20 Examples of Professional Out-of-Office Autoresponder Email Messages | Roamingdesk.com
When you plan to take a break from work, whether for a vacation or a business trip, it’s crucial to set up an out-of-office autoresponder email message. This automated message helps manage expectations, informs colleagues and clients of your absence, and provides alternative contacts or next steps.
What Are Autoresponder Email Messages?
An autoresponder email message is an automated reply sent to someone trying to reach you when you are not available. These messages typically provide the following information:
- Duration of Unavailability: How long you will be out of the office, including specific dates.
- Alternative Contact Information: Whom the sender can contact in your absence for immediate assistance.
- Return Date: The date when you will be back and able to respond.
Types of Messages to Avoid
While it’s important to inform others of your absence, it’s equally crucial to maintain professionalism in your communication. Avoid crafting out-of-office messages that are informal or inappropriate, such as:
“I am currently out of the office and probably out-of-my-mind drunk. Enjoy your workweek!”
Such messages reflect poorly on you and your company. Always strive for a tone that is courteous and professional.
20 Professional Out-of-Office Autoresponder Email Messages
If you’re not sure what to include in your autoresponder message, here are 20 professional examples, including fill-in-the-blank templates that you can use as a guide.
Example 1: Basic Out-of-Office Message
[Your Greeting]
Thank you for your email. I am currently out of the office and will be returning on [Date of Return]. During this period, I will have limited access to my email.
For urgent matters, please contact [Alternative Contact] at [Contact Information].
Best Regards,
[Your Name]
Expand: This is a straightforward message that provides the essential details. It sets clear expectations about response times and offers an alternative contact for urgent matters.
Example 2: Vacation Notice with Limited Access
[Your Greeting]
I am out of the office from [Starting Date] to [End Date] for vacation. I will have limited access to my email during this time. If you need immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email].
Thank you for your understanding.
Kind Regards,
[Your Name]
Expand: This message informs the recipient that you are on vacation and suggests an alternative contact for urgent needs. It’s helpful for providing context about the nature of your absence (vacation) and your availability (limited email access).
Example 3: No Access to Email
[Your Greeting]
Thank you for your email. I am currently out of the office and have no access to email. I will return on [Date of Return].
For immediate assistance, please contact [Alternative Contact] at [Contact Information].
Warm Regards,
[Your Name]
Expand: This example is useful when you will not have any access to email and want to set clear expectations. It also provides an alternative contact for those who may need immediate help.
Example 4: Short-Term Absence
[Your Greeting]
I will be out of the office from [Starting Date] until [End Date]. During this time, I will not have access to email. Please contact [Alternative Contact] at [Contact Email] for urgent matters.
Best,
[Your Name]
Expand: Ideal for short-term absences, this message informs the recipient that you will be unreachable and directs them to a colleague who can assist in your absence.
Example 5: Custom Out-of-Office for a Conference
[Your Greeting]
Thank you for reaching out. I am currently attending a conference and will be out of the office from [Starting Date] to [End Date]. I will have limited access to email during this time.
For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email].
Best Regards,
[Your Name]
Expand: This message is perfect for times when you are attending a conference. It provides context for your absence and gives an alternative contact.
Example 6: Extended Leave or Sabbatical
[Your Greeting]
I am currently out of the office on an extended leave until [Return Date]. During this period, I will not be checking emails regularly.
For any urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Information].
Thank you for your understanding.
Best Regards,
[Your Name]
Expand: Suitable for extended leave, such as a sabbatical, this message makes it clear that you will not be available for an extended period and provides an alternative contact.
Example 7: Limited Availability Due to Business Trip
[Your Greeting]
I am currently on a business trip and will be out of the office until [Return Date]. I will have limited access to my emails.
For urgent inquiries, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Sincerely,
[Your Name]
Expand: This message is effective for business trips, indicating limited availability and offering another point of contact.
Example 8: Out-of-Office with Daily Check-Ins
[Your Greeting]
I am currently out of the office until [Return Date]. I will be checking my email once per day. If your matter is urgent, please contact [Alternative Contact] at [Contact Information].
Thank you for your patience.
Best,
[Your Name]
Expand: Useful when you plan to check your emails periodically, this message manages expectations while still providing a sense of urgency through an alternative contact.
Example 9: Maternity/Paternity Leave
[Your Greeting]
Thank you for your email. I am currently on maternity/paternity leave and will not be checking emails regularly. I plan to return to the office on [Return Date].
For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email].
