What's the professional way to say "I'm not here" without sounding like a robot? Yeah, we've all been there. Crafting an out of office holiday email template seems straightforward until you sit down to write it.
You want something that hits just the right note – professional yet personal, informative but not overly so. It's about striking a balance between letting people know you're off enjoying your holidays while ensuring they don't feel ignored.
You've probably heard the term "out-of-office email" thrown around a lot, especially as the holidays approach. But what exactly does it mean? And why is it so important?
Let's break it down.
What Is An Out Of Office Message?
An out-of-office message is an automatic email reply that gets sent to anyone who emails you while you're away from work. It's like a little digital note that says, "Hey, I'm not here right now, but I'll get back to you as soon as I can."
These messages are usually set up through your email client, like Gmail or Outlook, and they'll automatically send to anyone who tries to email you while they're turned on.
Why Should You Use an OOO Message?
Now, you might be thinking, "Do I really need to set up an out-of-office message? Won't people just figure out I'm not around when I don't respond?"
Well, sure, they might. But here's the thing: setting up an out-of-office message is a courtesy. It's a way of letting people know that you're not ignoring them on purpose, and that you'll get back to them as soon as you can.
Plus, if you're going to be out for an extended period of time (like for a vacation or holiday), an out-of-office message can help manage expectations. It lets people know that they might not hear back from you right away, and it can provide them with alternative ways to get in touch if they need something urgently.
So, while it might seem like a small thing, setting up an out-of-office message is actually a pretty important part of professional communication. It shows that you respect people's time and that you're committed to being responsive, even when you're not physically in the office.
Alright, so you know what an out-of-office email is and why it's important. But what exactly should you include in your message? Here are the key elements:
What Should Be Included in an OOO Email?
When setting up an out-of-office email, include the following components:
1. Subject Line
Make it clear that this is an out-of-office notification. A simple subject line like "Out of Office" or "Away from the Office" works well.
2. Greeting
Start with a friendly greeting, such as "Thank you for your email" or "Greetings".
3. Dates of Absence
Specify the dates you will be away from the office. For example, "I will be out of the office from [start date] to [end date]."
4. Reason for Absence (Optional)
You can provide a brief explanation for your absence, such as "I will be on vacation" or "I will be attending a conference."
5. Alternative Contact Information (Optional)
If appropriate, provide the contact information of someone who can assist in your absence. This could be a colleague, a team member, or a general department email address.
6. Response Time
Let the sender know when they can expect a response from you. For example, "I will have limited access to email during this time, but I will respond as soon as possible upon my return."
7. Gratitude or Closing
End the message with a polite closing, such as "Thank you for your understanding" or "I appreciate your patience."
8. Signature
Include your name, job title, and contact information at the end of the message.
Remember to keep the out-of-office message professional, concise, and informative. Avoid overly lengthy explanations or personal details unless necessary.
Bonus tips:
First, make sure you give yourself enough time to plan your holiday out-of-office email. Don't wait until the last minute to throw something together - take a few minutes to really think about what you want to say and how you want to say it.
Consider things like the tone you want to strike (friendly? formal? festive?), the information you need to include (return date, alternative contact info, etc.), and any special touches you might want to add (like a holiday greeting or a funny message).
Using humor in your OOO Email Message
Speaking of funny messages: don't be afraid to inject a little humor into your holiday out-of-office email. So, the holidays are all about feeling joyful and having a blast - shouldn't your message sparkle with that same holiday spirit?
You could include a festive pun ("I'm currently out of the office, but I'll be back in the gingerbread house soon."), a nod to a classic holiday movie ("I'm currently out of the office, but I'll be back...just like the McCallisters in Home Alone."), or just a general holiday greeting ("Happy holidays from the bottom of my out-of-office email.").
Of course, you'll want to use your judgment and make sure any humor is appropriate for your workplace and audience. But a little bit of levity can go a long way in making your out-of-office message more memorable and engaging.
