Are you tired of constantly checking your email during vacation or weekend time off? Well, there’s a solution for that and it’s called the away message. By setting up an away message for your emails, you can let people know that you’re not available and when you’ll be back. It’s a simple yet effective way to avoid unnecessary messages and stress. And the best part? You don’t have to come up with the message yourself! There are plenty of away message for email samples available online for you to choose from and customize to fit your needs. So next time you plan to take some time off, make sure to set up an away message and enjoy your well-deserved break without any interruptions.
The Perfect Structure for Your Email Away Message
As an entrepreneur or a busy professional, you may find yourself unable to attend to your emails constantly. In such cases, setting up an email away message becomes mandatory to let your clients, colleagues, or prospects know that you are occupied and will not be able to respond immediately. But do you know that the structure of your email away message can determine its effectiveness? Here’s what you need to consider:
1. Start with a greeting
Your email away message is essentially a mini letter, so make sure to start with a personalized greeting. Addressing your message to the recipient shows that you appreciate their concern and you’re not avoiding their email.
2. Announce your absence
State the exact date or dates you’ll be out of the office or away from your email diligently. It not only lets them know when to expect your response but also helps them determine the urgency of their message.
3. Give a reason for your absence
Be upfront and give a brief explanation of why you are unavailable. It can be a conference, a family vacation, or a sabbatical.
4. Offer an alternative contact
Providing a point of contact for an immediate issue during your absence is an excellent way to avoid inconveniencing your recipient and maintain a good relationship. You may provide contact information for an assistant, colleague, or another team member, who is aware of the issue at hand.
5. End with a professional closing.
Conclude your message with a closing note and invite them to reach out once you’re available again. Adding a polite closing phrase such as “Best regards,” “Warmly,” or “Thanks,” can make your message more personable, and add a friendly touch to it.
Final Thoughts
Crafting a perfect email away message that meets all the above criteria can take some time, but it’s worthwhile. A well-crafted email away message not only informs the recipient of your unavailability but also shows professionalism, and can help maintain good relationships. Use the above tips to create an effective email away message that works for you.
Away Message Samples for Different Reasons
Away Message Sample 1: On Vacation
Greetings,
I am currently out of the office enjoying a well-deserved vacation. I will return on [date of return]. I will have limited access to emails during this time and will respond to your message as soon as possible upon my return.
Thank you for your understanding and patience.
Best regards,
[Your Name]
Away Message Sample 2: Out for Training
Dear all,
I am currently out of the office attending a training seminar. I will be unavailable from [date of departure] to [date of return]. During this time, please forward all urgent matters to [contact name and email] for immediate attention.
Thank you for your cooperation and I will respond to your inquiries as soon as possible upon my return.
Kind regards,
[Your Name]
Away Message Sample 3: Sick Leave
Hello,
Unfortunately, I am currently on sick leave and will be unable to respond to your message until I return on [date of return]. If your message is urgent, please contact [contact name and email] for immediate assistance.
Thank you for your understanding and I look forward to responding to your message upon my return.
Sincerely,
[Your Name]
Away Message Sample 4: Work Travel
Hi there,
I am currently out of town for work travel from [date of departure] to [date of return]. During this time, I will have limited access to email and may not be able to respond to your message immediately.
Please rest assured that I will get back to you as soon as possible upon my return. If you have any urgent matters, please contact [contact name and email] for immediate assistance.
Thank you for your understanding and cooperation.
Warm regards,
[Your Name]
Away Message Sample 5: Personal Emergency
Dear all,
Due to an unforeseen personal emergency, I will be unavailable until further notice. If you have any urgent matters, please contact [contact name and email] for immediate assistance.
Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
Away Message Sample 6: Maternity/Paternity Leave
Greetings,
I am currently on maternity/paternity leave and will be unable to respond to your message until I return on [date of return]. If your message is urgent, please contact [contact name and email] for immediate assistance.
Thank you for your understanding during this special time.
