Are you planning on vacating your inbox for a while? Maybe taking a short break or heading out on vacation? If so, you’ll need a well-crafted away message for Outlook to let your colleagues and clients know you’ll be away and unable to respond to emails during that time.
With the right away message, you can set expectations and provide timely responses, even when you’re not in the office. But crafting the perfect message can be tricky. You want to make sure you’re conveying the right tone and information to anyone who reaches out to you while you’re away.
Thankfully, there’s no need to stress. You can use the following away message sample for Outlook as a starting point, and edit it as needed to fit your specific situation:
“Thank you for your email. I’m currently out of the office and will not be able to respond to messages until my return date on [insert date]. If you need immediate assistance, please contact [insert name and email/phone number]. Otherwise, I will get back to you as soon as possible upon my return. Thank you for your understanding, and I look forward to connecting with you soon.”
Feel free to use this message as is, or tweak it to fit your preferences and specific needs. With a well-crafted away message in place, you can enjoy your time off without worrying about missed emails or missed opportunities.
The Best Structure for an Effective Away Message in Outlook
Writing an effective away message is critical for keeping communication open and ensuring that colleagues, clients, and friends can contact you without feeling they are being ignored. When you’re out of the office, it’s important to create an away message that is polite, informative, and concise. Here are some tips for creating the best structure for an effective away message for Outlook.
The first thing you need to do is to start your message with a polite greeting. This is important because it helps to set the tone and makes your message more welcoming. Include a salutation such as “Hello,” “Hi,” or “Greetings,” followed by the recipient’s name. You can also address a group by saying something like “Dear Customers,” or “Hello Everyone.”
After greeting your recipient, provide a brief explanation for your absence. This should include the dates when you will be away and the reason for your absence. Keep this part of the message concise, so the recipient doesn’t lose interest. For example, “I will be out of the office from June 1 to June 10 due to a family vacation.”
Next, it’s important to let the recipient know when you will be back and available. Include the date, and if possible, the time when you will return to work. This helps the recipient plan their communication with you. For instance, “I will be back in the office on June 11 and will be available to respond to emails starting from 10 AM.”
Provide an alternative contact person or a phone number, in case the recipient has an urgent matter that needs to be addressed or answered right away. This provides some reassurance that there is someone to take over while you’re away. For example, “If you need immediate attention or assistance, please contact my colleague, John Smith at johnsmith@email.com or call 555-555-5555.”
Finally, close your message with a polite closing and sign-off. You can use something like “Thank you for your understanding”, or “I apologize for any inconvenience this may cause.” Then, sign off with something like “Best regards,” “Sincerely,” or “Yours truly”. You can also add your name and job title, if necessary.
In conclusion, writing an effective away message requires some thought and structure. By following the tips outlined above, you can ensure that your message is polite, informative, and concise. This ensures that while you’re away, your recipients can stay informed and can contact you as needed.
7 Away Message Samples for Outlook
Out of Office for vacation
Greetings,
Thank you for your email. I am currently out of the office enjoying some much-needed vacation time with my family and will not be able to respond to your email until I return. I will be back in the office on [date] refreshed and ready to tackle any pending issue.
In the meantime, please feel free to contact [colleague’s name] at [colleague’s email] or [colleague’s phone number] for any urgent matters.
Thank you for your understanding and have a great day.
Away for Maternity Leave
Dear Sir/Madam,
Thank you for your message. I am currently on maternity leave, and will not be available to respond to your email until [date of return].
If your matter is urgent, please feel free to contact [colleague’s name] at [colleague’s email] for assistance. She/he will be happy to help you with any urgent issue.
Thank you for your patience. I look forward to returning once my Maternity Leave is done.
Away for Personal Reasons
Dear [Name],
Your email has been received, but I am currently away on personal business and will not be able to respond until [date of return].
If the matter is urgent, please feel free to contact my colleague, [colleague name] at [colleague email] and [colleague’s phone number], who can assist you during my absence. I trust that she/he will provide you with efficient support.
Thank you for your understanding. Best wishes,
Out of office for conference
Hello,
Thank you for your email. I am currently out of the office attending a conference and will not be able to respond to your email until [date of return].
I am excited to learn more about [topic of conference] and to bring back valuable insights to our organization. In the meantime, please feel free to contact [colleague’s name] at [colleague’s email] or [colleague’s phone number] for any urgent matters.
