10 Vacation Email Sample Templates to Use for Your Next Out of Office Message

Are you tired of boring and generic vacation emails that fail to capture the excitement of your upcoming vacation plans? Look no further than our collection of vacation email samples, ready for you to edit and customize to your heart’s desire. Say goodbye to feeling unenthusiastic about sharing your vacation plans with coworkers and loved ones. With our vacation email samples, you can convey your excitement and anticipation for your upcoming holiday in a way that will have everyone eagerly awaiting your return. So, sit back, relax, and let our vacation email samples do the talking for you. It’s time to take the hassle and stress out of vacation planning and communication.

The Best Structure for Your Vacation Email

Taking a vacation is fantastic, but it’s also important to ensure that you leave your work life and colleagues well-informed about your departure. With that said, it’s essential to get the structure of your vacation email right. Here’s a guide to help you create the perfect vacation email that balances professionalism and personal touch.

Start with a Friendly Greeting

Begin by greeting your recipient/s in a friendly and professional tone. It’s always recommended to address them by their first name, especially if it’s a colleague you’ve been working with for some time. A simple enough greeting such as “Hi Name” followed by a line of acknowledgement for their support, collaboration or something they have done for you can help foster and maintain good work relationships.

Provide Clear Details

After the initial greeting, it’s essential to state the purpose of the email clearly. Let your recipient/s know that you are taking time off and the dates of your vacation. This section should briefly state that you are taking some time away from work to recharge.

Give a Buffer Period

Next, The buffer period – mentioned a few times by Tim Ferriss in “The 4-Hour Workweek” book – is how long before your actual vacation that you inform your boss and colleagues. Giving notice of your intended vacation at least two weeks in advance will give your team and colleagues the chance to cover your workload or prepare for upcoming projects, and it’s respectful to offer this buffer period to your colleagues.

Provide Relevant Information

Provide relevant information such as your contact and availability during the vacation period, who they can contact in case of emergencies, and the best way to reach you in such cases.

End on a Grateful Note

Finally, wrap up your email by thanking your colleagues for their attention and support. End on a positive note wishing them all the best during your absence. Let them know how much you appreciate them.

By following these simple guidelines, you are sure to create an excellent vacation email that is both comprehensive and professional.

Vacation Email Samples for Different Reasons

Solo Trip Recommendation

Dear [Name],

If you’re looking to take a break from the hustle and bustle of daily life, I highly recommend taking a solo trip to [destination]. This will give you a chance to connect with yourself, explore at your own pace and build confidence. You’ll love the breathtaking views and the local culture will add to the entire experience.

I suggest staying at [accommodation] for the duration of your trip and taking part in the various activities offered, such as hiking, sightseeing, and trying out the local cuisine. You’ll come back feeling refreshed and rejuvenated, ready to take on anything!

Take care,

[Your Name]

Friendly Getaway Recommendation

Dear [Name],

If you’re planning a friendly getaway, you should definitely check out [destination]. Whether you’re looking to relax on a beach or go on adventures, there’s something for everyone.

You can stay at [accommodation] where you’ll have access to various amenities such as a pool, gym, and spa. There are also plenty of local restaurants and bars to explore. I recommend trying out [restaurant name] and [bar name] for an authentic experience.

Make sure to indulge in activities such as kayaking, hiking, and snorkeling to make the most of your time there.

Best Regards,

[Your Name]

Fulfilling Adventure Trip Recommendation

Dear [Name],

If you’re an adventure seeker, I highly recommend taking a trip to [destination]. You’ll have the opportunity to do activities such as zip-lining, bungee jumping, and white water rafting. The adrenaline rush will be unforgettable!

You can stay at [accommodation] and visit [attraction name] for an authentic experience. The local cuisine is also something to look forward to. Make sure to try [dish name] and [dish name] for a memorable culinary experience.

I hope this trip helps you step out of your comfort zone and create lifelong memories. Let me know if you have any further questions.


[Your Name]

Romantic getaway Recommendation

Dear [Name],

If you’re looking to spend some quality time with your significant other, I highly recommend taking a romantic getaway to [destination]. The picturesque views and romantic atmosphere will make the experience unforgettable.

You can stay at [accommodation] where you’ll be surrounded by nature and away from the hustle and bustle. The candlelight dinner at the [restaurant name] is a must-try and will be a memorable experience for both of you. I also recommend taking the couples spa retreat package to relax and rejuvenate.

Make sure to take a stroll around [attraction name] and enjoy the scenic views while holding hands.

Best Regards,

[Your Name]

Festive Destination Recommendation

Dear [Name],

If you’re looking to have a festive vacation, [destination] is the perfect place to celebrate and create an unforgettable experience. The festivities and decorations will leave you in awe and the snow-capped mountains will add to the charm.

