Crafting the Perfect Out of Office Message: Tips & Examples
Have you ever experienced anxiety from taking days off of work and returning to an overflowing inbox?Everyone needs to rest from work every now and again. Being contactable all the time via email or messaging, common in today’s workplace, should not extend to your leave. A clear out-of-office email is essential to set expectations and allow you time to log off and
- Out-of-Office Message Basics
- Tips for Crafting a Perfect Out-of-Office Template
- Examples of Out of Office Messages
- Summary
- FAQs
Definition of out-of-office message
An out-of-office (OOO) email is more than an auto-reply - it's a game-changer for keeping communication lines open with your clients and colleagues. It's commonly set up when you're on leave from work, so you won't have to respond to emails manually. The message alerts your recipients that you're away, tells them the duration, and directs them to your contact person for urgent matters.
With a well-crafted out-of-office reply, you can manage your recipients' expectations of when to expect a response. You can stop worrying about work messages and focus on your time off.
Int his article we’ll teach you how to craft professional and effective out-of-office messages that keep clients and colleagues updated!
Importance of out-of-office messages
Notifying others of your unavailability is a powerful tool for managing expectations and avoiding delays. It's essential when you have ongoing projects or tasks. It notifies those you collaborate with that you're away from work and allows them to plan accordingly.
Sending an out-of-office message can help reduce stress for both you and those trying to contact you. Without it, unanswered emails may cause concern or frustration. By acknowledging the receipt of their message and reassuring them that you'll attend to it upon return, you can provide peace of mind to both parties.
Some people even experience dread when responding to emails after taking a leave. A few reasons for this may be post-vacation blues, burnout, etc. But whatever the reason may be, unplugging from work is necessary to recharge and get your work-life balance sorted. Having an auto-reply system in place can reduce some of that dreadful feeling when you sit back at your desk and find that your inbox isn’t all flooded.
The common OOO replies get the job done, but adding a personal touch turns them into avenues for connecting with contacts. While the usual types do what we've described - say you're away for a specific timeframe and refer to someone for important matters - out-of-office messages written with a little more thought give a glimpse into your personality.
Why using a template can be beneficial
Writing emails can be time-consuming, and rewriting commonly used messages, like out-of-office emails, is counterproductive. A great solution to this is creating email templates that can streamline your workflow. After all, we use emails for convenient and efficient communication.
This task can be a breeze, especially when combined with tools that allow auto-replies. You no longer have to think about typos, forgetting to include important details, or simply failing to hit send. Having email templates and auto-replies makes sending out OOOs one less thing to worry about.
Out-of-Office Message Basics
When to use an out-of-office message
You know that the basic composition of an OOO is information about your absence from work, but when is the best time to use one? There's no specific answer because it depends on your job. Your specific tasks and job description determine the importance and urgency of the messages you receive.
Some employees don't deal with deadlines and may not need to respond to emails right away. On the other hand, some roles manage multiple projects, and even a couple of hours off work may require them to update their network. So assess your current responsibilities and decide whether sending out an out-of-office message for your dentist appointment, a half day off, or a one-week vacation is crucial.
Components of an effective out-of-office message
Before adding your personal style to one, you must first understand the basic framework of an effective out-of-office template. It typically has these:
Succinct subject line
Time off date
Return to work date
Reason for your absence
Designated point of contact for urgent matters, or your alternative contact information if you are OOO but contactable
Expectations for response time
Do not include sharing sensitive information that you don’t want someone outside your company to know, relating to you or your organisation.
After making sure you include all these necessary details, you can add information that connects with your readers.
Tips for Crafting a Perfect Out-of-Office Template
Clarity
Your out-of-office message is about more than just getting the word out about your absence. It's also a chance to send the right message about your business and brand, especially when you have vendors and clients on your email list. Craft a perfect out-of-office email by aiming for clarity. To achieve this, remember to:
- Keep it simple. Ensure your message is direct and concise
- Use clear language. Write in plain and straightforward language that everyone can understand.
- Avoid jargon. Only use industry-specific words if everyone in your email list understands them.
