When you’re planning to be out of the office, it’s important to set an out of office email message so people know you’re not available and when you’ll be back. This article provides examples of out of office email messages that you can use as inspiration. Feel free to edit these examples to fit your specific needs and preferences.
Out of Office Email Structure Done Right
When you’re going on vacation or taking time off, it’s important to set up an out of office email message. This message will let people know that you’re not available, when you’ll be back, and who they can contact in your absence. But what’s the best way to structure your out of office message? Here’s a quick guide:
**1. Start with a clear subject line.**
The subject line should be concise and informative, so that people can quickly see what your email is about. For example, you could use a subject line like “Out of Office: January 1-14” or “Away on Vacation: Back on March 8th.”
**2. Begin with a friendly greeting.**
Start your email with a friendly greeting, such as “Hello” or “Hi.” This will help to set a positive tone and make your message more personal.
**3. State that you are out of office.**
Clearly state that you are out of office and the dates that you will be gone. For example, you could say “I will be out of office from January 1st to January 14th.”
**4. Provide contact information for someone who can assist.**
If there is someone who can assist people while you are away, provide their contact information. This could be a colleague, supervisor, or assistant.
**5. End with a thank you.**
End your email with a thank you for the sender’s understanding. You could say something like “Thank you for your understanding” or “I appreciate your understanding.”
**Here is an example of a well-structured out of office email message:**
“`
Subject: Out of Office: January 1-14
Hello!
I will be out of office from January 1st to January 14th. I will not have access to email or phone calls during this time.
If you need immediate assistance, please contact my colleague, Sarah Jones, at [email protected].
Thank you for your understanding!
Best regards,
John Smith
“`
Out of Office Email Message Examples
Vacation
I’m currently out of office on vacation from [start date] to [end date]. I will be checking my email periodically, but please note that responses may be delayed. For urgent matters, please contact my colleague, [colleague’s name], at [colleague’s email address].
Conference
I’m attending a conference from [start date] to [end date]. I will be presenting on [conference topic] and will be available for phone calls if necessary. Please email me directly with any urgent inquiries and I will get back to you as soon as possible.
Medical Leave
I’m currently on medical leave from [start date] to [end date]. I will not be checking email during this time. For any inquiries, please contact my supervisor, [supervisor’s name], at [supervisor’s email address]. I appreciate your understanding and hope to be back soon.
Paternity Leave
I’m proud to announce the arrival of my new son/daughter! I will be on paternity leave from [start date] to [end date] to bond with my family. I will be checking email occasionally, but responses may be delayed. For urgent matters, please contact my manager, [manager’s name], at [manager’s email address].
Sabbatical
I’m taking a sabbatical from [start date] to [end date] to pursue personal growth and exploration. I will not be accessing email or phone calls during this time. For any urgent inquiries, please reach out to my assistant, [assistant’s name], at [assistant’s email address].
Training
I’m attending a training program from [start date] to [end date]. I will have limited access to email and phone calls. For any urgent matters, please contact my team lead, [team lead’s name], at [team lead’s email address].
Holiday
Our office will be closed for [holiday] on [date]. I will be out of the office and will not have access to email or phone calls. For any urgent inquiries, please contact [emergency contact name] at [emergency contact email address]. We wish you a happy holiday!
Tips for Crafting Effective Out-of-Office Email Messages
**Convey Essential Information Clearly:**
* **State your absence dates:** Specify the exact duration of your unavailability.
* **Provide contact information:** Include an alternative email address or phone number if someone urgently needs assistance.
* **Set expectations:** Inform recipients of any delays or limitations in response time.
**Maintain Professionalism:**
* **Use a formal tone:** Avoid using overly casual language or slang.
* **Proofread carefully:** Ensure there are no grammatical errors or typos.
* **Consider using a signature:** Include your name, job title, and contact information for added clarity.
**Customize Based on Circumstances:**
* **Emergency situations:** Indicate that urgent matters should be directed to a specific colleague or team member.
* **Extended absences:** Provide a more detailed message explaining your prolonged unavailability and offering resources for assistance.
* **Set up an auto-reply rule:** Create a customized message for different email accounts or recipient groups based on their specific needs.
**Additional Tips:**
* **Use humor or empathy:** Personalize your message by including a touch of humor or expressing appreciation for the sender’s understanding.
* **Set expectations for return:** Inform recipients when you plan to return and monitor emails regularly.
* **Be proactive:** Send out of office messages in advance, giving ample time for arrangements to be made.
* **Consider different platforms:** Create separate out of office messages for email, instant messaging, and social media to cover all communication channels.
* **Keep it brief and focused:** Aim for a concise and informative message that clearly conveys your absence and contact information.
FAQs: Out of Office Email Message Examples
What are some examples of formal out of office messages?
* “I am away from my desk on official business and will not have access to email. Please do not hesitate to contact my colleague, [Name], at [email address].”
* “Thank you for your email. I am out of the office until [date] and will respond to your message upon my return.”
What are some examples of casual out of office messages?
* “I’m on vacation mode! I’ll see you all when I’m back on [date].”
* “I’m out of the office but I’ll be checking my email sporadically. Please do not expect an immediate response.”
What are some examples of out of office messages for extended absences?
* “I will be away from the office for an extended period of time due to [reason]. I will not have access to email or phone messages during my absence.”
* “I am currently on maternity leave and will be back in the office on [date]. Please contact my colleague, [Name], in the meantime.”
What are some examples of out of office messages for specific holidays?
* “Happy Holidays! I will be out of the office from [date] to [date]. I wish you all a wonderful holiday season.”
* “I will be out of the office for [holiday name]. I will return to the office on [date].”
What are some examples of out of office messages with alternative contact information?
* “I am away from the office but will be available by phone at [phone number] if needed.”
* “Please feel free to leave me a message at [email address]. I will respond to it upon my return.”
What are some tips for writing effective out of office messages?
* Keep your message brief and professional.
* Clearly indicate your return date.
* Provide an alternative contact person if possible.
* Set clear expectations for your availability during your absence.
What are some common mistakes to avoid when writing out of office messages?
* Avoid using vague or unclear language.
* Do not leave personal or sensitive information in your message.
* Do not set automatic replies that are too long or complex.
Thanks for Reading!
There you have it, my friends! Whether you’re heading for a beach vacation or simply taking a break from your desk, don’t forget to set up that out-of-office message. And when you’re back from your adventures, be sure to drop back by for more tips and tricks to make your email communication a breeze. Until next time, keep those emails flowing smoothly and enjoy the sweet escape!