Have you ever found yourself struggling to write an away from office email? You’re not alone. Crafting the perfect message that conveys your absence while providing reassurance to your clients and colleagues that things will be taken care of in your absence can be a real challenge. But fear not, there are templates available out there that you can use to make your life easier.
In this article, we’ll be sharing away from office email samples that you can edit as needed to fit your own style and situation. Whether you’re going on vacation, attending a conference, or simply taking some time off, these templates will ensure that anyone trying to reach you will know exactly what to expect and what actions to take.
Without further ado, let’s dive into some practical examples that you can use right away. But before we do, let’s have a quick overview of the important components that all effective out-of-office messages should include, and what Tim Ferriss would have to say about them.
The Best Structure for an Away From Office Email Sample
When it comes to crafting an away from office email, it’s important to strike a balance between being informative and professional without being too verbose. The structure of your email plays a crucial role in achieving this balance.
Here’s a breakdown of the best structure to follow:
1. Greeting and introduction
Start off by addressing the recipient with a formal greeting. Follow this up with a brief introduction that includes your name and job title.
2. Explaining your absence
Include a sentence or two explaining why you won’t be available and when you will be returning. Be clear and concise, and avoid going into overly specific details.
3. Briefly cover urgent matters
If you anticipate any urgent matters that may arise during your absence, briefly discuss how they can be handled in your absence.
4. Provide contact information
Include contact information for someone who can handle urgent matters, such as a colleague or assistant. Additionally, include alternative methods of contact, such as email or phone, if necessary.
5. Express gratitude and set expectations
Thank your recipient for their understanding and patience. Finally, set expectations for when the recipient can expect to hear back from you upon your return.
Following this structure not only creates a clear and concise away from office email, but it also ensures that all important information is included. Remember to keep your tone professional yet personable and concise yet informative. Happy out-of-office emailing!
Away from Office Email Templates
Out of Office for Vacation
Greetings,
I am currently out of the office for my long-awaited summer vacation. I will be unavailable until next week Monday, August 16, 2021. Please note that I will not be checking my emails during this time. However, you can contact my colleague William Lee at william.lee@company.com for urgent matters.
Thank you for your understanding. I look forward to reconnecting with you when I return.
Best regards,
John Doe
Out of Office for Personal Reasons
Dear All,
I am writing to inform you that I will be out of the office for the next five days, from August 14 to August 18, 2021, due to personal reasons. During this period, I will not have access to my work email or phone.
For any urgent issues, please contact my colleague Sarah Johnson at sarah.johnson@company.com. She will be happy to assist you. I apologize for any inconvenience this may cause and appreciate your understanding.
Thank you for your cooperation.
Best regards,
Jane Smith
Out of Office for Maternity Leave
Dear Team,
I am happy to announce that I will be going on maternity leave starting from tomorrow, August 15, 2021. I will be out of the office for the next six months, and I am sure the team will do great without me.
If you need any assistance or have any urgent matters, please contact my colleague David Lee at david.lee@company.com. He is well-equipped to handle any queries and will be happy to assist you.
Thank you for your support during this special time in my life. I am looking forward to returning to work soon.
Best regards,
Lucy Wang
Out of Office for Educational Conference
Dear Colleagues,
I am excited to inform you that I will be out of the office attending an educational conference from August 16 to August 19, 2021. This conference will provide me with an opportunity to network with peers in the industry and learn about the latest trends and ideas.
Please note that I will have limited access to my work email during this time. My colleague, Peter Lim, will be available to handle any urgent matters. You can reach him at peter.lim@company.com.
Thank you for your understanding. I look forward to sharing my experience with you upon my return.
Best regards,
Samantha Ng
Out of Office for Medical Leave
Dear All,
I am reaching out to let you know that I will be out of the office for a few days due to medical reasons. Specifically, I am scheduled to undergo minor surgery, which requires a short hospital stay and recovery period.
During my absence, please contact my colleague, Michael Tan, at michael.tan@company.com for any urgent issues. I apologize for any inconvenience this may cause and hope to be back to work soon.
Thank you for your support during this time.
Best regards,
Alice Lee
Out of Office for Company Retreat
Dear Team,
I am writing to let you know that I will be out of the office for our annual company retreat, which will take place from August 17 to August 20, 2021. During this time, I will have limited access to my work email and phone.
