15 Out of Office Email Templates to Use in 2024
Updated: February 01, 2024Out of office messages are essential tools in the professional world, acting as temporary digital stand-ins during our absence. They maintain communication flow, set expectations, and uphold professionalism. This article provides a comprehensive look at out of office messages, their importance, and various templates for different scenarios.
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What is an Out of Office Message?
An out of office message is an automated email response sent to inform people of your unavailability and provides pertinent details or alternate contact information. It is typically used during vacations, meetings, or any other instances where you cannot respond immediately.
Why and When Should You Use an Out of Office Message?
You should use an out of office message to maintain professionalism and clear communication when you are unavailable to respond to emails. It is especially important during extended absences such as vacations, business trips, or medical leave. They manage sender expectations and ensure continuous communication.
What to Include in an Out of Office Message
Aside from keeping the message professional and concise, a comprehensive OOO message should include:
- The duration of your absence.
- The reason for your absence (if appropriate).
- An alternative contact for urgent matters.
- An indication of whether you will check emails periodically.
- A thank-you note or an apology for any inconvenience.
- Avoid sharing too much personal information.
15 Out of Office Email Templates and Examples
Basic Template
Subject: Out of Office Until [Date] – [Your Name]
Body:
Dear Sender,
Thank you for reaching out. Please be informed that I am currently out of the office until [Date] with limited access to email. During this period, I will not be able to provide immediate responses to inquiries.
Your message is important to me, and I will make it a priority to respond promptly upon my return. For urgent matters, you may contact [Alternative Contact] at [Contact Information].
I appreciate your understanding and look forward to assisting you as soon as possible.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
Friendly and Detailed
Subject: Enjoying Some Time Off! Back on [Date]
Body:
Hello!
Thank you for your email. I wanted to let you know that I am currently on vacation, recharging and exploring new places, and will not be available until [Date]. During this time, I will have limited access to my email.
For immediate assistance, feel free to reach out to my colleague, [Alternative Contact], at [Contact Information]. They will be more than happy to help you with any urgent issues or concerns.
I appreciate your understanding and patience. Looking forward to connecting with you once I am back, refreshed and full of new ideas!
Best wishes,
[Your Name]
[Your Position]
[Your Company]
Professional and Comprehensive
Subject: Out of Office: [Your Name] – Returning on [Date]
Body:
Dear Sender,
Thank you for your email. I am currently out of the office on professional duties and will not return until [Date]. During this period, I will have limited ability to respond to emails.
Your correspondence is important to me. For immediate business-related assistance, please do not hesitate to contact my colleague, [Alternative Contact], at [Contact Information]. They are well-informed about my projects and can provide the necessary support in my absence.
I assure you that all your emails will receive my attention once I resume work. Thank you for your understanding and cooperation.
Kind regards,
[Your Name]
[Your Position]
[Your Company]
Extended Leave
Subject: On Sabbatical Leave Until [Date] – [Your Name]
Body:
Dear Sender,
I am currently on a sabbatical leave until [Date]. During this time, I will be focusing on personal and professional development activities and will not have access to my email.
For any immediate assistance or urgent matters, please feel free to contact [Alternative Contact] at [Contact Information]. They will be more than happy to assist you in my absence.
I appreciate your understanding and patience during this period. I look forward to reconnecting with you and sharing my new experiences upon my return.
Thank you and best regards,
[Your Name]
[Your Position]
[Your Company]
Holiday Season Message
Subject: Season’s Greetings – Out of Office Until [Date]
Body:
Season’s Greetings!
I am currently taking some time off to celebrate the holiday season with family and friends and will be out of the office until [Date]. During this period, I will have limited access to my emails.
Should you require immediate assistance during my absence, please do not hesitate to contact [Alternative Contact] at [Contact Information]. They will be able to provide the necessary support and guidance.
Thank you for your understanding. Wishing you and your loved ones a joyous and peaceful holiday season!
Warmly,
[Your Name]
[Your Position]
[Your Company]
The holidays are one of the most common times of the year to use an out of office message. We’ve written an article going into more detai on how to best compose these seasonal messages, which you can check out here: 12 Out-of-Office Message Templates for Holidays.
Conference Attendance
Subject: Attending [Conference Name] – Back on [Date]
Body:
Dear Sender,
I am currently attending [Conference Name] to enhance my knowledge and skills in [Field/Industry]. I will be out of the office until [Date] and will have limited access to email during this period.
For urgent matters, please contact [Alternative Contact] at [Contact Information]. They are well-equipped to handle any immediate needs or questions in my absence.
