Have you ever found yourself in a situation where you couldn’t respond to a message or email right away? Maybe you were in a meeting, out of the office, or simply taking some much-needed time off. Whatever the reason, the last thing you want is for the other person to think you’re ignoring them.
This is where an away message can come in handy. An away message is a pre-written note that automatically responds to incoming messages, letting the sender know that you’re not available at the moment but will get back to them as soon as possible.
If you’re not sure how to create an away message or what to say, don’t worry. There are plenty of samples available online that you can use as a starting point and edit as needed. You can find away message samples for different situations, such as vacation, medical leave, and business trips.
By using an away message, you can set expectations with whoever is trying to contact you and avoid any misunderstandings. Plus, it can save you time and stress in the long run.
So if you’re someone who values good communication and wants to make sure your absence doesn’t lead to confusion, consider setting up an away message. With the help of some sample messages, it’s easy to get started.
The Ideal Structure for an Effective Away Message
Being able to craft an ideal away message is an important part of maintaining professional communication with your colleagues, clients, and business associates. Whether you are taking a much-needed break or stepping out of the office for a few hours, a well-written away message is an essential tool for keeping others informed about your availability and keeping your inbox from piling up with unnecessary emails.
So, what is the best structure for an effective away message that will ensure that you maintain a professional image and keep everyone in the loop? Here are a few tips to help you get started:
1. Clear and Concise Headline: The subject line of your away message should be simple and straightforward to convey the message directly. Make sure you specify the type of unavailability such as an out-of-office message, lunch break, or vacation.
2. Greet Them Warmly: You don’t want to sound cold or impersonal in your away message. Start your message with a warm greeting to show that you acknowledge their email.
3. Inform Them of Your Availability: Next, inform the recipient about when they can expect to hear back from you. Provide detailed information on your return date, time, and any other availability details such as checking email once a day during vacation.
4. Share Alternative Contact Information: If your absence or unavailability extends beyond your return date, share an alternate means of contact. Provide the name and email address of your colleague or other contact person who can best assist them while you’re away.
5. Encourage Follow-up: Finally, you need to encourage people to follow up with a new message stating why contact is being made so that you can prioritize them upon your return.
In summary, a simple but effective away message should contain a clear subject line, a warm greeting, details about when you’ll be available, alternative contact information, and an invitation to follow up. Keep in mind that your message should be concise, to the point, and professional while also being friendly and informative. By following this structure, you can ensure that your away message serves its purpose and helps you maintain good relationships with your contacts.
Away Messages for Different Reasons
Away for Vacation
Hello! Thank you for reaching out to me. I’m currently away for a much-needed vacation. This is my annual break, so I may not be able to respond to emails or calls until I return on [date]. I apologize for any inconvenience this may cause.
I assure you that I will get back to you upon my return and we can catch up then. In the meantime, I hope you have a productive week ahead!
Best regards,
[Your Name]
Out of Office for a Conference
Greetings! Thank you for reaching out to me. I’m currently attending a conference out of town. As a result, I won’t be able to respond to your message until [date].
While I’m away, my colleague, [Name] will be handling my workload and will respond to any urgent matters on my behalf. You can reach [Name] at [email/phone].
I appreciate your understanding and look forward to connecting with you soon.
Best regards,
[Your Name]
Emergency Leave
Hello,
Thank you for contacting me, Unfortunately, I am currently on an emergency leave until further notice. I regret any inconvenience this may cause, but I promise to respond to your message as soon as I am back.
In my absence, please contact [Name] at [email/phone] if you have any urgent matters that need immediate attention.
I appreciate your patience and understanding, and I’ll get back to you as soon as possible.
Regards,
[Your Name]
Moving to a New Location
Hello,
Thank you for reaching out to me. I’m currently in the middle of a move to a new location. As a result, I may not be able to respond to your message as quickly as usual.
However, I’ll do my best to get back to you within a reasonable timeframe. If this is an urgent matter, please reach out to [Name] at [email/phone].
I apologize for any delay and appreciate your patience and understanding.
Best regards,
[Your Name]
Maternity Leave
Greetings,
Thank you for getting in touch with me. I’m currently on maternity leave and enjoying time at home with my newborn. I won’t be able to respond to your message until [date].
