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Crafting an out-of-office email is more than just an automated response; it's an opportunity to convey professionalism and maintain effective communication even when you're away from the office.
The out of office email (OOO) or message is a crucial communication tool in the modern workplace. Whether you're going on vacation, attending a conference, or simply taking a day off, setting up an effective OOO email can help manage expectations and ensure that important messages don't fall through the cracks.
In this blog post, we'll provide you with a comprehensive guide to crafting the perfect out of office email, complete with templates and tips to make your message both professional and informative.
20 out of office email templates
Here are 20 versatile out of office email templates for various situations, including vacations, extended leaves, conferences, and emergencies. Customize these templates to create professional and informative out of office messages for your specific needs.
1. Standard out-of-office email
Subject: Out of Office
Thank you for your email. I am currently out of the office and will not be checking my email until [Date of Return]. During this time, I may have limited access to email and may not be able to respond promptly. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I will respond to your email as soon as possible upon my return.
Best regards,
[Your Name]
Thank you for your email. I am currently out of the office and will not be checking my email until [Date of Return]. During this time, I may have limited access to email and may not be able to respond promptly. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I will respond to your email as soon as possible upon my return.
Best regards,
[Your Name]
2. Out-of-office email for extended leave
Subject: Extended Out of Office
Thank you for your email. I am currently out of the office on extended leave and will not be checking my email until [Date of Return]. During this time, I will not have access to email or phone. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. For all other inquiries, I will respond to your email upon my return.
Thank you for your understanding.
[Your Name]
Thank you for your email. I am currently out of the office on extended leave and will not be checking my email until [Date of Return]. During this time, I will not have access to email or phone. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. For all other inquiries, I will respond to your email upon my return.
Thank you for your understanding.
[Your Name]
3. Out-of-office email for attending a conferences or training
Subject: Attending [Conference/Training Event]
Thank you for your email. I am currently attending [Conference/Training Event] and will not be available to respond to emails until [Date of Return]. I apologize for any inconvenience this may cause. If you require immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone].
Otherwise, I will get back to you upon my return, and I look forward to connecting with you then.
Best regards,
[Your Name]
Thank you for your email. I am currently attending [Conference/Training Event] and will not be available to respond to emails until [Date of Return]. I apologize for any inconvenience this may cause. If you require immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone].
Otherwise, I will get back to you upon my return, and I look forward to connecting with you then.
Best regards,
[Your Name]
4. Out-of-office email for vacation
Subject: Vacation Out of Office
Thank you for reaching out. I am currently on vacation and will be out of the office until [Date of Return]. I will have limited access to email during this time. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. For non-urgent matters, I will respond to your email as soon as possible upon my return.
Wishing you a great day,
[Your Name]
Thank you for reaching out. I am currently on vacation and will be out of the office until [Date of Return]. I will have limited access to email during this time. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. For non-urgent matters, I will respond to your email as soon as possible upon my return.
Wishing you a great day,
[Your Name]
5. Out-of-office email for personal reasons
Subject: Out of Office for Personal Reasons
Thank you for your email. I am currently out of the office due to personal reasons and will not be available to respond to emails until [Date of Return]. I apologize for any inconvenience this may cause. If you need immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I will attend to your email upon my return.
Kind regards,
[Your Name]
Thank you for your email. I am currently out of the office due to personal reasons and will not be available to respond to emails until [Date of Return]. I apologize for any inconvenience this may cause. If you need immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I will attend to your email upon my return.
Kind regards,
[Your Name]
6. Out-of-office email for unplugged time
Subject: Taking a Break Thank you for your message.
I'm taking a much-needed break to recharge and will not be checking my email until [Date of Return]. During this time, I won't be available to respond to emails. If your matter requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I look forward to reconnecting with you when I'm back.
Warm regards,
[Your Name]
I'm taking a much-needed break to recharge and will not be checking my email until [Date of Return]. During this time, I won't be available to respond to emails. If your matter requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Otherwise, I look forward to reconnecting with you when I'm back.
Warm regards,
[Your Name]
7. Out-of-office email for remote work
Subject: Working Remotely Thanks for reaching out.
I'm currently working remotely and may have limited access to email due to time zone differences. I'll do my best to respond within 24-48 hours. If your request is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and patience.
Best regards,
[Your Name]
I'm currently working remotely and may have limited access to email due to time zone differences. I'll do my best to respond within 24-48 hours. If your request is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and patience.