You can stay at [accommodation] and take part in various activities such as skiing, snowmobiling and ice skating. Don’t miss out on [special event] which will be held at [attraction name] and experience the local cuisine, music, and culture.

Let me know if you need any suggestions for festive outfits and where to shop. I’m sure this trip will leave you with memories to cherish.

Take Care,

[Your Name]

Family Vacation Recommendation

Dear [Name],

If you’re planning a family vacation, [destination] is the perfect place to bond and spend quality time together. There are plenty of fun activities to do and the local cuisine will tantalize your taste buds.

You can stay at [accommodation] where you’ll have access to various amenities such as a pool and gaming area. I recommend visiting [attraction names] which are perfect for families and offer exciting experiences for kids and adults. The [restaurant name] offers delicious food which will satisfy everyone’s palate.

Make sure to capture the memories and cherish them for years to come. This trip will definitely bring your family closer together.

Warm Regards,

[Your Name]

Relaxing Beach Vacation Recommendation

Dear [Name],

If you’re looking for a relaxing getaway, there’s nothing more tranquil than a beach vacation in [destination]. The sound of waves crashing and the warm weather will soothe your mind and soul.

I recommend staying at [accommodation] which is right on the beach and has all the amenities you need for an ideal vacation. There are plenty of restaurants to try and I suggest checking out [restaurant name] for some of the best seafood in town.

Make sure to indulge in activities such as snorkeling, paddleboarding, and beach yoga. You’ll come back feeling refreshed and rejuvenated.

Best Regards,

[Your Name]

Tips for Writing a Great Vacation Email Sample

Going on a vacation is a great way to take a break from the everyday hustle and bustle of life. However, before you leave, you need to let your colleagues, clients, and contacts know. Writing a vacation email sample that is well-written and professional will enhance your relationships with those you work with, even when you are away. Here are some tips for writing a great vacation email sample:

  • Start with a greeting: Begin your vacation email by greeting the recipient. A simple salutation such as “Hello” or “Hi” is appropriate.
  • State the purpose of your email: In the opening paragraph, let the recipient know that you are going on vacation and the date that you will be leaving and returning. Be clear and concise, and give them enough notice so they can plan accordingly.
  • Provide contact information: Even though you are on vacation, let the recipient know how they can reach you in case of an emergency. Provide contact information such as your cell phone number or email address.
  • Ask for help: If you need someone to cover for you while you are on vacation, ask them in the email. Make sure to provide them with the necessary details, such as deadlines and contact information.
  • Thank the recipient: Before closing the email, thank the recipient for their understanding and support. Let them know that you appreciate their help and look forward to catching up with them when you return.

Overall, writing a great vacation email sample is a simple but essential task. By following these tips, you can ensure that your colleagues, clients, and contacts will respect your time off while also feeling confident that their needs will be taken care of in your absence.

Vacation Email Sample

What should I include in my vacation email?

When creating a vacation email, be sure to include the dates you will be away, who to contact in case of any urgent matters, and when you will be back to work. You may also include the reason for your absence and any other necessary details.

How far in advance should I send my vacation email?

It is recommended to send your vacation email at least two weeks before your planned vacation. This gives your colleagues and clients enough time to make any necessary arrangements.

How do I set up an auto-reply on my email?

To set up an auto-reply, go to your email settings and search for “auto-reply” or “vacation reply.” From there, you can compose your message, choose the date range the automatic response will be sent, and enable the auto-reply feature.

Do I need to inform my supervisor before I send a vacation email?

It is important to inform your supervisor or manager before sending your vacation email so they can make any necessary arrangements in your absence. This also shows respect for your work and colleagues.

What if I receive an urgent email during my vacation?

If you receive an urgent email during your vacation, it is important to have a backup plan in place. Provide your contact information to a trusted colleague who can assist, or set up an auto-forwarding rule to ensure important emails are addressed.

Can I check my email during my vacation?

It is best to disconnect from work and enjoy your vacation, but if it is necessary to check your email, schedule a specific time each day to do so. This will help you maintain a healthy work-life balance and avoid burnout.

How should I handle unfinished work before my vacation?

Prioritize your responsibilities and delegate any tasks that can be completed by colleagues. Communicate with your team members and supervisor to ensure all necessary arrangements are made before your departure.

Thanks for Sticking With Me: My Vacation Email Sample

Thanks for reading through my vacation email sample. I hope that it has given you an idea of how you can craft your own email for when you are away from work. Remember to personalize it to best fit your style and company culture, and don’t forget to add a little bit of personality. Taking a break and disconnecting from work routines can be very rewarding, and having an email template that’s been tailored to your needs will only make the experience better. Be sure to visit again later for more tips and tricks on productivity, work-life balance, and more! Keep on being your amazing self.

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