If you need any assistance while I’m away, please reach out to [Name] at [email/phone].
I appreciate your understanding and look forward to connecting with you when I’m back at work.
Regards,
[Your Name]
Sickness Leave
Greetings,
Thank you for your message. I am currently on sick leave due to unforeseen circumstances. I may not be able to respond to messages or calls for a while.
If you require any assistance, please contact [Name] at [email/phone].
Many apologies for any inconvenience that this may cause to you or your organization. Thank you for your kindness and understanding during this time.
Best regards,
[Your Name]
Unplanned Vacation
Dear [Addressee],
Thank you for taking the time to contact me. Unfortunately, I’m currently on an unplanned vacation and I may not be able to respond to your message until [date].
If this matter is urgent, please contact [Name] at [email/phone].
I apologize for any inconvenience that this may cause and look forward to catching up with you when I return.
Best regards,
[Your Name]
Away Message Tips:
Writing an effective away message is crucial to keep your professional communication flowing smoothly. Here are some tips to help you create a message that conveys the right level of information while keeping things polite and professional:
- Keep it brief: Avoid lengthy explanations of why you are away from the office. Keep your message short and sweet so your contacts can catch up with you quickly.
- Be specific: Make sure to set clear expectations on when you will be returning and who to contact in case of urgency. This will help prevent any misunderstandings and unnecessary follow-ups.
- Signature: Always include your name, job title, and contact information so your recipient knows exactly who they are reaching out to and how to contact you.
- Include instructions: If the matter is urgent, be sure to include instructions for what to do in your absence or who else they can contact. This will help avoid any delays in getting the necessary work done.
Here are a few other tips that can help take your away message to the next level:
- Customize your message: By getting creative with your message, you can make it more personal, while still being informative. Use humor or a friendly tone to make it more approachable.
- Proofread: Grammatical errors and spelling mistakes give a poor impression of your professionalism. Be sure to proofread your message before sending it out.
- Set expectations: If you expect to be away from the office for an extended period, make sure to inform your contacts ahead of time. This can help prevent any critical work from being postponed or delayed.
- Email forwarding: You can also set up email forwarding so that your emails are automatically sent to someone else in the office, ensuring that nothing important is missed in your absence.
Finally, make sure to remember to disable your auto-response once you have returned to the office to avoid confusion. By following these simple tips, you can create an effective away message that keeps your communication on track.
Away Message Sample FAQs
What is an away message?
An away message is a pre-written message that is sent automatically to anyone who contacts you when you are not available to respond. It is commonly used in email, messaging apps, and social media platforms.
Why would I need an away message?
You would need an away message to inform the people who are trying to contact you that you are not available to respond at the moment. This could be due to various reasons such as vacation, sick leave, or attending a meeting.
How do I create an effective away message?
An effective away message should include the reason for your absence, the date you will be available again, and any alternative contacts or resources that the sender can use. It should also be polite and professional in tone.
Can I customize my away message?
Yes, you can customize your away message to match your personality, style, or brand. Just make sure that it still includes the essential information that the sender needs to know.
How long should my away message be?
Your away message should be concise and to the point. Limit it to a few sentences or a paragraph at most. Avoid unnecessary information or rambling.
Should I set an expiry date for my away message?
Yes, it is recommended to set an expiry date for your away message so that it doesn’t appear to be outdated or irrelevant. You can also update your away message if your absence is extended or if you return earlier than expected.
Is it necessary to set an away message for every communication channel?
It depends on the communication channel and your availability. For example, if you are out of the office, it would be best to set an away message for your email and instant messaging but not necessarily for your social media accounts. Use your discretion and prioritize the channels that are most important or frequently used.
Sign off in Style!
That’s all there is to know about crafting the perfect away message sample. With these examples and tips, you’ll be sure to create a witty note that lets people know you’re out of the office — and keeps them entertained. Whether you’re on vacation, out to lunch, or attending an important meeting, your repeat callers are sure to appreciate this extra touch. Don’t forget to change up your message every now and then to keep it fresh and interesting. Thanks for reading, and be sure to check back for more life tips in the future!