Best regards,
[Your Name]
8. Out-of-office email with additional contact information
Subject: Out of Office
I'm currently out of the office until [Date of Return] and will have limited access to email. If you require immediate assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. For non-urgent matters, I will respond to your email upon my return. In the meantime, you can also contact me on my personal email at [Your Personal Email].
Warm regards,
[Your Name]
I'm currently out of the office until [Date of Return] and will have limited access to email. If you require immediate assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. For non-urgent matters, I will respond to your email upon my return. In the meantime, you can also contact me on my personal email at [Your Personal Email].
Warm regards,
[Your Name]
9. Out-of-office email for new job
Subject: New Beginnings
Thank you for your email. I've recently started a new job and will not be available to respond to emails until [Date of Return]. If your matter is time-sensitive, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and look forward to reconnecting when I return.
Best wishes,
[Your Name]
Thank you for your email. I've recently started a new job and will not be available to respond to emails until [Date of Return]. If your matter is time-sensitive, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and look forward to reconnecting when I return.
Best wishes,
[Your Name]
10. Out-of-office email for medical reason
Subject: Medical Leave Out of Office
I'm currently on medical leave and will be out of the office until [Date of Return]. During this time, I won't be able to respond to emails. For any work-related inquiries, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Your understanding and support during this period are greatly appreciated.
Regards,
[Your Name]
I'm currently on medical leave and will be out of the office until [Date of Return]. During this time, I won't be able to respond to emails. For any work-related inquiries, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Your understanding and support during this period are greatly appreciated.
Regards,
[Your Name]
11. Out-of-office email for business travel
Subject: Out of Office - Business Travel
Thank you for your email. I'm currently on a business trip and will be away from [Date of Departure] to [Date of Return]. During this time, I may have limited access to email and may not be able to respond promptly. For immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I will attend to your email upon my return.
Best regards,
[Your Name]
Thank you for your email. I'm currently on a business trip and will be away from [Date of Departure] to [Date of Return]. During this time, I may have limited access to email and may not be able to respond promptly. For immediate assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I will attend to your email upon my return.
Best regards,
[Your Name]
12. Out-of-office email for maternity/paternity leave
Subject: Out of Office - Maternity/Paternity Leave
I'm currently on maternity/paternity leave and will be out of the office until [Date of Return]. During this time, I will not be available to respond to emails. If you require assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and look forward to reconnecting when I return.
Warm regards,
[Your Name]
I'm currently on maternity/paternity leave and will be out of the office until [Date of Return]. During this time, I will not be available to respond to emails. If you require assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and look forward to reconnecting when I return.
Warm regards,
[Your Name]
13. Out-of-office email for sabbatical leave
Subject: Out of Office - Sabbatical Leave
Thank you for your email. I'm currently on a sabbatical leave to focus on personal development and will not be checking my email until [Date of Return]. For any work-related matters, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your support and understanding during this time.
Best wishes,
14. Out-of-office email for continuing education[Your Name]
Thank you for your email. I'm currently on a sabbatical leave to focus on personal development and will not be checking my email until [Date of Return]. For any work-related matters, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your support and understanding during this time.
Best wishes,
14. Out-of-office email for continuing education[Your Name]
14. Out-of-office email for continuing education
Subject: Out of Office - Continuing Education
I'm currently enrolled in a continuing education program and will be out of the office until [Date of Return]. During this period, I won't have regular access to email. If your inquiry is urgent, please get in touch with [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your patience, and I look forward to reconnecting after my studies.
Regards,
[Your Name]
I'm currently enrolled in a continuing education program and will be out of the office until [Date of Return]. During this period, I won't have regular access to email. If your inquiry is urgent, please get in touch with [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your patience, and I look forward to reconnecting after my studies.
Regards,
[Your Name]
15. Out-of-office email for retirement
Subject: Out of Office - Retirement
After [Years of Service], I am officially retiring and will no longer be available to respond to emails. I want to express my gratitude for the wonderful journey we've shared. If you have any post-retirement well-wishes or inquiries, please feel free to reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your support throughout my career.
Sincerely,
[Your Name]
After [Years of Service], I am officially retiring and will no longer be available to respond to emails. I want to express my gratitude for the wonderful journey we've shared. If you have any post-retirement well-wishes or inquiries, please feel free to reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your support throughout my career.
