Sometimes you need to put your work on hold. Well, actually, quite often.
You also need to make sure that colleagues, clients, and anyone in between are informed about your temporary absence. For that, you need to use a proper out-of-office email.
But what makes a proper out-of-office email? Is it short, or filled with details on why you’re absent? Does it simply inform people about your absence or try to achieve some side goal? Should it be written in a casual or business tone?
“Can’t you just give me a proper email template so I could copy and paste it?“
Sure thing!
In this article, we’ll share thoroughly tested out-of-office email templates, explain what makes them so good, and help pick the one that works best for your needs.
Tune in.
What Makes a Great Out-of-Office Template?
There are not many rules when it comes to out-of-office (OOO) emails, but they are worth following.
Here are a few traits of a well-written OOO email template:
- It’s not too long. Let’s be honest, most people barely read regular emails, so they won’t waste time reading someone’s detailed vacation plan sent by an out-of-office bot. Make sure your email gets to the point quickly or at least is worth reading.
- It redirects efficiently. Mentioning someone to contact when you’re away is paramount. But we often pick the same people as backup contacts in our out-of-office emails – our assistants, directs, or a colleague that likes us enough. Think of it this way: who will bring the most value to you or your clients when contacted in your absence?
- It manages expectations. If you are doing something that only you can do and people will be waiting for you to do that for them, make sure are aware of possible delays even after you return. For example, if you return on Monday, that doesn’t mean you will be available on Monday – it might take a couple of days to sort your inbox.
Things NOT To Do In Your Out-of-Office Email Template
Below are some red flags that help you spot a good out-of-office email template from a bad one.
- Don’t share your phone number or your colleagues’ phone numbers. There’s a temptation to provide an emergency contact line, especially if you’re expecting particularly important emails during your absence. If you do that, any spammer and scammer who sends you a message will know your phone number AND email, a combination too dangerous to neglect. Don’t mention your colleagues’ numbers for the same reason.
If you need to be available for urgent calls, make sure the person you mention in your email as a backup contact has a direct line with you. - Don’t be over-the-top funny. A creative and funny story explaining the details of your absence might sound like a cool idea, but you’re in a business environment. Make sure the humor works for your audience. So screen the email with several colleagues or customers before going live.
On a serious note, funny OOO emails might not work for two reasons: humor is subjective, and some people just want to know when they should reach out again. - Don’t provide too many personal details. Here’s a truth: you don’t want strangers to know too much about you and most strangers don’t want to know too much about you either. So sharing family issues, medical records, and vacation itineraries is not always the best idea.
You might consider adding more details to your out-of-office explanation if you’re going to be unavailable for a while.
So let’s quickly round up a few questions before we get to the out-of-office template.
Should an out-of-office email be short or detailed?
Short OOO email templates are preferable. Add mere details if you’re out-of-office for a while or if you want to use your out-of-office email as a lead generation tool.
Can out-of-office email be funny?
You can include light humor within your OOO emails if the humor is on brand and works for your business environment. Don’t go too far s you might lose the attention of some of your customers. A professional, business tone is your safest bet.
A business or casual tone in out-of-office email templates?
A professional, business tone should be your default option unless you’re working in a very casual environment or serving an audience with certain expectations from your brand. Writing an OOO email when working for a bank is different from writing an email when working for a Gen Z clothing brand.
Let’s get to the templates!
Below you will find out-of-office email templates for:
- Vacation
- Sabbatical leave
- Family leave
- Sick leave
- (Bonus) Lead generation
Vacation Out-of-Office Email Templates
Business formal tone:
Subject: [Your Name] – Out of Office: Vacation
Hello [Recipient’s Name],
Thank you for reaching out. I am currently on vacation from [start date] to [end date] and will have limited access to email during this time.
For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email]. They will be able to assist you while I am away.
I appreciate your understanding and will respond to your message as soon as I can upon my return.
Best regards,
[Your Name]
Business tone (shorter version):
Subject: [Your Name] – Out of Office: Vacation
Hello [Recipient’s Name],
I’m on vacation from [start date] to [end date] with limited email access. For urgent matters, reach [Alternative Contact Name] at [Alternative Contact Email]. I’ll respond upon my return.