Thank you for your understanding and happy to attend the conference.
Out of Office for Medical Appointment
Dear [Name],
Thank you for your email. I am temporarily out of the office for a medical appointment that I could not avoid. I apologize for any inconvenience this may cause. I will not be available from [date] until [date].
If your matter is urgent, please reach out to [colleague’s name] at [colleague’s email] for assistance in my absence or leave a message and I will respond as soon as I can.
Thank you for your understanding and hope to be fully recovered soon.
Away for Family Emergency
Dear [Name],
Thank you for your email. Unfortunately, I am currently out of the office due to a family emergency and will not be available to respond to your email at this time.
If your matter is urgent, please contact [colleague name] at [colleague email] for assistance or leave a message and I will respond as soon as I can. I apologize for any inconvenience caused.
Thank you for your understanding during this time.
Out of Office for Training
Dear [Name],
Thank you for your email. I am currently out of the office attending a training workshop to further hone my skills and bring a fresh perspective to my role. As a result, I won’t be able to respond to your email until [date of return]
In the meantime, please feel free to reach out to [colleague’s name] at [colleague’s email] or [colleague’s phone number] for any urgent matters.
Thank you for your understanding and look forward to share my learning with our team members.
Away Message Sample for Outlook: Tips to Make Them Professional and Effective
When it comes to writing an away message sample for Outlook, it is important to strike a balance between being professional and warm. Sure, you could deploy an automatic message that says “I’m out of the office until further notice,” but what if you’re on vacation and want to leave the impression that your clients and coworkers are getting timely assistance? Here are some tips to ensure that your away message sample for Outlook is both effective and professional:
- Be clear and concise in your message: Avoid leaving lengthy explanations for why you’re out of the office. Instead, include brief details about the period of your absence and who they should contact if they require immediate assistance.
- State your return date: It is imperative that you include the date you will be back in the office. This helps clients plan deadlines and whether they should be looking for someone else in the meantime.
- Provide alternative contacts: While you are away, it should be clear who clients may contact in case of emergencies. Provide them with an email address or phone number of a colleague or team member who can serve as a backup.
- Avoid leaving your personal contact information: Don’t provide your personal contact information in your vacation reply message. Everyone needs a break, and this is yours. Providing your personal contact information may encourage more contact than you want while you’re trying to relax.
- Use humor and light tone if appropriate: Depending on your personality, adding humor and light tones can put clients at ease and create a more memorable connection. However, make sure to avoid inappropriate or politically incorrect humor.
In summary, writing an effective and professional away message sample for Outlook requires you to state the essential details of your absence, your return date, and alternative contacts. Moreover, use a clear and concise language, and include a light, professional tone to connect with your clients and coworkers, if applicable. Follow these tips, and your vacation reply message will leave an impression of professionalism and warmth.
Away Message Sample for Outlook FAQs
What is an away message?
An away message is an automatic email response that notifies senders that you are currently unavailable or unable to respond to their email.
How can I set up an away message in Outlook?
To set up an away message in Outlook, go to File > Automatic Replies and enter your message in the text box.
What should my away message include?
Your away message should include the dates you will be out of the office, the reason for your absence, and who to contact in your absence.
Can I customize my away message for different contacts?
Yes, you can create multiple away messages for different contacts by using rules and templates in Outlook.
How can I test my away message?
To test your away message, you can send a test email to yourself or ask a colleague to send you an email.
How long can I set my away message for?
You can set your away message for any length of time, from a few hours to several weeks.
What if I forget to turn off my away message?
If you forget to turn off your away message when you return to the office, you might miss important emails. Make sure to turn off your away message as soon as you are available to respond to emails.
Can I set up an away message for my mobile device?
Yes, most email apps allow you to set up an away message for your mobile device.
What if I need to change my away message?
If you need to change your away message, simply go back to File > Automatic Replies and update your message.
Do I have to set up an away message?
No, setting up an away message is optional. However, it is considered good email etiquette to let your contacts know when you are unavailable to respond to their emails.
Happy Away-ing!
Thanks for taking the time to read through our away message sample for Outlook. We hope it’s given you some inspiration for crafting your own personalized message. Just remember, your away message is your chance to make a statement, so take advantage of it! And if you need any more ideas or tips, don’t hesitate to swing by our site again soon. Happy travels!