I am excited to bring back new insights and ideas to our team and look forward to sharing them upon my return.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Short and Detailed
Subject: Briefly Out of Office Until [Date]
Body:
Hello,
I am currently out of office until [Date]. During this time, I won’t be able to respond to emails as promptly as usual.
If your matter is urgent, please reach out to [Alternative Contact] at [Contact Information] who will be able to assist you.
Thank you for your understanding, and I look forward to addressing your email once I am back.
Kind regards,
[Your Name]
[Your Position]
[Your Company]
Humorous
Subject: On a Creative Expedition! Back on [Date]
Body:
Hi there!
I’m on a quest for inspiration and out of the office until [Date]. I won’t be checking emails during this time to focus fully on my creative journey.
For urgent matters, my trusty sidekick [Alternative Contact] at [Contact Information] will be at your service.
Can’t wait to return with a suitcase full of new ideas!
Cheers,
[Your Name]
[Your Position]
[Your Company]
Educational Leave
Subject: Absent for Educational Advancement Until [Date]
Body:
Greetings,
I am currently away on educational leave until [Date], enhancing my skills and knowledge in [Field/Subject].
For immediate assistance or inquiries, please contact [Alternative Contact] at [Contact Information].
I appreciate your understanding and look forward to applying my newfound knowledge upon my return.
Sincerely,
[Your Name]
[Your Position]
[Your Company]
Maternity/Paternity Leave
Subject: Maternity/Paternity Leave – Return Date [Date]
Body:
Dear Sender,
I am currently on maternity/paternity leave until [Date]. During this time, I will not be checking emails regularly.
Please contact [Alternative Contact] at [Contact Information] for urgent matters or assistance.
Thank you for your understanding during this special time for my family and me.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Medical Leave
Subject: On Medical Leave – Contact Details Inside
Body:
Hello,
Due to medical reasons, I am on leave until further notice. I will not be able to respond to emails during this period.
For any urgent issues, please contact [Alternative Contact] at [Contact Information]. They will assist you with your needs.
Thank you for your understanding and well wishes.
Sincerely,
[Your Name]
[Your Position]
[Your Company]
No Access to Email
Subject: Out of Office: Offline Until [Date]
Body:
Dear Sender,
I am currently out of the office and will not have access to email until [Date].
For any immediate needs, please contact [Alternative Contact] at [Contact Information] who will be able to provide assistance.
I appreciate your understanding and look forward to reconnecting upon my return.
Best,
[Your Name]
[Your Position]
[Your Company]
Time-Zone Aware
Subject: Operating in a Different Time Zone – Back on [Date]
Body:
Hello,
I am currently in a different time zone, which may affect my ability to respond promptly. I will be back in the office on [Date].
For urgent matters, please contact [Alternative Contact] at [Contact Information].
Thank you for your patience and understanding.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Working Remotely
Subject: Working Remotely – Limited Email Access
Body:
Hi,
I am currently working remotely with limited email access. Responses may be delayed.
For immediate assistance, please contact [Alternative Contact] at [Contact Information].
Thank you for your understanding.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
Customized Auto-Responder for Different Senders
Subject: Out of Office – Specific Inquiries Redirect
Body:
Hello,
Thank you for reaching out. I am currently out of the office and will return on [Date].
If your inquiry is regarding [Specific Topic], please contact [Alternative Contact] at [Contact Information]. For other matters, I will address your email upon my return.
Thank you for your patience.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Leveraging TextExpander for OOO Messages
Incorporating TextExpander into your Out of Office (OOO) message strategy can streamline communication and maintain professionalism across your team. Here’s how:
- Library of Examples: Create a shared library of OOO message templates within TextExpander. These templates should cover various scenarios like vacations, conferences, or extended leaves, and include essential information such as return dates and alternative contact details. This ensures that all team members have access to a consistent set of examples to base their messages on.
- Personalization and Consistency: While the use of templates promotes uniformity, TextExpander also offers flexibility for personalization. Team members can adapt the templates to fit their voice or specific circumstances, ensuring their OOO messages are both personal and professional. Encourage your team to personalize the greeting or closing lines, but keep the key details like availability and alternative contacts standardized to maintain consistency across the organization.
By leveraging TextExpander for OOO messages, your team can ensure clear, consistent, and professional communication with clients and colleagues, even in their absence. Learn more about TextExpander and start your free 30-day trial today.
What is TextExpander
With TextExpander, you can store and quickly expand full email templates, Slack messages, and more anywhere you type. That means no more misspellings, no need to memorize complex instructions, or type the same things over and over again. See for yourself here:
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