Best regards,
[Your Name]
Casual informal tone:
Subject: [Your Name] – Away on Vacation
Hey [Recipient’s Name],
Just a heads up that I’m on vacation from [start date] to [end date] and might not check my email frequently. If you need help, just contact [Alternative Contact Name] at [Alternative Contact Email]. I’ll get back to you when I return.
Take care,
[Your Name]
Sabbatical Leave Out-of-Office Email Templates
Business professional tone:
Subject: [Your Name] – Out of Office: Research Sabbatical
Hi!
I hope this message finds you well. I am writing to inform you that I will be on an extended research sabbatical from [start date] to [end date] as part of a unique opportunity to collaborate on a groundbreaking project in my field. During this period, I will have limited access to email and will not be able to respond to your inquiries promptly.
In my absence, please feel free to reach out to [Alternative Contact Name], who will be handling my responsibilities. You can contact them at [Alternative Contact Email]. They will be more than happy to assist you with any urgent matters.
Thank you for your understanding, and I will be sure to respond to your message upon my return.
Sincerely,
[Your Name]
Casual tone:
Subject: [Your Name] – Away on an Exciting Research Sabbatical
Hey,
Just a heads up that I’ll be away on an extended research sabbatical from [start date] to [end date]. I’ve been given an amazing opportunity to work on a groundbreaking project in my field, so I’ll have limited access to my email during this time.
Don’t worry, though! If you need any help while I’m away, just reach out to [Alternative Contact Name]. They’ll be taking care of things in my absence. You can get in touch with them at [Alternative Contact Email].
Thanks for understanding, and I’ll catch up with you as soon as I can when I return.
All the best,
[Your Name]
Family Leave Out-of-Office Email Templates
Tip: Family leave matters are always personal, so make sure to not provide too many details and explanations.
Formal tone:
Subject: [Your Name] – Out of Office: Family Care Leave
Hello,
I hope this message finds you well. I will be on family care leave from [start date] to [end date] due to a personal family matter that requires my attention. During this time, I will have limited access to email and will not be able to respond to your inquiries promptly.
In my absence, please feel free to reach out to [Alternative Contact Name], who will be handling my responsibilities. You can contact them at [Alternative Contact Email]. They will be more than happy to assist you with any urgent matters.
Thank you for your understanding, and I will be sure to respond to your message upon my return.
Sincerely,
[Yourn Name]
Business tone:
Subject: [Your Name] – Out of Office: Family Care Leave
Hi,
I am on family care leave from [start date] to [end date] and will have limited email access. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email]. I will respond to your message upon my return.
Sincerely,
[Your Name]
Casual Tone:
Subject: [Your Name] – Away on Family Care Leave
Hey,
I hope everything’s going well for you! I just wanted to let you know that I’ll be taking some family care leave from [start date] to [end date] to attend to a personal family matter. As a result, my access to email will be limited.
No worries, though! If you need anything while I’m away, just get in touch with [Alternative Contact Name]. They’ll be stepping in to help with my tasks during my absence. You can reach them at [Alternative Contact Email].
Thanks for understanding, and I’ll get back to you as soon as I can when I return.
Take care,
[Your Name]
Casual tone (shorter version):
Subject: [Your Name] – Away on Family Care Leave
Hey,
I’m on family care leave until [end date]. If you need help, reach out to [Alternative Contact Name] at [Alternative Contact Email]. I’ll get back to you when I return.
Take care,
[Your Name]
Sick Leave Out-of-Office Email Templates
Business tone:
Subject: [Your Name] – Out of Office: Sick Leave
Hello,
I hope this message finds you well. Unfortunately, I am currently on sick leave and will not be able to attend to emails during this time. I expect to return to work on [return date].
For any urgent matters, please feel free to contact [Alternative Contact Name] at [Alternative Contact Email]. They will be available to assist you in my absence.
I appreciate your understanding and will respond to your message as soon as I am back in the office.
Best regards,
[Your Name]
Shorter version:
Subject: [Your Name] – Out of Office: Sick Leave
Hello,
I’m on sick leave with limited email access and an uncertain return date. For urgent matters, contact [Alternative Contact Name] at [Alternative Contact Email]. I’ll respond when I’m back.
Best regards,
[Your Name]
Lead Generation Out-of-Office Email Templates
Tip: if you work in a sales or customer-facing role, you can use the out-of-office email as a tool for networking tool and lead generation.
