Are you getting ready to head out on vacation or do you have a conference coming up that will keep you away from the office for a few days? Before you go, it’s a good idea to set up an away email message to let people know that you won’t be available. If you’re not sure what to say in your message, don’t worry. We’ve got you covered. In this article, we’ve curated a selection of away email samples that you can use as a starting point for crafting your own message. From short and sweet to more detailed, there’s something for every situation. Plus, we’ll show you how to edit them as needed to make them your own. Don’t leave without setting up a professional and courteous away message – let us help you create the perfect one.
The Best Structure for an Away Email
When we go on vacation or take time off work, it’s important to let our colleagues and clients know that we won’t be available for a certain period of time. The easiest way to do this is by setting up an away email. However, not all away emails are created equal. To ensure that your message is clear and informative, here are some tips to help you structure your away email effectively.
Subject Line: The subject line should clearly state that you will be away and for how long. For example, “Out of Office: On Vacation Until [Date]” or “Away from the Office: [Dates of Absence].”
Opening: Start your away email with a greeting and briefly mention why you won’t be available. Keep this section short and to the point. Your colleagues and clients don’t need to know the details of your vacation itinerary.
Availability: Let your recipients know when they can expect to hear back from you. If you’re going to be completely off the grid, let them know the date of your return and that you’ll respond as soon as possible. If you’ll have limited access to email, give an estimated timeframe for when you’ll be able to respond.
Alternative Contacts: If there’s someone who can handle urgent matters in your absence, include their name and contact information in your away email. This will give your recipients peace of mind that their needs will still be addressed while you’re away.
Closing: End your away email with a friendly message thanking your recipients for their understanding and cooperation during your absence.
By following this structure, you’ll ensure that your away email is clear, concise, and informative. Your colleagues and clients will appreciate the heads-up and you’ll be able to enjoy your time off with peace of mind.
7 Away Email Samples for Different Reasons
Out of Office for Vacation
Dear [Recipient],
I hope this email finds you well. I am currently away on vacation and will not be able to respond to your email until [date of return]. I apologize for any inconvenience this may cause and appreciate your patience in waiting for my reply.
If your matter is urgent and cannot wait until my return, please contact [insert contact person or department and their email address]. They will be able to assist you with your inquiry.
Thank you for your understanding and I look forward to getting back to you after my break.
Best regards,
[Your Name]
Out of Office for Conference
Dear [Recipient],
I hope this email finds you well. I am currently attending a conference in [location] and will not be able to respond to your email until [date of return]. Although I will not be in the office during this time, I will continue to check my email periodically and respond to urgent matters as needed.
If you require immediate assistance, please contact [insert contact person or department and their email address]. They will be able to assist you with your inquiry.
Thank you for your understanding and I look forward to getting back to you after my conference.
Warm regards,
[Your Name]
Out of Office for Personal Reasons
Dear [Recipient],
I hope this email finds you well. I am currently away on personal leave and will not be able to respond to your email until [date of return]. If you require immediate assistance, please contact [insert contact person or department and their email address].
I apologize for any inconvenience this may cause and appreciate your patience in waiting for my reply.
Thank you for your understanding and I look forward to getting back to you after my personal leave.
Sincerely,
[Your Name]
Out of Office for Illness
Dear [Recipient],
I hope this email finds you well. Unfortunately, I am currently out of the office due to illness and will not be available to respond to your email until [date of return]. If your matter is urgent, please contact [insert contact person or department and their email address]. They will be able to assist you with your inquiry.
I apologize for any inconvenience this may cause and appreciate your understanding and patience during my absence.
Thank you and take care,
[Your Name]
Out of Office for Family Emergency
Dear [Recipient],
I hope this email finds you well. I wanted to reach out and let you know that I am currently dealing with a family emergency and will be out of the office until [date of return]. If you require immediate assistance, please contact [insert contact person or department and their email address]. They will be able to assist you with your inquiry.