Sincerely,
[Your Name]
16. Out-of-office email for personal leave
Subject: Out of Office - Personal Leave
Thank you for your email. I'm currently on personal leave and will be away until [Date of Return]. During this time, I won't have access to email. If your matter requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and will respond to your email upon my return.
Best regards,
[Your Name]
Thank you for your email. I'm currently on personal leave and will be away until [Date of Return]. During this time, I won't have access to email. If your matter requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and will respond to your email upon my return.
Best regards,
[Your Name]
17. Out-of-office email for a training seminar
Subject: Out of Office - Training Seminar
I'm currently attending a training seminar to enhance my skills and will be unavailable via email until [Date of Return]. If you need immediate assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your patience, and I look forward to applying my new knowledge when I return.
Warm regards,
[Your Name]
I'm currently attending a training seminar to enhance my skills and will be unavailable via email until [Date of Return]. If you need immediate assistance, please reach out to [Alternative Contact Person] at [Alternative Contact Email/Phone]. Thank you for your patience, and I look forward to applying my new knowledge when I return.
Warm regards,
[Your Name]
18. Out-of-office email for jury duty
Subject: Out of Office - Jury Duty
Thank you for your message. I've been selected for jury duty and will be fulfilling this civic responsibility until [Date of Return]. During this time, I won't have regular access to email. If you require assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and will respond to your email upon my return.
Best wishes,
[Your Name]
Thank you for your message. I've been selected for jury duty and will be fulfilling this civic responsibility until [Date of Return]. During this time, I won't have regular access to email. If you require assistance, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I appreciate your understanding and will respond to your email upon my return.
Best wishes,
[Your Name]
19. Out-of-office email for relocation
Subject: Out of Office - Relocation
I'm currently in the process of relocating and will not be available via email until [Date of Return]. If you have any urgent matters, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I apologize for any inconvenience this may cause and look forward to reconnecting when I'm settled.
Regards,
[Your Name]
I'm currently in the process of relocating and will not be available via email until [Date of Return]. If you have any urgent matters, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. I apologize for any inconvenience this may cause and look forward to reconnecting when I'm settled.
Regards,
[Your Name]
20. Out-of-office email for unexpected illness
Subject: Out of Office - Unexpected Illness
Thank you for your email. I'm currently experiencing an unexpected illness and will be away from work until [Date of Return]. I won't be able to respond to emails during this time. For any work-related issues, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Your understanding is greatly appreciated.
Sincerely,
[Your Name]
Thank you for your email. I'm currently experiencing an unexpected illness and will be away from work until [Date of Return]. I won't be able to respond to emails during this time. For any work-related issues, please contact [Alternative Contact Person] at [Alternative Contact Email/Phone]. Your understanding is greatly appreciated.
Sincerely,
[Your Name]
Please adapt these templates as needed for your specific situation, including adding relevant dates and contact information.
Why send out of office emails?
Sending out of office (OOO) emails serves several important purposes in the world of professional communication. Here are some key reasons why sending OOO emails is crucial:
- Managing expectations: OOO emails inform the sender that you are temporarily unavailable and set clear expectations regarding your response time. This helps prevent frustration and misunderstandings when people don't receive a prompt reply to their emails.
- Professionalism: It demonstrates professionalism and courtesy. Letting people know that you won't be able to respond immediately shows respect for their time and helps maintain a positive image of you and your organization.
- Providing context: OOO messages often include the reason for your absence, whether it's due to vacation, a business trip, personal reasons, or an extended leave. Providing context helps others understand why you're not available and can help them gauge the urgency of their request.
- Alternative contacts: OOO emails typically include information about an alternative contact person or team who can assist the sender in your absence. This ensures that urgent matters can still be addressed promptly, even when you're not available.
- Reducing follow-up emails: When senders receive an OOO response, they're less likely to send follow-up emails or try to contact you through other channels, such as phone calls or instant messaging. This can help you focus on your time off without constant interruptions.
Conclusion
Out-of-office email templates are a practical and courteous way to communicate your absence and manage expectations. With these templates as a starting point, you can ensure that your contacts receive clear and informative messages while you're away.
Remember to personalize them to fit your specific situation and always provide an alternative contact for urgent matters. This simple gesture helps maintain professionalism and ensures a smooth workflow even when you're not around.
So, the next time you're planning some time off, make sure to set up an out of office email template to keep your communication channels running smoothly.
