Everyone needs time away from work to relax and recharge. But before you pack your bags, you need to let people know you’ll be unavailable. A well-written vacation announcement email makes all the difference between a truly relaxing break and one filled with work interruptions.
Getting the details right matters. Your coworkers need to know your dates, who to contact instead, and what to expect while you’re gone. Clients appreciate clear communication about who will handle their needs. The right email sets you up for a worry-free vacation and a smooth return.
Vacation Announcement Email Samples
These samples show different ways to tell people you’ll be away. Feel free to use and change them for your needs.
1. Simple Out-of-Office Notice
Subject: Out of Office: June 10-15
Hi team,
I wanted to let you know I’ll be on vacation from Monday, June 10, through Friday, June 15. I’ll return to the office on Monday, June 18.
While I’m away, please contact Sarah Johnson at sarah.j@company.com for any urgent matters related to the Miller project. For general questions, Tom in our department can help at tom.b@company.com.
I’ll have limited email access, but will try to check messages once a day.
Thanks for your understanding!
Best, [Name, Title, Contact Information, Department]
2. Detailed Vacation Notice with Project Status
Subject: Vacation Notice: August 5-19 – Project Updates & Contacts
Dear Team,
I’m writing to share that I’ll be taking annual leave from Monday, August 5, through Monday, August 19. I’ll be back in the office on Tuesday, August 20.
Before I leave, here’s where things stand on our main projects:
– Client Proposal: First draft complete, waiting for client feedback – Q3 Report: Data collected, outline ready for review in shared folder – Team Training: Materials prepared, schedule sent to all participants
During my absence, please contact: – Mark Davis (mark.d@company.com) for proposal questions – Lisa Chen (lisa.c@company.com) for reporting issues – HR Department for training matters
I will not have reliable internet access during this time, so please don’t expect email responses until my return.
Thank you for your support!
Regards, [Full Name, Position, Contact Details, Company Logo, Department Information]
3. Client-Facing Vacation Notice
Subject: Brief Absence Notice – Continued Support Available
Dear [Client Name],
I hope this email finds you well.
I wanted to let you know that I will be away from the office from September 8-12 for a short break. During this time, your project will continue to receive full attention from our team.
Your main contact while I’m away will be Alex Torres, who is fully briefed on all aspects of your account. You can reach Alex at:
Phone: (555) 123-4567 Email: alex.t@company.com
Rest assured that Alex will handle any requests with the same care and attention you’ve come to expect.
I’ll be back in the office on Monday, September 13, and will follow up with you then.
Thank you for your understanding.
Warm regards, [Name, Account Manager Title, Contact Information, Professional Photo, Company Details]
4. Casual Team Vacation Notice
Subject: Beach time! Away next week
Hey everyone!
Just a quick note to say I’m taking some vacation time next week (July 2-6).
I’ll be at the beach with my family, so don’t expect quick email replies unless you want sand in your inbox! 😊
If you need anything urgent: – For scheduling stuff: talk to Pat – For client questions: Jamie has the answers – For tech issues: the IT help desk is your friend
See you all on July 9!
Cheers, [Name, Casual Sign-off, Contact Info, Team Name, Fun Emoji or Avatar]
5. Manager Vacation Announcement
Subject: Leadership Update: Vacation July 15-26
Team,
I will be taking vacation from Monday, July 15, through Friday, July 26, returning to the office on Monday, July 29.
During my absence:
– Rebecca will lead our weekly team meetings – All approval requests should go to David – Project decisions can be made by your project leads
I trust your judgment and know you’ll keep things running smoothly. Our department goals remain the same, and I have full confidence in your abilities to move projects forward.
Please copy me on major decisions so I can catch up when I return. For truly urgent matters, you can reach me by phone at (555) 987-6543, but please use this only if absolutely necessary.
Thank you for allowing me this time to recharge.
Best regards, [Full Name, Management Title, Department, Contact Details, Professional Headshot]
6. Last-Minute Vacation Notice
Subject: Quick Update: Out Tomorrow Through Friday
Hi team,
I’ve had a family matter come up and need to take time off starting tomorrow (March 3) through the end of the week. I plan to return on Monday, March 7.
I know this is sudden, but I’ve taken these steps to make sure nothing falls through the cracks:
1. My Thursday client call will be handled by James 2. The monthly report is already in the shared drive, ready for review 3. I’ve briefed Kelly on the status of the Anderson project
If anything urgent comes up, please contact Kelly at kelly.m@company.com or ext. 4567.
Thank you for your understanding during this unexpected time away.
Thanks, [Name, Title, Cell Phone Number, Alternative Contact Method]
7. Extended Leave Announcement
Subject: Extended Leave Notice: April 15 – June 10
Dear Colleagues,
I am writing to let you know I will be taking an extended leave from April 15 through June 10 (8 weeks). I will return to the office on Monday, June 13.
During my absence, my responsibilities will be handled as follows:
– Daily operations: Janet Smith (janet.s@company.com) – Client accounts: Split between Tom and Maria (see attached schedule) – New business inquiries: Derek in Sales – Team management: Direct reports will work with Janet
I’ve created detailed handover documents for each area, which you can find in the shared drive under “Handover April 2023.”
While away, I will completely disconnect to focus on personal matters, with no access to email or work systems.
Thank you for your support during this time away. I look forward to returning refreshed in June.
Kind regards, [Full Name, Position, Department, Company Contact Details, Professional Affiliations]
8. Vacation Notice with Limited Connectivity
Subject: Vacation Alert: Limited Access Oct 3-17
Hello everyone,
I’m heading to a remote hiking trip from October 3-17 and wanted to give you a heads-up that I’ll have very limited connectivity during this time.
