Are you tired of checking your inbox on vacation or during your time off from work? Wouldn’t it be nice to have an away from office email that could handle everything for you? Well, you’re in luck! In this article, we’re going to provide you with some excellent away from office email samples that you can use to your advantage. Take advantage of these templates and edit them as needed to fit your specific situation. So, sit back, relax, and let us help you take control of your inbox while you’re away.
The Best Structure for an Away From Office Email Sample
When setting up an out of office message, it’s important to follow a clear and concise structure that effectively communicates your availability and provides all necessary information to your contacts. Here are some tips for creating an effective away from office email sample:
Opening Greeting and Introduction
The first paragraph of your email should include a friendly greeting and an introduction that informs the reader about your absence. This can include the dates that you will be out of the office, the reason for your absence, and any other pertinent details that you would like to share. Make sure to keep things short and sweet, as your contacts are likely busy and looking for quick information.
Availability and Contact Information
The second paragraph of your email should outline your availability and provide contact information for anyone who needs to get in touch with you. You may want to include the times of day that you will be checking email or taking calls, as well as any alternate contact methods that you prefer. This will help to ensure that your contacts are able to reach you when necessary.
Alternative Point of Contact
If you have designated an alternate point of contact who will be handling your work while you are away, make sure to include their contact information in your out of office message. This will help to ensure that your contacts are able to get the assistance they need in a timely manner, even if you are not available.
The final paragraph of your email should include a friendly closing statement that thanks your contacts for their understanding and lets them know that you look forward to getting back to work. This will help to leave a positive impression on your contacts and make them more likely to reach out to you in the future.
By following this clear and concise structure, you can create an effective away from office email sample that helps your contacts stay informed and ensures that your work continues to run smoothly while you are away.
Away from office email templates
Out of Office: Vacation
I will be out of the office from [Date] to [Date] for a much-needed vacation. During this time, I will not have access to my email or phone. If you have any urgent matters, please contact [Name and Contact Information]. I will respond to all emails and voice messages when I return to the office on [Date]. Thank you for your understanding.
Out of Office: Illness
I am writing to inform you that I will be out of the office for the next few days due to unforeseen medical circumstances. During this time, I will not be available to attend to my work email or phone. However, my colleagues are aware of any urgent matters and will be happy to help you. I hope to be back at work soon and ask for your patience and understanding in the meantime. Thank you.
Out of Office: Training
I am excited to share that I will be attending a work-related training event starting from [Date] to [Date]. During this time, I will be unavailable to check my email or phone. However, I will ensure to catch up on my work upon getting back to the office. In the meantime, please contact [Name and Contact Information] for all urgent needs. Thanks for your understanding and support.
Out of Office: Personal Reasons
I am writing this email to let you know that I will be unavailable from [Date] to [Date] due to a personal matter. During this time, I will not be able to respond to my work-related emails or calls. For any urgent matters, please reach out to [Name and Contact Information]. I appreciate your understanding and support in this regard.
Out of Office: Bereavement
I am sad to inform you that I have lost a dear family member. I will be out of the office from [Date] to [Date] to attend to the necessary rituals and family arrangements. During this time, I will be unavailable to attend to my work-related email or phone. I seek your compassion and kindness as I work through this difficult period. For any immediate needs, please contact [Name and Contact Information].
Out of Office: Maternity/Paternity Leave
I am delighted to announce that I’m taking a few months off for my maternity/paternity leave. I will be out of the office starting from [Starting Date], and I plan to return on [Returning Date]. During this time, I will not be responding to any work-related emails or calls. I will stay in touch with my colleagues over the next few weeks and ensure a smooth transition for everyone involved. If there are any urgent matters, please contact [Name and Contact Information]. Thank you for your understanding and support in my absence.
Out of Office: Conference Attendance
I am thrilled to inform you that I am heading to a conference from [Date] to [Date] to better enhance my work knowledge and add on to my skills. Please note that I will be unavailable during this period to attend to any work-related email or phone. In the meantime, my colleagues are well-equipped to help you with any urgent matters, and I will get back to you on my return. Let’s keep in touch, and you can reach out to [Name and Contact Information] if needed.
Tips for Writing Away from Office Email Samples
When you’re going away from the office, it’s important to have a well-written email sample that sets your colleagues’ expectations for communication while you’re gone. Below are some tips to keep in mind when crafting your away from office email sample:
- Keep it brief and to the point: Be concise in your email sample, making sure to convey the most important information upfront. Avoid long descriptions or unnecessary information that will make it difficult for your colleagues to understand your message.
- Provide a reason for your absence: Let your colleagues know why you’re going away, whether it’s for a vacation, family emergency, or other reason. This sets expectations for how soon you’ll be able to respond, and also helps establish urgency around any urgent matters that might come up while you’re gone.
- Provide contact information for a backup: Make sure to include the name and contact information for someone who can handle your responsibilities while you’re away. This ensures that work will continue seamlessly even in your absence.
- Set expectations for your response time: Be clear about how soon you’ll be able to respond to emails and other messages while you’re away. If this will be delayed, make sure to let your colleagues know why and when they can expect to hear back from you.
- Highlight important information: Use bolded text or other formatting to help your colleagues quickly find and understand important information in your email sample. This could include deadlines, urgent tasks, or other critical information that they need to know while you’re away.
- Be positive and appreciative: This is a chance to express gratitude to your colleagues who will be taking care of things while you’re gone. Make sure to thank them for their support and let them know that you’re looking forward to returning and getting back to work.
Taking the time to write a thoughtful and well-crafted away from office email sample can help set expectations and ensure that work continues smoothly even when you’re not in the office. Keeping these tips in mind will help you create a clear, concise, and helpful message that your colleagues will appreciate.
Away from Office Email Sample FAQs
What is an away from office email?
An away from office email is an automated email response that is sent when you are out of the office and unable to respond to emails.
What should I include in my away from office email?
You should include the dates you will be away, the reason for your absence, and who to contact in case of urgent matters.
Can I set up an away from office email in advance?
Yes, you can set up an away from office email in advance to be sent on a specific date and time.
Is it necessary to set up an away from office email?
It is courteous and professional to set up an away from office email to let people know you are unavailable and when they can expect a response.
What should I do if I receive an urgent email while I’m away?
If you receive an urgent email while you’re away, provide instructions on who to contact in your absence and consider setting up a forwarding rule to a colleague’s email.
How long should I keep my away from office email up?
Keep your away from office email up for the duration of your absence and remove it once you’re back in the office.
Can I customize my away from office email to match my brand or personality?
Yes, you can customize your away from office email to match your brand or personality, but make sure to keep it professional and informative.
Catch you later!
Thanks for taking the time to read this article on away from office email samples. I hope it was helpful and gave you some ideas to consider when crafting your own message. Remember, a well-written out of office email can set realistic expectations for your absence and help you stay organized while you’re away. Enjoy your time off and catch you later! Don’t forget to check back for more helpful articles in the future.