- Provide relevant information. You want to make sure your network has all the details they need, so they know what to expect.
Conciseness
Being succinct is important.Since this is a work email, your contacts probably have only a few minutes to read it. Ensure your emails are getting read by doing the following:
- Keep it short. When you go straight to the point, you ensure your readers receive the message you want to convey.
- Use bullet points. Breaking your message into bullet points makes it easier to read.
- Avoid unnecessary details. Don’t confuse your readers by adding irrelevant fluff to your message.
Did you know that statistics about email use show that on average, an office worker receives 121 emails per day? By keeping your OOO email short you can make sure it’s read and not ignored.ignored.
Professionalism
Your out-of-office template is a document you send to business partners, clients, etc. As such, it should reflect your organisation's values and reputation. Use the following tips to make it professional and credible:
- Use a professional tone. Avoid informal language.
- Use proper grammar and punctuation. Avoid using emojis and emoticons.
Personalisation
As we’ve shared before, adding a little more thought through personalisation can help your out-of-office template connect with readers. You may want to consider this because when a message resonates with its audience, it sticks and can give you a good impression and, consequently, your organisation. Some things you can practise are:
- Use a friendly tone. Unless your organisation requires formal email communication, make sure to sound warm and welcoming in your message for an easier read. (Tip: Use second person point of view for a conversational approach.)
- Show appreciation. Acknowledge their patience and thank them for any adjustments they have to make while you’re away.
- Provide contact information. Emergencies or urgencies may arise while you’re off work, so point them to your emergency contact person or where they may best contact you.
Consider sharing a meaningful or valuable piece of information relevant to you and your readers. It could be an industry insight or a piece of information you like that they will also appreciate.
You may also consider including a resource like an article or news story where they can pick up a valuable lesson or two. This resource can also serve as a conversation starter in your next meeting. Adding value to your network lets you get creative with your OOO message.
Sometimes, being human in your email can also help connect with your readers. Dr. Clare Lynch shares the best out-of-office reply she’s ever read:
"Thanks for getting in touch. Due to the coronavirus pandemic, I am
currently homeschooling my child. Please note that due to my working patterns, you may sometimes get emails from me outside of normal working hours, but please do not feel obliged to respond outside of your own usual working hours."
She goes on to say what she loves about the message, "It's super professional, but at the same time it displays what I consider to be the number one skill in any writer – empathy. The writer isn't just human and honest about their own situation. They also show a really lovely concern for the recipient's situation and what they may be going through."
Humour
Who says out-of-office replies can’t be fun? Try writing one with enough humour to make it memorable and engaging for clients and colleagues. However, remember that people may have a different sense of humour, so keep it light and general. You don’t want your message to come off as a rude email ! Before you hit send, take note of these things:
- Use humour sparingly
- Keep it appropriate
- Avoid sarcasm
- Use humour to lighten the mood
It’s also important to understand Common Email Mistakes to Avoid.
Examples of Out of Office Messages
Now that you know the points you need to create a perfect out-of-office template, it's time to write them! Check out the samples we've made for you and use or rewrite them to your liking. Let's dive in!
Annual Leave
Example 1: Short and Sweet
Hi!
Thanks for reaching out.
Just a quick heads up, I'll be on annual leave from June 3–7, 2023. During this time, I won't be able to check my emails. If you need immediate assistance, please contact my supervisor, Aisyah Lim ([email protected]; chat: @aisyah.lim), for urgent matters or Farah Tan ([email protected]; chat: @farah.tan), our Traffic Coordinator, for any project updates.
Thanks for your patience and understanding.
Cheers,
(Your name)
Example 2: Detailed and Informative
Hey there!
Thanks for reaching out. Just wanted to let you know that I'm currently on my annual leave and will be back on June 6 (Monday). During this time, I may have limited to no access to my email.
For immediate assistance, please feel free to reach out to our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan).
Also, please note that I'll be responding to emails in the order they were received once I'm back, so there might be a slight delay depending on the volume of emails.
If you require project updates, you can refer to these helpful links:
Link 1
Link 2
Link 3
Take care,
(Your name)
Business Travel
Example 1: In-Office Contact
Hey!
