Whenever you are away from work, out-of-office emails are sent to your colleagues, customers, and clients. You might already know this but these kinds of emails are automatic reply emails. Others will be notified when you are unavailable to respond to emails and when they can expect a response. It may be necessary to include certain details in the message depending on why you are out of the office.
Down below Out of Office Email Templates will help you in crafting a short yet informative email that will explain to your colleagues or clients your condition.
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Subjects for “Out of Office Email”
To let folks know you’re out of the office, it’s common to put “Out of Office Reply” in the subject line of your emails. And if you don’t know what to put in the subject line of your Out of the office email then you can choose one of the following:
- Out-of-office message
- OOO: I am on annual leave until {Date}
- Auto-reply: Thank you for your patience
- Out of office auto-reply
- OOO: Sipping cocktails on a beach!
- OOO – Returning from holiday {date}
- Out of office – currently on annual leave
1. Out of Office Email for One Day
Dear {Name},
Thank you for your email. I’m out of the office and will be back at {Date of Return}. During this period of one day I will have limited access to my email.
For immediate assistance please contact me on my cell phone at {your cell phone number}.
Kind Regards,
{Sender Details}
2. Professional Out-of-Office Email
Dear {Name},
Thanks for your email. I’m currently offline, returning on {date}. I’ll respond to your message then.
While I won’t be quite as far and remote as the North Pole, I will still be completely disconnected from my inbox until my return. So if you require immediate assistance, please send your email to {Contact Name} at {contact email}.
Thank you,
Kind Regards,
{Sender Details}
3. Out of Office Email for Holiday
Dear {Name},
Thank you for your email, I’m currently offline until {date}.
I’ll reply to your message promptly when I return. But if you require immediate assistance, please send an email to {Contact Name} at {contact email} in my absence.
Wishing you and yours a wonderful holiday season,
Kind Regards,
{Sender Details}
4. Out of Office Email for Vacation
Dear {Name},
I will be out of the office for vacation starting {Starting Date} through {End Date} returning {Date of Return}.
If you need immediate assistance during my absence, please contact {Contacts Name} at {Contacts Email Address}. Otherwise I will respond to your emails as soon as possible upon my return.
Kind Regards,
{Sender Details}
5. Out of Office Email for Maternity Leave
Dear {Name},
I am out of the office on maternity leave from {Date} to {Date}.
I will have no access to email during this time. If you need immediate assistance, please contact {Name} at {Email} or {Phone}.
Otherwise, I will respond to your message upon my return.
Thank you for your understanding!
Kind Regards,
{Sender Details}
6. Out of Office Email for Training
Dear {Name},
Thanks for reaching out! I’m currently attending training. If you need something urgent, please contact {NAME} at {EMAIL} or {PHONE NUMBER}. If your email can wait, I will respond as soon as I’m back in the office.
Kind Regards,
{Sender Details}
7. Out of Office Email for Sick
Dear {Name},
Thank you for your email. I’m out sick for the day, and while I will be checking my inbox, I may be slower to respond than usual.
If it’s urgent, please respond with “URGENT” in the subject line and I’ll get back to you as soon as I can.
Thank you for your patience!
Kind Regards,
{Sender Details}
8. Resignation Out of Office Email
Dear {Name},
Thank you for your message. I am no longer with {name of company} as of {date} and unfortunately, I can no longer answer your email. Please direct all future inquiries to {first name, last name} at {email} or {phone}. He/she will be happy to assist you. Please note that your email will not be forwarded automatically.
Kind Regards,
{Sender Details}
Examples of Keywords Used in Email-
- Name – Naveen
- Sender Details – Naveen
- CEO Emailformatsample.com
- Date/Time – 15 October 2021
Tips for writing “Out of Office Email“
- Over-detailing
A simple and to-the-point automated reply is best. Make sure the email does not contain any unnecessary information.
- Your promise to respond once you return
When you return to the office, it can take time to catch up on emails, phone calls, and projects. The expectation that you would be able to reply to a missed message right away after your return should be avoided.
- Ask assistance from a colleague
In case of an urgent matter during your absence, providing a colleague’s contact information is useful. Prior to including their information, make sure you get their permission.
- The day you’ll be back
You should let people know when you’ll be back your out-of-office email.
Conclusion
It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Out of Office Email meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.