Out of Office Holiday Email Template Examples
Note: To make tasks like this simpler, try the free Magical Chrome extension. With Magical you can store your favorite or most used email templates or messages and call them up with one click. You can use Magical with any email platform or messaging app. It even instantly personalizes your email with details like your recipient's name. Like this:
Template 1: Professional and Formal Tone:
Subject: Out of Office for the Holidays
Dear valued clients and colleagues,
I will be out of the office from December 23rd to January 2nd, taking some well-deserved time off to celebrate the holidays with my family. During this period, I will have limited access to email, but rest assured that any urgent matters will be addressed promptly by my capable colleague, [Name] ([Email]).
For any non-urgent inquiries, I kindly ask for your patience and understanding. I will respond to your emails as soon as possible upon my return on January 3rd.
Wishing you and yours a joyous holiday season!
Best regards,
[Your Name]
[Job Title]
[Company Name]
Template 2: Friendly and Casual Tone:
Subject: 'Tis the Season for a Holiday Break!
Hi there,
Just a quick note to let you know that I'll be taking some time off for the holidays from December 20th to January 1st. I'll be spending quality time with family and friends, indulging in too many holiday treats, and hopefully catching up on some much-needed rest and relaxation.
While I'll be checking email occasionally, my response times may be a bit slower than usual. If you need immediate assistance during this time, please reach out to [Name] at [Email]. They'll be happy to help or redirect your inquiry as needed.
I'll be back in the office on January 2nd, recharged and ready to tackle the new year head-on!
Wishing you all a wonderful holiday season filled with joy, laughter, and precious moments with loved ones.
Cheers!
[Your Name]
Template 3: Humorous and Light-hearted Tone:
Subject: Sleighing Away for the Holidays!
Ho, ho, ho! Season's greetings!
I'll be taking a well-deserved break from the office to enjoy some quality time with family, friends, and maybe even a jolly fellow in a red suit (if I've been good this year!). I'll be away from December 22nd to January 3rd, sleighing away from my desk and email inbox.
During this time, my capable elf colleagues, [Name] and [Name], will be holding down the fort and ensuring all your inquiries are addressed promptly. You can reach them at [Email] or [Email].
I'll be back in the office on January 4th, fully recharged and ready to tackle the new year with gusto! Until then, I wish you all a holly, jolly holiday season filled with love, laughter, and plenty of eggnog (or your favorite festive beverage!).
Warmest wishes,
[Your Name]
The Holiday Elf
Template 4: Adventurous and Exciting Tone:
Subject: Off on a Holiday Adventure!
Greetings, fellow adventurers!
I'll be embarking on an exciting holiday expedition from December 18th to January 5th. During this time, I'll be exploring new horizons, embracing the thrill of the unknown, and creating unforgettable memories with loved ones.
While I may have limited access to email during my adventure, fear not! My trusty companions, [Name] and [Name], will be holding down the fort and ensuring your inquiries are addressed promptly. You can reach them at [Email] or [Email].
I'll return to base camp on January 6th, brimming with new tales and experiences to share. Until then, I wish you all a fantastic holiday season filled with excitement, wonder, and the courage to embark on your own adventures!
Safe travels,
[Your Name]
The Holiday Adventurer
Template 5: Wellness and Mindfulness Tone:
Subject: Taking a Holiday Mindfulness Break
Greetings, friends,
As the year draws to a close, I'll be taking some time away from the office to nourish my mind, body, and spirit. From December 21st to January 4th, I'll be disconnecting from the digital world and embracing the present moment through mindfulness practices, self-care routines, and quality time with loved ones.
During this period of rejuvenation, my colleague [Name] ([Email]) will be available to assist with any pressing matters that may arise. I kindly ask for your patience and understanding as I take this much-needed break to recharge and return with renewed focus and energy.
Upon my return on January 5th, I'll be better equipped to serve you with a clear and refreshed mindset. Until then, I wish you all a peaceful and restorative holiday season filled with moments of stillness, self-reflection, and gratitude.