I appreciate your understanding and patience during this difficult time.
Best regards,
[Your Name]
Out of Office for Training
Dear [Recipient],
I hope this email finds you well. I am currently attending a training seminar and will be unavailable to respond to your email until [date of return]. If you need immediate assistance, please contact [insert contact person or department and their email address]. They will be able to assist you with your inquiry.
Thank you for your understanding and I look forward to getting back to you after my training.
Sincerely,
[Your Name]
Out of Office for Maternity Leave
Dear [Recipient],
I hope this email finds you well. I just wanted to inform you that I am currently on maternity leave and will not be available until [date of return]. If you need assistance during this period, please contact [insert contact person or department and their email address].
I appreciate your understanding and patience during this exciting time in my life.
Best regards,
[Your Name]
Away Email Tips: How to Craft a Professional Out-of-Office Message
If you’re planning to take some time off work, a well-crafted away email is a must. Not only will it let your colleagues know when you’ll be back, but it can also help manage expectations and prevent any missed messages or miscommunications. Here are some tips to ensure your out-of-office message hits the mark:
Keep it Brief and to the Point
Your out-of-office message should be clear and concise. Let your colleagues know when you’ll be out and when you’ll be back, and provide an emergency contact in case they need immediate assistance. Avoid going into too much detail about your trip or vacation plans – your colleagues likely just need to know when they can expect to get a response.
Set Expectations and Manage Urgency
If you’ll be completely unplugged during your time off, make that clear in your away email. However, if you’ll be checking email sporadically or have limited access, let your colleagues know that you’ll do your best to respond as soon as possible. You may also want to outline any urgent tasks that should be addressed in the meantime.
Personalize Your Message
Away messages can come across as robotic or impersonal, so try to inject a bit of personality into your message. Consider adding a friendly greeting or a quick sentence about what you’re looking forward to when you return. Just be sure to keep it professional – this is still a work communication, after all.
Test Your Message
Before you set your away message, test it out by sending an email to yourself or a coworker. This will allow you to confirm that your message is easy to read and understand, and that any links or contact information is correct. It’s also a good idea to proofread your message carefully – typos or errors can make you appear unprofessional.
By following these tips, you can create an effective out-of-office message that will ensure a smooth transition while you’re away. Keep in mind that your away message is a reflection of your professionalism, so take the time to craft a message that sets the right tone and communicates your absence in a clear and concise manner.
Away Email Sample
What is an away email sample?
An away email sample is a pre-written email template that allows you to notify your contacts that you will be away for a certain period.
Why do I need an away email sample?
An away email sample is essential for maintaining good communication with your contacts while you’re away. It saves you time and ensures that you provide accurate information to your correspondents.
How do I use an away email sample?
To use an away email sample, you need to customize it according to your specific needs and information. Once customized, you can set it as an automatic reply to any incoming email message you receive.
What should I write in my away email sample?
Your away email sample should include your name, the duration of your absence, the reason for your absence, alternative contacts in case of emergency, and a message of appreciation for their understanding.
Can I use a humorous tone in my away email sample?
While it is acceptable to add some humor to your away email sample, be mindful of your audience and remember to maintain a professional tone. Avoid using jokes that might offend your contacts or create confusion.
When should I activate my away email sample?
Activate your away email sample once you have confirmed your absence and before you leave. This way, it will be in place and will notify your contacts of your absence before they send you any messages.
Should I use an away email sample for a short absence?
Using an away email sample for a short absence is optional, but it is recommended. Even if you’re going to be away for a short time, an away email sample ensures that your contacts are aware and are informed of your return date.
Thanks for Reading!
I hope this article has been helpful in giving you some ideas for your next away email. Remember, it’s important to let people know when you’re out of the office and when you’ll be back. And why not add a little personality to your message to make it more memorable? Don’t forget to visit us again for more tips and tricks on making your work life a little easier and more enjoyable. Until next time, happy emailing!