Your professional reputation speaks volumes about you, and sending an out-of-office message is a key indicator of your work etiquette.

Not only is it a polite way to let others know that you’re unavailable, but it’s also an excellent way to show your respect for your colleagues’ time and attention and your commitment to staying organized, even when you’re away.

Whether you’re jetting off to an exotic destination, attending a conference, busy in off-site training, or taking a sick day, an auto-reply out-of-office message is an essential tool for keeping everyone informed.

If you are stuck on what information to include in out-of-office emails, we have got you covered. You just need to be ready to “copy” and “paste”.

Here are 5 examples of what to include in your email autoresponder messages, along with some out-of-office message templates that you can use as a reference.

So, let’s get started

Try various pre built templates by SendBuzz

1. Out-of-office vacation/annual leave templates

Hi there,

Thank you for reaching out to me. Currently, I’m out of the office for vacation. I will be returning on [Date], till then I have no access to my emails.

If your matter is urgent, please contact [Contact Name] at [Email Address/Phone Number] who can assist you in my absence. Otherwise, I will respond to your message as soon as possible upon my return.

Thank you for your understanding.

Best regards,

[Your Name]

Greetings,

Thank you for your message. I wanted to inform you that I am currently on my annual leave and will not be able to access my emails until my return on [Date].

To ensure that your needs are promptly attended to in my absence, please feel free to contact [Name] at [Email Address] if your email requires immediate attention.

I appreciate your patience and understanding, and I will respond to your message as soon as possible upon my return.

Best regards,

[Your Name]

In out-of-office emails, it is not necessary to include specific details such as your travel destination, the reason for a vacation, or whether you will be out of the country. The key point to convey is that you will not be able to respond to emails during this period.

2. Out-of-office sick leave template

Hello there,

Thank you for your email. I am currently on sick leave and will not be able to respond to any emails during this time.

I anticipate returning to work on [Estimated Date]. In the meantime, if you require immediate assistance, please do not hesitate to contact [Name] at [Email Address and Phone Number]. They will be more than happy to assist you when I am not in the office.

Thank you for your understanding and cooperation.

Best regards,

[Your Name]

Though you do not need to disclose extensive details to the sender, it is crucial to communicate that you will be unavailable. In the event of a long-term illness where the return date is uncertain, it is best to emphasize providing specific contact information for the individual covering during your absence.

3. Out-of-office email for a public holiday

Dear Valued Correspondent,

Thanks for reaching out to us.

Please be informed that our office will be closed on [PUBLIC HOLIDAY] and will resume operations on [DATE]. We apologize for any inconvenience caused due to this.

Rest assured that we will attend to your message as soon as we return to the office. We appreciate your patience and understanding.

Best regards,

[YOUR NAME]

When your company is closed for a national holiday, it’s important to set expectations with senders that they should not anticipate a response until your business reopens. This is because most, if not all, of your colleagues won’t be working during this time.

It’s recommended to avoid overemphasizing the holiday in your out-of-office reply email by refraining from including greetings like “Merry Christmas,” “Happy Thanksgiving,” or other holiday-related expressions.

Instead, keep your message concise and straightforward, while expressing your gratitude for their understanding.

4. Out-of-office emails for the delayed response

Greetings,

Thank you for getting in touch.

Please be advised that I am currently attending [EVENT] in [LOCATION] from [DATE] to [DATE]. During this time, I may have limited access to my email, and there may be a delay in responding to your email.

If you have an urgent matter that requires immediate attention, please do not hesitate to call me at [PHONE NUMBER].

Thank you for your understanding.

Best regards,

[YOUR NAME]

Greetings,

I hope this message finds you well.

This is to inform you that I am currently away from the office due to [REASON] and will not be available until [DATE]. During this time, I will have limited access to my email and may not be able to respond promptly.

If your matter is urgent, please don’t hesitate to reach out to my [MANAGER/ COWORKER], [CONTACT PERSON’S NAME] at [EMAIL ADDRESS/PHONE NUMBER]. They will be able to assist you in my absence.

For all other inquiries, I will reply to your email upon my return.

Thank you for your understanding.

Best regards,

[YOUR NAME]

When you’re working but have limited access to your email, it’s essential to communicate this to your contacts through an out-of-office message. This will help manage their expectations and avoid any frustration or confusion on their part.

By setting clear expectations, you can minimize the chances of missed deadlines, unanswered queries, and other communication gaps that could result from delayed responses. Moreover, it will help your contacts understand that you’re not ignoring their messages but instead are temporarily unable to respond.

5. Out-of-office email template for content promotion and lead generation

Hello,

Thank you for reaching out to me. I am currently out of the office and will not be able to respond to emails until [DATE]. However, I would love to keep in touch with you and offer you an opportunity to access some of our most valuable resources.

We recently released a new eBook/white paper that provides actionable insights on [TOPIC]. If you’re interested in learning more, I invite you to download it from our website [INSERT LINK].

Also, if you’re interested in signing up for a free trial/demo of our [PRODUCT/SERVICE], please contact my colleague [NAME] at [EMAIL ADDRESS]. They’ll be happy to assist you and answer any questions you may have.

Thank you for your interest, and I look forward to connecting with you on my return.

Best regards,

[YOUR NAME]

Greetings,

Thank you for your message. I am currently away from the office on annual leave and unable to access my emails until [DATE].

If your matter is urgent, please don’t hesitate to contact [CONTACT NAME] at [EMAIL ADDRESS/PHONE NUMBER], who will be happy to assist you.

I will respond to your message as soon as I’m back at my desk. In the meantime, I wanted to draw your attention to our newly released product. Visit the link [LINK TO PRODUCT] and sign up for a free trial [SIGN UP LINK].

Thank you for your interest and I look forward to connecting with you soon.

Best regards,

[YOUR NAME]

Out-of-office emails can be a valuable tool for lead generation and promoting new content. By including a specific call to action in your message, you can direct your contacts to relevant resources or opportunities that can benefit them while also promoting your brand or product.

For example, if you’re promoting a new eBook or white paper, you can include a sentence in your out-of-office message inviting the sender to download it. You can provide a link to the landing page where they can access the resource. If you’re offering a free trial or demo, you can include a sentence encouraging the sender to sign up for it in your out-of-office message.

Setting up an out-of-office email can surely serve as a useful opportunity to generate leads and promote new content, but to drive maximum results, you should run lead generation campaigns to ensure their chances to convert.

You can do this by enrolling them in a nurturing email sequence. Again, this can be done using SendBuzz , which helps you generate multi-channel automated emails and tracks engagement on these emails.

How to set up out-of-office email in Gmail and Outlook?

Out-of-office message Gmail Setup

  1. Go to Settings > See all settings.
  2. Click on the General tab and scroll down to Out-of-Office Autoreply.
  3. Set Out-of-Office Autoreply on.
  4. Write the message and select the dates you want the email to go out on and the recipient’s address.
  5. Finally, click save changes.

Out-of-office message Outlook Setup

  1. Go to File > Automatic Replies 
  2. Click on “Send automatic replies”.
  3. Choose the dates you want your email to send.
  4. Save your settings.

Want to grow your outreach? Try SendBuzz today!

Wrapping up

Setting up out-of-office emails is a small but highly effective step that can significantly impact how others perceive you and your business. It can improve communication and collaboration within your team, generate new leads, and showcase your professionalism and organization. Don’t underestimate the power of this simple yet valuable tool in today’s fast-paced business world. If someone uses an outreach platform to promote their products or services, their reply detection will also update their campaign preferences.