What this means: – No email access most days – No phone service in the mountains – I’ll be back online Monday, October 18
I’ve prepared for my absence by: – Completing all pending tasks – Setting up my email auto-responder – Briefing Sam on any potential issues that might arise
For all matters while I’m away, please contact Sam Walker at sam.w@company.com or (555) 234-5678.
Thanks for understanding my need to fully disconnect!
All the best, [Name, Role, Team Name, Emergency Contact Only]
9. Holiday Season Time Off Notice
Subject: Holiday Break: Office Closed Dec 24-Jan 2
Dear valued clients and partners,
As the holiday season approaches, we want to inform you that our office will be closed for the winter break from December 24 through January 2. Regular business operations will resume on Monday, January 3.
For service during this period: – Emergency support will be available at support@company.com – Response times may be slower than usual – Our online help center remains accessible 24/7
Please submit any urgent requests by December 20 to ensure they can be addressed before our closure.
We thank you for your business throughout the year and wish you a peaceful and happy holiday season.
Season’s greetings, [Company Name, Support Team Contact, Holiday Hours, After-Hours Emergency Number]
10. Sabbatical Announcement
Subject: Upcoming 3-Month Sabbatical: March-May
Dear team and clients,
After 10 years with the company, I will be taking a three-month sabbatical from March 1 through May 31, returning to work on June 1.
This planned development opportunity will allow me to [brief purpose of sabbatical – study, research, etc.]. I’m grateful to the company for supporting this growth period.
During my absence:
– Michael Jones will take over my client portfolio – The strategy team will continue under Sarah’s leadership – All ongoing projects have transition plans in place
I will have no access to work communications during this time, as part of the sabbatical policy.
Thank you for your support as I take this time for professional development. I look forward to returning with fresh perspectives in June.
With appreciation, [Name, Title, Headshot, Company Information, Return Date]
11. Parental Leave Announcement
Subject: Parental Leave Starting September 15
Dear colleagues,
I’m happy to share that I’ll be welcoming a new addition to my family soon! I’ll be on parental leave starting September 15, with plans to return in early January.
To make this transition smooth:
– Rachel will take over my current projects (details in the shared transition doc) – Weekly reports will be handled by the data team – Client relationships will be managed by Jordan
I will be completely offline during this period to focus on my family.
My last day in the office will be Friday, September 12. I’ll spend that week doing knowledge transfers and tying up loose ends.
Thank you for your support during this special time.
Best wishes, [Name, Department, Position, Return Date Estimate, Family Photo (Optional)]
12. Vacation Notice with Partial Availability
Subject: Semi-Available: Working Vacation Aug 1-12
Hi team,
From August 1-12, I’ll be taking a working vacation. This means:
– I’ll check emails once daily (usually mornings EST) – I can join critical calls if scheduled 24+ hours in advance – Regular meetings will be covered by others (see calendar updates)
For immediate needs: – Project questions: contact Luis – Client issues: speak with Anita – Admin matters: see Georgia
My response time will be slower than usual, but I’ll make sure nothing falls through the cracks.
Thanks for your flexibility!
Best, [Name, Team, Role, Mobile Number for Urgent Texts Only]
13. Educational Leave Announcement
Subject: Professional Development Leave: Sept 5-30
Dear colleagues,
I will be on educational leave from September 5-30 to complete an intensive certification program in [topic]. This professional development opportunity will bring new skills to our team when I return on October 1.
During my four-week absence:
– Current projects: Status notes and timelines are in our project management system – Daily responsibilities: Will be handled by Carlos and Tina (see attached schedule) – Client communications: Please direct to Samantha
I will have limited ability to respond to messages while in this full-time program. For anything that needs my input, please contact me before September 1.
Thank you for supporting my professional growth.
Best regards, [Full Name, Professional Title, Certification Being Pursued, Company Information]
14. Vacation with Emergency-Only Contact
Subject: Vacation Nov 7-18: Emergency Protocol
Team,
I will be taking vacation from November 7-18, returning to the office on November 21.
During this time, I plan to fully disconnect from work emails and messages. I’ve worked hard to prepare for this break by:
– Creating detailed handover notes for all active projects – Setting up coverage for all my regular duties – Notifying key stakeholders of my absence
If a true emergency occurs that only I can address: 1. First try to solve it with help from Victoria, my designated backup 2. If still needed, text (don’t call) me at (555) 111-2222 with “URGENT” at the start 3. I will check emergency texts once per day
Please respect this boundary so I can return refreshed and ready to contribute fully again.
Thank you, [Name, Role, Department, Alternative Contact Person and Details]
15. Vacation Notice for Small Business Owner
Subject: Shop Hours Update: Closed July 20-31
Dear valued customers,
Our shop will be closed for annual vacation from Monday, July 20, through Saturday, July 31. We will reopen with normal hours on Monday, August 2.
Before our closure: – Last day for new orders: July 15 – Last day for pickups: July 19 (until 4pm)
While we’re closed: – Online orders will still be accepted but not processed until our return – Email inquiries will receive auto-replies and be answered beginning August 2 – Our website FAQ section may answer many questions
Thank you for your understanding as we take this time to rest and prepare for the busy fall season. We look forward to serving you again in August!
With gratitude, [Business Name, Owner Name, Business Address, Reopening Date and Hours, Social Media Handles]
Conclusion: Crafting Effective Vacation Emails
The best vacation announcement emails are clear, helpful, and set proper expectations. They tell people when you’ll be gone, who can help while you’re away, and what level of contact to expect from you. Taking time to write a good notice means less stress for you and your team.
Whether you’re stepping away for a quick break or a long absence, these samples can help you create the right message. Just pick the style that fits your situation, add your details, and enjoy your time off knowing you’ve set everything up for success.