Best wishes,
[Your Name]
Away Message Sample 7: Professional Development
Dear all,
I am currently attending a professional development conference from [date of departure] to [date of return]. During this time, I will have limited access to email and may not be able to respond to your message immediately.
Please rest assured that I will get back to you as soon as possible upon my return. If you have any urgent matters, please contact [contact name and email] for immediate assistance.
Thank you for your understanding and support.
Regards,
[Your Name]
Away Message for Email: Tips and Best Practices
When you’re out of the office or away from your desk, setting up an away message for your email can help you communicate important information to anyone who tries to contact you while you’re away. However, an effective away message isn’t just a simple note saying you’re out of the office. Consider the following tips to make your away message more professional, informative, and helpful to your contacts.
1. Provide specific dates and times
Instead of simply saying you’re away, be sure to provide specific dates and times when you’ll be back in the office or available to respond to emails. This gives your contacts a clear idea of when they can expect to hear back from you, and reduces the risk of them assuming you’ve ignored their email or forgotten about their request.
2. Provide alternative contacts
If you’re out of the office for an extended period of time, or if you anticipate that some of your contacts may have urgent inquiries, consider providing alternative contact information for someone who can help in your absence. This could be a colleague, supervisor, or other team member who can answer questions or provide support while you’re away.
3. Be professional and concise
Your away message should be written in a professional tone, even if you’re away on vacation or taking personal time. Avoid using slang, casual language, or humor that might be misinterpreted or come across as unprofessional. Keep your message concise and to the point, so your contacts can quickly understand the information you’re providing.
4. Customize your message for different contacts
If you have different types of contacts who may be reaching out to you while you’re away (e.g. clients, coworkers, vendors), consider customizing your away message to provide specific information or instructions that are relevant to each of these groups. This can help ensure that each contact receives the most relevant and helpful information possible.
5. Set expectations for response times
Finally, be sure to set expectations for how quickly you’ll be able to respond to emails when you return to the office. If you anticipate a large backlog of emails, or if you’ll be focused on catching up on other work when you return, let your contacts know that it may take a bit longer than usual to respond to their inquiries.
By following these tips, you can create an effective and professional away message that helps you communicate important information to your contacts while you’re out of the office.
Away Message for Email Sample FAQs
What is an away message for email?
An away message for email is an automatic response that notifies people sending you an email that you are currently unavailable and may not respond immediately.
When should I use an away message for email?
You should use an away message for email if you are planning to be out of the office or away from your email for an extended period of time.
Can I customize my away message for email?
Yes, you can customize your away message for email to include specific information about your availability and when you expect to return.
How do I set up an away message for email?
The process of setting up an away message for email varies depending on your email provider. Generally, you can find the option to set up an automatic response in the settings section of your email account.
What should I include in my away message for email?
You should include information about your availability, when you expect to return, and who to contact in case of urgent matters that need immediate attention.
How long should I leave my away message for email on?
You should leave your away message for email on for the entire duration of your absence and remove it once you return to your email inbox.
What are some examples of away messages for email?
Examples of away messages for email include “I am currently out of the office and will not be able to respond until [date],” “I am away from my email until [date] and may not respond immediately,” and “Thank you for your email. I am currently on vacation and will not be checking my email until [date].”
Can I set up different away messages for different email accounts?
Yes, you can set up different away messages for different email accounts if you have multiple email accounts linked to your email client.
What should I do if I receive an urgent email while my away message for email is on?
If you receive an urgent email while your away message for email is on, you should include contact information for someone who can handle the urgent matter in your away message.
Is it necessary to set up an away message for email?
While it is not mandatory, setting up an away message for email is considered a professional courtesy and can help manage expectations for those trying to reach you while you are away.
Signed Off
That’s it folks! You can now confidently step away from your emails without worrying about any missed opportunities or unanswered questions. Always remember to craft an away message with a personal touch, and not just a robotic response. And with the samples provided, you’re just a few clicks away from being on your way to a perfect email absense. Thanks for reading, and be sure to check back soon for more helpful tips. Catch you later!