Warm Regards,
[Your Name]
Expand: Ideal for new parents, this message explains the reason for the extended absence and provides a colleague’s contact information for urgent needs.
Example 10: Seasonal Holidays
[Your Greeting]
Happy Holidays! I am currently out of the office and will return on [Return Date]. During this period, I will not have access to my emails.
For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Wishing you a wonderful holiday season!
Best Regards,
[Your Name]
Expand: This message is tailored for holiday periods, adding a festive touch while still providing necessary information.
Example 11: Out of Office for Training
[Your Greeting]
I am currently attending training sessions and will be out of the office until [Return Date]. I will not have regular access to my email.
For urgent matters, please reach out to [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Kind Regards,
[Your Name]
Expand: Perfect for times when you are attending training and unable to check emails. It clearly states your unavailability and provides an alternative contact.
Example 12: Out of Office with Specific Hours of Availability
[Your Greeting]
I am currently out of the office with limited access to email. I will be available to respond to urgent emails between [Specific Time] each day.
For immediate assistance outside of these hours, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Sincerely,
[Your Name]
Expand: This message is helpful when you have specific times when you can check and respond to emails, allowing the sender to know when to expect a response.
Example 13: Out of Office Due to Medical Reasons
[Your Greeting]
I am currently out of the office due to medical reasons and will return on [Date of Return]. I will not have access to email during this time.
For urgent matters, please contact [Alternative Contact] at [Contact Information].
Thank you for your understanding.
Warm Regards,
[Your Name]
Expand: This message is appropriate when you need to take leave for medical reasons, making it clear that you will not be reachable and providing an alternative contact.
Example 14: Out of Office for Family Emergency
[Your Greeting]
I am currently out of the office due to a family emergency and will return on [Return Date]. I will not have access to my email during this time.
For urgent assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Best,
[Your Name]
Expand: Suitable for unexpected emergencies, this message informs the recipient about the nature of your absence and provides a contact for urgent needs.
Example 15: Out of Office Due to Relocation
[Your Greeting]
I am currently out of the office as I am relocating. I will return to the office on [Return Date]. During this period, I will have limited access to email.
For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your patience.
Best Regards,
[Your Name]
Expand: This message works well when you are moving or relocating and want to inform others about your limited availability.
Example 16: Out of Office for Personal Development
[Your Greeting]
I am currently out of the office for a personal development program and will return on [Return Date]. I will have limited access to email during this time.
For immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Sincerely,
[Your Name]
Expand: This message is useful when you are away for professional development, signaling your commitment to growth while providing an alternative contact.
Example 17: Out of Office for Volunteer Work
[Your Greeting]
Thank you for your email. I am currently out of the office participating in volunteer work. I will return on [Date of Return] and will not have regular access to my email.
For urgent matters, please contact [Alternative Contact] at [Contact Information].
Best Regards,
[Your Name]
Expand: This message is great for highlighting your participation in volunteer work while ensuring the sender knows how to get urgent help.
Example 18: Out of Office Due to Weather or Natural Disaster
[Your Greeting]
I am currently out of the office due to unforeseen weather conditions/natural disaster and will return on [Return Date]. I may have limited access to email during this time.
For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Warm Regards,
[Your Name]
Expand: This message is ideal during emergencies caused by weather or natural disasters, providing a clear reason for the absence and an alternative contact.
Example 19: Out of Office for Internal Meetings
[Your Greeting]
I am currently out of the office attending internal meetings from [Starting Date] to [End Date]. I will have limited access to my email during this time.
For urgent matters, please reach out to [Colleague’s Name] at [Colleague’s Email].
Thank you for your patience.
Best,
[Your Name]
Expand: Perfect for when you are involved in meetings or planning sessions and have limited email availability, this message provides clear instructions for urgent needs.
Example 20: Out of Office Indefinitely
[Your Greeting]
I am currently out of the office for an indefinite period. Unfortunately, I do not have access to email during this time.
For urgent assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Thank you for your understanding.
Sincerely,
[Your Name]
Expand: This message is appropriate when you are unsure of your return date, whether due to personal reasons or ongoing circumstances. It provides a clear contact for immediate needs.
Conclusion
Out-of-office messages are an essential part of professional communication. They help maintain clear expectations and ensure that urgent matters are addressed even when you are unavailable. By using these templates, you can effectively communicate your absence while maintaining professionalism. Remember to personalize these messages to suit your specific situation, ensuring that your colleagues and clients are well-informed during your time away.
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