Traveling for business or taking a well-deserved vacation? Don’t forget to set up an Away Email Template! An Away Email Template is a pre-written email that is automatically sent to anyone who emails you while you’re away. It lets people know that you’re out of the office and when you’ll be back. You can find examples of Away Email Templates online and edit them to fit your needs.
Effective Away Email Template Structure
When you’re out of the office, it’s important to set up an away email that informs people you won’t be able to respond right away. This helps manage expectations and ensures that important messages aren’t ignored. Creating an effective away email template ensures recipients receive consistent and informative responses while you’re away.
Subject: Away from Office – [Date Range]
Make your subject line clear and concise. Recipients should know immediately that you’re out of office and when you’ll be back. Adding a date range helps people plan accordingly.
Greeting:
Start your email with a friendly and professional greeting. Address the recipient by name if possible. For example, “Hi [Recipient Name],” or “Hello [Recipient Name],”.
Body:
- State Your Absence: Use simple language to inform the recipient that you’re currently out of the office. Briefly explain the reason for your absence, e.g., vacation, conference, or illness.
- Response Timeline: Mention when you expect to return and when they can expect a response from you. For example, “I’ll be back on [Date] and will respond to your message as soon as possible.” or “I’ll be back in the office on [Date] and will respond to your message then.”.
- Alternate Contact: If there’s someone who can assist the recipient while you’re away, include their contact information. This shows that their concerns will be addressed even in your absence.
- Thank You: Express your appreciation for their patience and understanding. A simple “Thank you for your understanding” or “I appreciate your patience during my absence” shows that you value their communication.
Closing:
End your email with a professional closing, such as “Sincerely,” or “Best regards,” followed by your name.
Tips for an Effective Away Email:
- Keep it Brief: People don’t have time to read long emails, so keep yours concise and to the point.
- Personalize It: If you know the recipient’s name, address them directly. This adds a personal touch and shows that you’re not just sending a generic response.
- Be Clear About Your Return Date: Make sure it’s clear when you’ll be back in the office and responding to emails.
- Provide an Alternate Contact: If someone else can handle inquiries while you’re away, include their contact information. This ensures that your colleagues and clients can still get the help they need.
- Use a Professional Tone: Even though you’re out of the office, your away email should still be professional. Avoid using slang or informal language.
- Test Your Away Email: Before you set it up, send a test email to yourself to make sure it looks and works as intended.
By following these tips, you can create an effective away email template that will help you manage expectations and ensure that important messages are handled appropriately while you’re out of the office.
Away Email Templates
Sick Leave
Hi there,
I am currently out of the office on sick leave until [date]. If you need immediate assistance, please contact my colleague, [name], at [email address or phone number].
I will be checking my email periodically and will respond to your message as soon as possible. Thank you for your understanding.
Vacation
Aloha,
I am currently out of the office on vacation from [date] to [date]. During my absence, please reach out to [name] at [email address or phone number] for any questions or assistance you need.
I will have limited access to email while away, but I will try my best to respond to your message as soon as I can. Thank you for your patience and understanding.
Business Trip
Greetings,
I am currently out of the office on a business trip from [date] to [date]. I will be in [location] attending the [event name] conference. While I am away, please feel free to reach out to my colleague, [name], at [email address or phone number].
I will have limited access to email during my trip, but I will try my best to respond to your message as soon as I am back in the office. Thank you for your understanding.
Family Emergency
Hello,
I am currently away from the office due to a family emergency. I expect to be back in the office on [date]. In the meantime, please contact my colleague, [name], at [email address or phone number], for any urgent matters.
I apologize for any inconvenience this may cause. Thank you for your understanding.
Maternity/Paternity Leave
Hi everyone,
I am thrilled to announce that I have welcomed a new baby into my family! I am currently on [maternity/paternity] leave from [date] to [date]. During this time, I will have limited access to email and phone calls.
For any urgent matters, please contact my colleague, [name], at [email address or phone number]. I will be back in the office on [date], and I look forward to catching up with you all then.
