Out Of Office Email Templates

Fun, quirky, and great OOO's!
out of office email cover photo
In today's world, having the ability to quickly and easily set up an Out Of Office (OOO) message for your email is essential to ensure you don't miss important messages.

You can easily create an informative and professional message with the right template. Making your prospects, clients, and colleagues feel that you take their emails seriously is also an excellent practice. Find more tips for SDRs here.

This blog will provide templates for finding the perfect OOO email template to ensure you stay connected, even when you're away from the office.

Let's get started!

How To Set Up an OOO Reply

OOO replies can be set up in the settings of your email program.

Since most people use Gmail or the G Suit for email communication, here is a short guide.

  1. Go to the settings section of your email account.
  2. Click on "General" if you're not already on it.
  3. Scroll down to the bottom until you see "Vacation responder."
  4. Now you just have to fill out the fields with your info.
  5. Don't forget to click "Save Changes" and your OOO reply is activated.
time off cover photo

Why Is it Important to set Automatic OOO Responses

Having an automatic OOO response set up when you're away from the office is essential, ensuring that your work doesn't go unnoticed.

While you may be away, your customers and colleagues still need to know that you are unavailable and that their messages have been received.

An automatic out-of-office response can ensure that all of your customers and colleagues know that you are away and that they will receive a response when you return.

This type of message is an automated response you can set up in your email account.

It should include the date when you will be back in the office and any alternative contact information, such as a mobile phone number or the email address of a colleague who can help in your absence.

Setting up an out-of-office response is important for a few reasons.

Firstly, it ensures that you are not inundated with emails from customers and colleagues while you are away, which can be overwhelming and distracting.

Secondly, it helps to maintain your professional reputation, as customers and colleagues will know that their emails are being received and that you are taking their requests seriously.

Finally, an out-of-office message can be used to direct customers and colleagues to alternative contacts who can help in your absence. This can be incredibly helpful if you are away on vacation or have an unexpected emergency.

Setting up an out-of-office response is quick and easy, and it can make a world of difference when you are away from the office.

5 Tips For Writing Out Of Office Emails

Keep The Message Brief

An OOO email should be brief and to the point. It should include the date when you will return and what the recipient should do in the meantime if they require assistance.

Identify An Alternative Contact

It is important to provide an alternative contact for any urgent requests. This could be a colleague or a customer service team. Make sure to provide their name, email address, and/or phone number.

Thank The Reader

Thank the reader for their understanding and apologize for any inconvenience caused by your absence.

Avoid Giving Away Personal Information

Your OOO message should not contain any personal information, such as your home address or vacation destination.

Proofread & Test The Message

Before you send your OOO message, make sure to proofread the message and test it to ensure it is working correctly.

12 OOO Email Templates

And now, some templates for you to try out yourself the next time you're away from work:

#1 Referring to another person

Thank you for your email. I am currently out of the office and will return on [date].

During this time, I will have limited access to email.

If your inquiry is urgent, please contact [name] at [phone number] or [email address].

Best Regards,

[Your Name]

#2 Referring to a channel through which you're available

Thank you for your email. I'm out of the office and will be back at [Date of Return].

During this period, I will have limited access to my email.

For immediate assistance, please contact me on my cell phone at [your cell phone number].

Best Regards,

[Your Name]

#3 The problem solver

Thank you for your email. I will be away from [Date] until [Return Date].

On my return, I will answer emails in the order they were received, so there may be a delay in my reply to you, depending on the volume of emails received.

As of my return date, if your email still requires a response, please re-send it to me on or after [your return date] to draw it to my attention.

For urgent matters, you can contact [Contact Person].

Thanks,

[Your Name]

#4 The holiday season reply

Happy Holidays,

I am taking advantage of the holiday season to get some much-needed time with family and friends).

I will not be able to respond to any work-related emails until after Jan. 4. If you have a time-sensitive message, you can email [contact person] at [email].

Best Regards,

[Your Name]

#5 The short-term absence

Thanks for your message. I will be away from my desk at an appointment from [time and date].

I'll have limited email access, so if you need something urgent, please contact [Contact Person] under [email or phone].

If your email can wait, I will respond as soon as I'm back in the office.

Thanks,

[Your Name]

#6 The beach vacation

Hi there,

I'm out of the office and taking a vacation. I'm sure you can all relate to the need to get away and recharge.

I'll be enjoying some much-needed sunshine and fun in the sun. With a bit of luck, I'll be able to catch some waves, swing on a hammock, and relax with a good book.

In the meantime, if you need anything, please don't hesitate to reach out to my colleagues X and Y. They will be more than happy to help.

Cheers,

[Your Name]

#7 The couch vacation

Hi there,

I'm out of the office for a few days, but don't worry - I'm not off on some exotic vacation.

I'm actually just going to be spending some quality time with my couch and some of my favorite movies.

Don't worry; I'll still be available via email if you need me.

Take care!

[Your Name]

#8 Life's too short

Hello,

I'm out of the office for the next few days and off on an adventure! Life is too short not to explore and embrace the exciting opportunities that life has to offer.

I'm not sure what I'll find, but I'm sure I'm in for a wild ride. I hope to come back with some fantastic stories and photos to share.

In the meantime, if you need anything, please feel free to email [name]. They'll be able to help you out.

Thanks,

[Your Name]

#9 Christmas time

Greetings!

I am out of office for the Christmas celebrations!

Don't worry, I'm not off to the North Pole - although I wish I could! Instead, I'm spending time with family and friends and taking a much-needed break from the daily grind.

During this time, I'm not checking emails - so if you need anything urgent, please contact [name here], who will be able to help.

Thank you and have a wonderful Christmas!

Cheers,

[Your Name]

#10 Maternity leave

Thanks for your email!

I'm currently out on maternity leave, but I'm still connected to the office and monitoring email.

I'll be back in the office soon, but while I'm out, I'll be busy cuddling with my newborn, mastering the art of diaper changing, and trying to catch up on some much-needed sleep.

If you need immediate assistance, please feel free to contact [Name] or [Name]. They'll be able to help you out.

Thanks for understanding,

[Your Name]

#11 Paternity leave

Thank you for your email!

I am currently out of the office on paternity leave with my family.

This is a special, once-in-a-lifetime opportunity for us and I am thrilled to be able to spend this time with them.

I will be back in the office soon and will be sure to check emails when I return. In the meantime, if you need any immediate assistance, please contact [fill in your designated contact].

Thank you for your understanding,

[Your Name]

#12 Mental health

Hi there,

Thank you for your email. I am currently out of the office taking time to focus on my mental health.

I'm taking a break from emails and work, but I still have some fun activities planned! I'm going to be taking time to do some meditation and yoga, to get out in nature, to do some creative activities like painting and drawing, and to practice some self-care like getting a massage.

I'm looking forward to getting back to the office with a refreshed outlook soon. In the meantime, I hope you take some time for yourself too!

Best,

[Your Name]

Conclusion

Having a good OOO email template can make a world of difference when it comes to your business productivity and customer satisfaction.

OOO emails are great for ensuring that your customers are taken care of while you're away, and they can easily be customized to fit your needs.

Whether you're going on vacation, attending a conference, or will be away from work for any other reason, an OOO email template will help you keep your customers informed and your business running smoothly.

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