as possible upon my return on [return date].
Thank you for your understanding and support.
Sabbatical
Hi there,
I am writing to let you know that I will be taking a sabbatical from [start date] to [end date]. During this time, I will be traveling, learning, and pursuing personal projects.
I will have limited access to email and may not be able to respond to messages until after my return. For urgent matters, please contact [colleague’s name] at [email address or phone number].
I am excited to return to work on [return date] and share my experiences with you.
Thank you for your support and understanding.
Special Circumstances
Hi everyone,
I am writing to inform you that I will be out of the office from [start date] to [end date] due to [reason for absence, e.g., wedding, moving, jury duty].
I will have limited access to email and may not be able to respond to messages until after my return. For urgent inquiries, please contact [colleague’s name] at [email address or phone number].
I apologize for any inconvenience this may cause.
Thank you for your understanding.
Out of Office Tips and Outlook Email Examples
When you’re going on vacation, it’s important to set up an out-of-office email message to let people know that you’ll be away and when you’ll be back. This will help to manage expectations and prevent people from sending you emails that you won’t be able to respond to right away.
Here are a few tips for writing an effective out-of-office email message:
* **Keep it brief and to the point.** No one wants to read a long, rambling out-of-office message. Get straight to the point and let people know that you’ll be away and when you’ll be back.
* **Provide clear instructions.** If you have any specific instructions for people who need to contact you while you’re away, be sure to include them in your out-of-office message. For example, you could ask people to email a specific address or call a specific phone number.
* **Be professional.** Even though you’re on vacation, it’s important to maintain a professional tone in your out-of-office message. This will help to ensure that people take you seriously and don’t think that you’re just blowing off work.
* **Personalize your message.** If you have the time, it’s a nice touch to personalize your out-of-office message. For example, you could mention where you’re going on vacation or what you’re looking forward to doing while you’re away.
Here are a few examples of effective out-of-office email messages:
**Example 1**
Hi there,
I’m currently out of the office on vacation from [start date] to [end date]. I will be checking my email sporadically, but I may not be able to respond to your message right away.
If you need immediate assistance, please contact my colleague [colleague’s name] at [colleague’s email address] or [colleague’s phone number].
I’ll be back in the office on [return date].
Thanks,
[Your name]
**Example 2**
Hi everyone,
I’m on vacation from [start date] to [end date]. I’ll be back in the office on [return date].
While I’m away, I’ll be checking my email regularly. However, I may not be able to respond to your message right away.
For urgent inquiries, please contact my colleague [colleague’s name] at [colleague’s email address] or [colleague’s phone number].
Thank you for your understanding.
Best,
[Your name]
Out of Office Email Etiquette
How to write an out of office reply for a short absence?
Subject: Out of Office – [Start Date] to [End Date]
Hi there,
I’m currently out of the office on a short break from [Start Date] until [End Date]. I will not have access to email during this time.
For any general or non-urgent enquiries, please contact info@companyname.com.
If it’s a highly sensitive matter, you can reach out to my direct report, [Name], at [Email Address].
Thank you for your understanding, and I will respond to your email as soon as possible upon my return.
How to write an out of office reply for an extended absence?
Subject: Out of Office – [Start Date] to [End Date]
Hi there,
I’m currently out of the office on an extended absence from [Start Date] until [End Date]. I will have limited access to email during this time and will only respond to high-priority messages.
For general or non-urgent enquiries, please contact info@companyname.com.
For highly sensitive and time-bound matters, you may reach out to my direct report, [Name], at [Email Address]. Please note that they will respond to non-urgent emails only after I return.
Thank you for your understanding, and I’ll get back to you as soon as I can when I’m back in the office.
How to set up an out of office reply in Microsoft Office 365?
1. Go to Settings on your Microsoft Office 365 account.
2. Click on “Mail” and select “Auto Replies”.
3. Turn on the “Send automatic replies” option.
4. Set the start and end date of your absence.
5. Customize your out of office message using the text editor.
6. Click “Save” to apply your changes.
How to set up an out of office reply in Gmail?
1. Go to your Gmail account and click on the gear icon.
2. Select “Settings”.
3. Go to the “Vacation Responder” tab.
4. Turn on the “Vacation Responder” option.
5. Set the start and end date of your absence.
6. Customize your out of office message using the text editor.
7. Click “Save” to apply your changes.
How to use a custom template for out of office replies?
You can create a custom template by saving your out of office message as a draft. Then, the next time you need to set up an out of office reply, simply open the draft and edit it with the relevant start and end dates.
How to automatically send out of office replies to all emails?
In most email clients, you can set up a rule to automatically send out of office replies to all emails. This way, you don’t have to manually apply the out of office setting every time you receive an email.
How to include an out of office message in my email signature?
In many email clients, you can add an out of office message to your email signature. This way, everyone who receives an email from you will be informed that you are out of the office, even if they don’t specifically ask.
Cheers and Catch Ya Later!
Thanks for hanging out with me today and checking out these slick out-of-office email examples. Remember, you got this! When that OOO status lights up, you can kick back, relax, and let your inbox do its thing. I’ll be back here when you need me, so pop back in for more writing inspo and a good laugh. Until then, stay safe, have fun, and don’t forget to tell ’em you’re out of the office, baby!