Thanks so much for getting in touch. Just a heads up, I'll be attending the HR Summit 2023 from June 6–11. I'll have limited access to my email, but I'll try my best to respond periodically.
Have urgent concerns? Reach out to:
- Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim)
- Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan).
I'm excited to learn valuable insights from this conference. See you soon!
Cheers,
(Your name)
Example 2: Limited Access
Hi!
Got your email. Just wanted to let you know I'm on a business trip from June 6–11. During this time, my email access will be limited.
If you have any urgent matters, please feel free to reach out to our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan). They'll be happy to help.
Looking forward to sharing valuable insights from this trip when I get back!
Kindest regards,
(Your name)
Medical Leave
Example 1: Brief and Professional
Hey there!
Just a quick update: I'm currently on medical leave and will be away from the office from June 6–11. As I need to focus on my recovery fully, I won't be accessing my emails.
Got something urgent? Don’t worry, you can reach out to our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan). They'll be more than happy to assist you.
Thanks so much for your understanding.
Cheers,
(Your name)
Example 2: Informative and Reassuring
Hi there!
I hope this email finds you well. I wanted to let you know I'll be on medical leave from June 6–11. It's unfortunate, but I won't have access to my emails during this period.
If you have pressing concerns, please don't hesitate to contact our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan). They'll provide the necessary assistance in my behalf.
Rest assured that I'll attend to all pending emails as soon as I recover and return to work. Your understanding and support are greatly appreciated.
Take care and stay well!
Warm regards,
(Your name)
Family Emergency
Example 1: Sincere and Concise
Hey,
I hope all is well with you. I am reaching out to fill you in. I got your email, but I'm currently dealing with a family emergency. I'll be away from work from June 6–11. Unfortunately, I can check my email after I return from leave.
For anything urgent, please connect with our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan). They'll happily assist you.
I appreciate your understanding and support during this challenging time.
Take care,
(Your name)
Example 2: Supportive and Helpful
Hey there,
I hope this email finds you well. I wanted to notify you that, unfortunately, I'm facing a family emergency and will be away from work from June 6–11. Hope you understand that I won't have access to my emails until I'm back at work.
If you require immediate help or have urgent concerns, please reach out to our Marketing Head, Aisyah Lim ([email protected]; chat: @aisyah.lim) or our Traffic Coordinator, Farah Tan ([email protected]; chat: @farah.tan). They'll provide the necessary support and guidance.
I truly appreciate your understanding and compassion during this difficult time. Your expressions of support mean a lot.
All the best,
(Your name)
Summary
An out-of-office message is essential for you to log off from your job with peace of mind. Depending on how time sensitive your job is you might want to put on your OOO message if you are out for a few hours. For some roles you might only put it on if you are on leave for days / weeks.
It’s important to include dates and times you are away, alternative contacts and expected time to respond.
You should clarity, conciseness, professionalism, personalisation, and appropriate use of humour, and create an out-of-office message that leaves a positive impression on your recipients.
Templates above can save you time and ensure you have a professional and clear message.
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FAQs
- What should I include in my out-of-office message?
An out-of-office message typically has the following components:succinct subject line
time off date
return to work date
reason for your absence
designated point of contact for urgent matters.
If you also need to add information, such as task or project updates, you may do so. Be careful not to include any confidential information,
- How long should my out-of-office message be?
The length of your out-of-office reply depends on your message. If you're in an ongoing project, you can include recent updates. But if you simply want to tell them you're taking time off, cover the basics: reason for absence, the dates you'll be away, and contact information for colleagues who can help in your absence.
- Should I use humour in my out-of-office message?
If it’s your style, go for it! Out of office replies don't need to be too formal. Think about your company culture and whether humour fits. They can also be engaging and may even lighten your readers' moods. Just keep in mind that people may have different senses of humour. It's best to avoid coming off as offensive by keeping it general and light.
- Can I include my personal social media handles in my out-of-office message?
While some organisations allow and encourage employees to use social media to communicate about work concerns, some discourage it. It's best to check with your manager or HR to see if including personal social media handles is allowed in your workplace.
