Out of office email templates

Are you going on vacation and need to set an out-of-office message? Or maybe you’re just taking a day off and don’t want to be bothered with work. Either way, a good out-of-office template will help get the job done.

Such templates are usually simple and easy to use, allowing you to customize your message however you want. Today, we’ll show you a few different out-of-office templates that you can use for your vacation auto-responses.

Why should you use an out of office template

Most people use email management tools, such as out-of-office template responses, when they’re away from their email for an extended period of time – on vacation or just taking a day off, for example. You can set an automatic response letting people know that you won’t be checking your inbox and will be back soon. This way, they won’t expect a reply from you right away and you can enjoy your time off without worrying about work.

But there are other times when you might want to use a template response as well. If you know you’re going to be busy and won’t be able to get to your email as often as usual, an out-of-office message lets people know that you may not be able to respond immediately. They can then decide whether to wait for a response or find another method of contacting you.

An out-of-office message can also help manage people’s expectations if you’re swamped with work and can’t respond to every email right away. Letting people know that you’re busy but will get back to them as soon as possible can help avoid frustration on both sides.

How to title an out of office email template

Keep it rather short and to the point – Out of Office, Vacation Auto-Reply, or Away are all good options. In the subject line, it’s also a good idea to include when you’ll be back so people know how long they’ll have to wait for a response.

For example, “Out of Office until January 15th” would work well. This also helps with filtering if you have an email messages system that can do that, but more than anything it lets others know when to expect a response without having to read the body of your email. This way, you show that you care about their time.

Out of office email template subject line examples

• Out of the office: [date]
• Out of office: [vacation details]
• Out of office: [reason for absence]
• On vacation: [date] – [date]
• Holidays: [date] – [date]
• OOO: sick day
• Unavailable: out of the country

• In case of emergency:
• Away from my desk on [date]
• Currently on vacation
• I’m out of the loop
• I’ll be back soon
• On a sabbatical
• Heading out for a little R&R

How to write an out of office template

There are a few things to keep in mind when it comes to the body of your auto-response email.

First, you want to make sure it’s clear that you’re away from your desk and won’t be able to respond to emails right away. If you will be checking your inbox from time to time, let people know when they can expect a response. If you’re unsure, it’s better to avoid this part than have people wait for a reply that may not come.

Secondly, in case of an emergency, you can leave your private phone number. Remember, however, to note that you might not be able to pick up right away, and request that people only contact you this way if it’s extremely urgent.

It’s also a good idea to include who they can contact in your absence, as well as any pertinent information they might need (like deadlines or project updates). And of course, don’t forget to say when you’ll be back. Keep it short and sweet – no one wants to read a novel when they’re trying to get in touch with you.

Last, but not least – and this is optional – you can include a brief message letting people know what to do in your absence. For example, where they would be able to find the information they might need if you won’t be able to provide it for them.

What to include in an out of office email template

• Your name
• The dates you’ll be gone or the date you’ll be back
• A brief message letting people know you’re out of the office or that you’ll be back soon
• Who to contact in your absence (if applicable)
• When they can expect a response from you (if you’ll be checking your inbox while on vacation)
• Alternative ways of contacting you

Out of office email examples and templates

Formal out of office templates

Out of office

Out of office template

Out of office [date from-date to]

Out of office – Holidays

Holidays [date]

Unavailable: Out of the Country [date]

On a sabbatical [date]

Sick leave [date]

Out of Office: Conference [date]

Out of Office: Company retreat [date]

Out of office [Date]

OOO [date]

Casual out of office templates

Away from my desk

Taking a break until [date]

Out of office [date]

I’m (finally) on holiday

I’m out of the loop [date]

Sorry, I’m OOO [date]

Out of Office from [Date] to [Date]

On The beach [date]

Best practices for out of office templates

Keep it short

When writing an Out of Office message, it’s important to keep it short and sweet. There’s no need to go into great detail about who you are or what you’re doing. Just give the essentials so that your colleagues know how to reach you in case of an emergency.

Use the right tone of voice

Your Out of Office message is a reflection of your company’s culture and values, so it’s important to use the right tone of voice. If you’re not sure what tone to use, err on the side of professionalism.

You don’t want to sound too casual or unprofessional, as doing so can reflect poorly on your company. If your company has its own brand book and tone of voice, use it as a guide when writing your Out of Office message.

If you use slang or jargon, be sure that everyone reading your message will understand it. What’s funny for you might not be funny for the recipients of your auto-response, especially if they’re not from the same country or region.

Add dates of your absence

When possible, add the dates of your absence to your Out of Office message. This will help your colleagues, clients, and/or business partners know when they can expect a response from you. If you’re not sure when you’ll be back, give a range of dates or an estimate. In this case, it’s better to err on the side of caution and give a longer time frame than you think you’ll need.

Mention alternative forms of contact

In your Out of Office message, be sure to mention alternative forms of contact in case of an emergency. This could be a colleague’s email address, phone number, or even a physical address. If you’re comfortable sharing your personal details, you can also include your cell phone number or social media handles.

Just remember that the more information you include, the more likely it is that someone will reach out to you while you’re away. As such, you should only include alternative forms of contact if you’re comfortable with being contacted during your time off.
If you decide to share your colleagues’ contact details, make sure that they know about it and agree to be the point of contact before you add their information to your Out of Office message.

Don’t go too deep or specific

When writing your Out of Office message, resist the urge to go too deep or get overly specific. This is not the time to share your life story or latest vacation photos. Get straight to the point so that your colleagues can return to work with minimal interruption, and your business partners can find the information they need without sifting through a novel.

Set up an internal and external OOO template

If you frequently have Out of Office messages, set up an internal and external OOO template to save time. This way, all you have to do is fill in the blanks with your specific information each time you need to step away from your desk.

An internal Out of Office message is sent to people within your company, while an external one is sent to those outside of it. The main difference between the two is that an internal OOO message doesn’t need to be as formal as an external one.

Summary

Auto-response messages are a necessary evil when you need to take some time away from work. By following these best practices, you can write an Out of Office message that is professional, informative, and helpful for everyone who will receive them. They may even appreciate an Out of Office message more than you think.