Setting up an ‘Out of Office’ auto-reply is more than just a courtesy; it’s a crucial part of email communication when you’re away. It informs your contacts about your availability and provides necessary information while maintaining a professional demeanor.
Whether you’re on vacation, attending a conference, or out for a few days, crafting the right auto-reply email is essential. This article provides 20 different ‘Out of Office’ auto-reply samples to suit various situations.
‘Out of Office’ Auto Reply Email Samples
From the traditional to the creative, these samples ensure that your email response is helpful and informative, keeping your connections informed and engaged even when you’re not at your desk.
Email 1: Standard Vacation Reply
Subject: Out of Office: Vacation
Hello,
Thank you for your email. I am currently out of the office on vacation and will not return until [Date]. During this period, I will have limited access to my email. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. I will respond to your email as soon as possible upon my return.
Best regards,
[Your Name]
Email 2: Short-Term Absence
Subject: Out of Office: Short Absence
Hi there,
I am currently out of the office and will return on [Date]. I will have limited access to my email during this time. If this is urgent, please contact [Alternative Contact Information]. Otherwise, I will reply to your email as soon as I return.
Thank you,
[Your Name]
Email 3: Attending a Conference
Subject: Out of Office: Attending Conference
Hello,
Thank you for your email. I am currently attending [Conference Name] and will be out of the office until [Date]. I will have intermittent access to email. For immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email]. I look forward to connecting with you upon my return.
Best,
[Your Name]
Email 4: Extended Leave
Subject: Out of Office: Extended Leave
Dear Sender,
I am currently on extended leave until [Date] and will not be checking my emails during this period. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. I appreciate your understanding and will get back to you as soon as I can upon my return.
Warm regards,
[Your Name]
Email 5: Holiday Season
Subject: Out of Office: Holiday Season
Hello,
Thank you for your email. I am out of the office for the holiday season and will return on [Date]. During this time, I will have limited access to my emails. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Happy holidays!
Best wishes,
[Your Name]
Email 6: Personal Emergency
Subject: Out of Office: Personal Emergency
Hi,
I am currently out of the office due to a personal emergency and will return on [Date]. I will have limited access to my email during this period. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. Thank you for your understanding.
Regards,
[Your Name]
Email 7: During a Business Trip
Subject: Out of Office: Business Trip
Hello,
Thank you for your email. I am currently away on a business trip and will return to the office on [Date]. I will have limited email access during this time. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. I will respond to your email upon my return.
Best,
[Your Name]
Email 8: Creative Industry Casual
Subject: Out of Office: On a Creative Expedition
Hi there!
Thanks for your email. I’m currently out of the office on a creative expedition (a.k.a. vacation) and will be back with new ideas on [Date]. If you need immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email]. See you soon!
Cheers,
[Your Name]
Email 9: When Working Remotely
Subject: Out of Office: Working Remotely
Hello,
I am currently working remotely and may have delayed responses. I will return to the office on [Date]. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Thank you for your patience.
Best regards,
[Your Name]
Email 10: Parental Leave
*Subject
: Out of Office: Parental Leave*
Hi,
Thank you for your email. I am currently on parental leave and will be back in the office on [Date]. I won’t be checking emails during this period. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. I appreciate your understanding.
Warm regards,
[Your Name]
Email 11: Sick Leave
Subject: Out of Office: Sick Leave
Hello,
I am currently out of the office on sick leave and expect to return on [Date]. During this time, I will have limited access to my email. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Thank you for your understanding.
Best,
[Your Name]
Email 12: Training or Professional Development
Subject: Out of Office: Professional Development Training
Dear Sender,
Thanks for your email. I am currently attending a professional development training and will be back in the office on [Date]. For urgent issues, please contact [Colleague’s Name] at [Colleague’s Email]. I look forward to applying new skills and insights upon my return.
Sincerely,
[Your Name]
Email 13: Seasonal Office Closure
Subject: Out of Office: Seasonal Office Closure
Hi,
Our office is currently closed for the season and will reopen on [Date]. During this period, I will have limited access to my emails. For immediate assistance, please contact [Alternative Contact Information]. Happy holidays!
Best wishes,
[Your Name]
Email 14: Jury Duty
Subject: Out of Office: Jury Duty
Hello,
I am currently out of the office for jury duty and expect to return on [Date]. I will have limited access to my email during this time. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Thank you for your understanding.
Regards,
[Your Name]
Email 15: Temporary Assignment
Subject: Out of Office: Temporary Assignment
Dear Sender,
Thank you for your email. I am currently on a temporary assignment and will return to the office on [Date]. During my absence, please reach out to [Colleague’s Name] at [Colleague’s Email] for assistance.
Warm regards,
[Your Name]
Email 16: Sabbatical Leave
Subject: Out of Office: Sabbatical Leave
Hi,
I am on a sabbatical leave until [Date] and will not be checking my emails regularly. For any urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. I look forward to reconnecting with you upon my return.
Best,
[Your Name]
Email 17: Volunteering or Charity Work
Subject: Out of Office: Charity Work
Hello,
Thank you for your email. I am currently involved in charity work and will return to the office on [Date]. I will have limited access to my emails. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Kind regards,
[Your Name]
Email 18: Research or Fieldwork
*Subject: Out of Office: Engaged in
Research*
Dear Sender,
I’m currently out of the office conducting research and will be back on [Date]. My access to email will be limited during this period. For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. I appreciate your understanding.
Best,
[Your Name]
Email 19: Bereavement Leave
Subject: Out of Office: Bereavement Leave
Hello,
I am currently out of the office on bereavement leave and will return on [Date]. I will not be checking my emails until my return. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
Email 20: Unplugged Vacation
Subject: Out of Office: Unplugged Vacation
Hi there,
Thanks for your email. I’m on a digital detox vacation and will be completely unplugged until [Date]. For anything urgent, please contact [Colleague’s Name] at [Colleague’s Email]. I look forward to catching up on all emails upon my return, fully recharged.
Cheers,
[Your Name]
Wrap-up
Each of these ‘Out of Office’ auto-reply samples is tailored to convey your absence clearly and helpfully, offering alternative contacts and ensuring continuity in communication. They cater to different types of leave, from vacations to professional commitments, and maintain a tone that is both professional and considerate.
Feel free to customize them to fit your specific needs and office culture. An effective ‘Out of Office’ message can make a big difference in managing expectations and maintaining relationships while you are away.