Propose to connect at the conference:
Subject: [Your Name] – Out of Office: Attending [Conference Name]
Hello,
I am currently attending [Conference Name] from [start date] to [end date] and will have limited access to email. If you happen to be at the conference as well, I would be delighted to connect with you in person. I’m hosting a panel on Date / Time.
For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email]. I will respond to your message as soon as I can upon my return.
Best regards,
[Your Name]
Invite to sign up for a newsletter:
Subject: [Your Name] – Out of Office: At [Conference Name]
Hello,
I am currently attending [Conference Name] from [start date] to [end date], which means my email access will be limited. In the meantime, I invite you to sign up for our company newsletter to stay updated on industry news and insights. You can subscribe here: [Newsletter Subscription Link].
For any urgent concerns, please contact [Alternative Contact Name] at [Alternative Contact Email]. I will respond to your email upon my return.
Best regards,
[Your Name]
Invite to read a company e-book
Subject: [Your Name] – Out of Office: Exploring New Technology at [Conference Name]
Hello,
Thank you for your email. I am currently attending [Conference Name] from [start date] to [end date], where I am learning about the latest advancements in [new technology]. During this time, my email access will be limited.
While I’m away, I encourage you to read our company’s e-book on [new technology]. You can download it here: [E-book Download Link]. It provides valuable insights that may be of interest to you.
If your matter is urgent, please contact [Alternative Contact Name] at [Alternative Contact Email]. I will address your email as soon as I return.
Best regards,
[Your Name]
What About Out-of-Office Email Headlines?
Some people won’t even read your OOO email if your headline is a generic “Out of office” or “On a Vacation”. If that’s your goal, use generic.
If you want people to read, add a bit of variety. “Taking a Break”, or “Trying to Find Me?”
Think of it as a cold email that people who write you receive from you. Have you ever deleted or skipped emails? Same principle here.
General Tips And Ideas When Writing An Out-of-Office Email
Know Your Audience
Depending on the nature of your work, your out-of-office email can be read by completely different groups of people.
Knowing your audience helps you make your out-of-office emails more impactful or more appropriate.
For example, there are hundreds of examples of “funny” out-of-office email templates on the internet, but if you work in a support department where people often reach out for help, it might be not a great idea to greet a person who has a pressing issue with a passing joke.
On the contrary, if you work in a competitive market and often communicate with potential clients and leads, standing out of a crowd of mundane out-of-office templates might be a great opportunity. Feel free to add images, personal anecdotes, or interesting hooks to turn your out-of-office email into a lead-generation tool.
Stay on Brand
When communicating on behalf of a company, you naturally become a representative of the company in the eyes of your partners and clients. This is where it gets important to match how people perceive your brand and the people associated with it.
If your company brand is casual and fun, don’t be too formal in your emails. Similarly, if your brand’s image utilizes a serious tone in its messaging, make sure your OOO messages match it.
In conclusion, crafting the perfect out-of-office email message is an essential part of maintaining professional communication in today’s fast-paced work environment.
Whether you’re taking a personal day, traveling for business, or simply need to step away from your desk for a while, using one of these five out-of-office email templates can help ensure that your message is clear, concise, and professional.
Remember to customize your message to fit the specific situation and provide any necessary contact information, and you’ll be well on your way to maintaining effective communication with your colleagues and clients even when you’re not in the office.
Frequently asked questions
What should be included in an out-of-office email message?
An out-of-office email message should include your name and title, the dates you will be out of the office, who to contact in your absence, and any urgent matters that need attention. A clear and concise message that provides all necessary information will help ensure that your colleagues and clients are informed and can address any urgent matters in your absence.
Can humor be incorporated into an out-of-office email message?
Humor can be incorporated into an out-of-office email message in a variety of ways, such as using a playful tone, including a witty quote, or adding a humorous subject line. However, it's important to ensure that the humor is appropriate for the professional setting and won't offend anyone. A well-placed joke or clever pun can help make your message more memorable and enjoyable to read, but keep in mind who will be reading your out-of-office response.
Why is it important to have a professional out-of-office email message?
Having a professional out-of-office email message is important because it helps maintain effective communication with colleagues and clients, even when you're not in the office. It can also help prevent misunderstandings and ensure that urgent matters are addressed in your absence. A clear and concise message that includes all necessary information can help maintain your professional reputation and avoid any potential confusion.