Sabbatical
Dear colleagues,
I am writing to inform you that I will be taking a sabbatical leave from [date] to [date]. During my sabbatical, I plan to travel and pursue various personal and professional development activities.
I will have limited access to email and phone calls while I am away. For any urgent matters, please contact my colleague, [name], at [email address or phone number].
I look forward to sharing my experiences with you all when I return. In the meantime, thank you for your understanding and support.
Resignation
Dear [name],
I am writing to inform you of my resignation from my position at [company name], effective [date].
I have accepted a new position at another company that will allow me to further my career and personal goals. I want to thank you for the opportunities and support you have provided me during my time here.
I will be available to assist with the transition and will provide any necessary handover documentation. Please let me know if there is anything else I can do to help.
Thank you for your understanding.
Away Email Template Tips
Crafting an effective away email template is essential for maintaining professionalism and responsiveness while you’re away from your desk. Here are some tips to help you create a comprehensive and informative out-of-office message:
Subject Line:
- Keep it concise and informative: Choose a subject line that clearly indicates your absence and provides essential details.
- Examples: “Out of Office: [Your Name]”, “Away from Desk: [Dates]”, or “Vacation Notice: [Start Date] – [End Date]”.
Body of the Email:
- Express your gratitude: Begin your email by thanking the recipient for their message and expressing appreciation for their communication.
- State your absence: Clearly indicate your unavailability and the dates you’ll be away from the office.
- Provide an alternative contact: If applicable, include the name and contact information of a colleague or team member who can assist the recipient while you’re away.
- Set expectations for response time: Let the recipient know when they can expect a response to their message upon your return.
- Personalize the response: Avoid using generic templates and tailor your email to the recipient’s relationship with you.
- Offer additional information: If relevant, mention any automated responses or resources the recipient can access while you’re away.
- Use a professional tone: Maintain a respectful and formal tone throughout your email, even if you’re responding to a casual message.
- Keep it brief: Aim for a concise and informative email that covers all the essential details without overwhelming the recipient.
- Review and proofread: Before sending your away email, carefully review it for any errors or typos.
Signature:
- Include your name, job title, and contact information: Ensure that your signature contains your full name, job title, and contact details, such as your work phone number and email address.
Additional Tips:
- Activate your automatic reply: Set up an automatic reply to ensure that every email you receive during your absence is acknowledged.
- Update your voicemail message: Record a professional voicemail message informing callers of your absence and providing relevant contact information.
- Keep your out-of-office message updated: If your absence extends beyond the initial dates you specified, update your email template accordingly.
By following these tips, you can create an informative and professional away email template that effectively communicates your absence and ensures that your contacts are aware of your unavailability.
Away Email Template FAQs
What is an away email template?
An away email template is a pre-written email that you can use to automatically respond to emails when you are out of the office.
Why should I use an away email template?
Using an away email template can help you manage your email communications while you are away from the office. It can also help you maintain a professional image and ensure that your senders are aware of your absence.
What should I include in my away email template?
Your away email template should include the following information:
- Your name
- Your job title
- The dates of your absence
- A brief explanation of why you are away
- Contact information for a colleague who can be reached in your absence
How do I set up an away email template?
The steps for setting up an away email template vary depending on your email provider. However, most email providers offer a way to create and activate an away email template through your account settings.
Can I use an away email template if I am still reachable by email?
Yes, you can still use an away email template even if you are still reachable by email. In your template, you can simply state that you will be checking your email periodically and that you will respond as soon as possible.
What are some tips for writing an effective away email template?
Here are some tips for writing an effective away email template:
- Keep your template brief and to the point.
- Use a friendly, professional, and informative tone.
- Proofread your template carefully before activating it.
- Test your template to make sure that it is working properly.
When should I turn off my away email template?
You should turn off your away email template as soon as you return to the office. This will ensure that your senders are able to reach you directly.
Signing Off
Thanks for hanging out with us and learning all about crafting bomb away email templates. We hope you found this article helpful and informative. If you have any further questions or want to dive deeper into the world of away messages, feel free to visit our website again. We’re always here to help you stay on top of your email game, no matter where you might be. Until next time, keep those out-of-office messages sharp and witty!