If you need any assistance or have any urgent matters, please contact my colleague, Brian Seah, at brian.seah@company.com. He will be happy to assist you.
Thank you for your understanding. I look forward to reconnecting with you upon my return and sharing new ideas and insights from the retreat.
Best regards,
Kelly Lim
Out of Office for Parental Leave
Dear All,
I am excited to inform you that I will be taking parental leave starting from September 1, 2021. This decision was not an easy one, but after careful consideration, my partner and I decided that it is the best decision for our family.
During my absence, please contact my colleague, Karen Tan, at karen.tan@company.com, for any urgent matters. I trust that the team will continue to make progress and I look forward to returning to work soon.
Thank you for your support during this special time in my life.
Best regards,
Andrew Chan
Away from Office Email Tips
As someone who spends a significant amount of time traveling or out-of-the-office, I understand the importance of crafting an effective away from office email. To ensure that your message is clear, professional, and informative, consider the following tips:
- Start with a greeting: Your away from office email should begin with a friendly greeting to your recipients. Address them by name and express your gratitude for their email.
- Provide a clear timeframe: It is essential to state when you will be out of the office and when you can be expected to return. This allows your colleagues and clients to adjust their expectations and plan accordingly.
- Mention your coverage: If someone will be covering your work in your absence, mention their name and contact information. This way, your team can continue projects without interruption.
- Include emergency contact information: If there are any emergencies or issues that cannot wait for your return, provide emergency contact information. This helps your team handle critical situations while you are away.
- Give a reason for being away: You do not have to provide specific details, but it is helpful to give a reason for your absence. This can be professional or personal, such as attending a conference or taking a vacation.
- Set expectations: Let your team know what they can expect from you upon your return. For example, if you will be inundated with emails, let them know that you may not be able to respond as quickly as usual.
- End with a thank you: End your email with a thank you to your team for their understanding and support while you are away.
By following these tips, you can create an effective away from office email that ensures your team can continue their work while you are away. Remember, a clear and comprehensive message provides peace of mind to your team and clients and minimizes interruptions in your workflow.
Away from Office Email Sample FAQs
What is the purpose of an away from office email?
An away from office email informs colleagues and clients that the recipient is currently out of the office and may take longer to respond to email correspondence.
What should I include in my away from office email?
You should include the dates of your absence, expected date of return, contact information for a colleague or manager who can assist in your absence, and a brief message indicating your unavailability.
How far in advance should I set up my away from office email?
You should set up your away from office email as soon as possible, preferably a few days before your departure, to ensure that those reaching out to you are aware of your unavailability.
Should I set up an auto-reply for all incoming emails?
It’s best to set up an auto-reply for all incoming emails so that anyone reaching out to you is aware of your unavailability. This can also help to manage expectations for when you will respond.
How should I word my away from office message?
Your message should be professional and concise, indicating your unavailability, expected date of return, and providing contact information for a colleague or manager who can assist in your absence.
How do I set up my away from office message?
Most email providers have an auto-reply option located in the settings or options menu. Simply type in your message, set the dates for the auto-reply to send, and save your settings.
Should I provide my personal phone number in my away from office message?
It’s recommended to provide your work phone number or contact information for a colleague or manager who can assist in your absence, rather than your personal phone number.
What if I have urgent matters that need attention during my absence?
If you have urgent matters that need attention during your absence, provide specific instructions in your away from office message for how to reach you or a designated point of contact.
When should I turn off my away from office message?
You should turn off your away from office message as soon as you return to the office and are able to respond to emails promptly.
What are some best practices for away from office emails?
Some best practices include setting up the auto-reply as soon as possible, providing comprehensive information in your message, and checking in periodically with colleagues or clients to ensure that nothing urgent has arisen in your absence.
Thanks for Checking In!
Hope you found these away from office email samples useful in crafting your own auto-reply message. Whether you’re off to soak up some sun or spending time with loved ones, taking a break from the daily grind is essential for recharging our batteries and coming back to work energized. And don’t worry – your emails will be waiting for you when you return! Until next time, stay groovy and keep on exploring life’s adventures! Thanks for stopping by and feel free to visit again soon.