Namaste,
[Your Name]
Template 6: Family-Focused and Heartwarming Tone:
Subject: Quality Family Time for the Holidays
Dear friends and colleagues,
The holiday season is a special time for me, and I'll be taking a break from the office from December 20th to January 3rd to focus on creating cherished memories with my loved ones. This time of year is all about family, traditions, and making the most of every precious moment together.
While I'll be stepping away from my email, my fantastic colleague [Name] ([Email]) will be available to assist with any urgent matters that may arise. For non-urgent inquiries, I kindly ask for your patience, as I'll be fully present with my family during this time.
I'll return to the office on January 4th, refreshed and recharged, ready to dive back into work with renewed energy and a heart full of holiday joy.
Wishing you all a holiday season filled with love, laughter, and the warmth of family and friends.
Warmest regards,
[Your Name]
Template 7: Creative and Artistic Tone:
Subject: Holiday Inspiration Break
Greetings, creative souls!
From December 19th to January 2nd, I'll be embarking on a creative odyssey, allowing my mind to wander freely and embracing the muse of inspiration. During this time, I'll be nourishing my artistic spirit through various creative pursuits, seeking out new sources of wonder, and recharging my imaginative batteries.
While I may be temporarily disconnected from the digital realm, my colleague [Name] ([Email]) will be standing by to assist with any pressing matters that may arise. For non-urgent inquiries, I kindly request your patience as I immerse myself in the realm of creativity.
Upon my return on January 3rd, I'll be brimming with fresh ideas, renewed vigor, and a wealth of creative energy to share. Until then, I wish you all a holiday season filled with artistic expression, boundless imagination, and the courage to unleash your inner muse.
Creatively yours,
[Your Name]
The Holiday Artist
How Do You Set Up Your OOO Messages in Gmail and Outlook?
Now that you've crafted the perfect out-of-office message, it's time to set it up in your email client. The process for enabling an autoresponder varies slightly depending on the platform you're using, but we've got you covered with step-by-step guides for two of the most popular options: Gmail and Outlook.
Setting up an automatic reply in Gmail is a breeze. Just follow these simple steps:
- Click the gear icon in the upper right corner of your inbox and select "See all settings"
- Navigate to the "General" tab
- Scroll down to the "Vacation responder" section
- Toggle the switch to "Vacation responder on"
- Set your desired date range and enter your out-of-office message in the provided field
- Click "Save Changes" at the bottom of the page
That's it. Your autoresponder is now set up and ready to go. Just remember to turn it off when you return to the office.
Microsoft Outlook has a similar process for setting up an out-of-office email reply:
- Click the "File" tab in the upper left corner of the Outlook window
- Select "Automatic Replies (Out of Office)"
- In the dialog box that appears, select "Send automatic replies"
- Choose your desired time range using the "Start time" and "End time" fields
- Enter your out-of-office message in the provided space
- Click "OK" to save your changes
With just a few clicks, you can ensure that anyone who emails you during your absence will receive a timely and informative response. So go ahead and send those automatic replies - your contacts (and your inbox) will thank you.
Things To Watch Out For With Your OOO Emails
While crafting an out-of-office message might seem like a straightforward task, there are a few common pitfalls to watch out for. Avoiding these blunders means your autoresponder will hit the mark every time - it'll be professional, packed with info, and get results.
Don't overshare
It's tempting to want to share all the exciting details of your upcoming vacation or the reason for your absence. But when it comes to out-of-office messages, less is often more. Stick to the essential information - your return date, alternative contact information, and a brief explanation for your absence (if necessary).
Remember, your out-of-office message is going to everyone who emails you - including clients, colleagues, and potential business partners. So keep it professional and save the personal details for your friends and family.
Don't forget to proofread
Nothing undermines your professionalism quite like a glaring typo or grammatical error in your out-of-office message. Before you hit "save," be sure to give your autoresponder a thorough proofread. Better yet, have a colleague or friend give it a once-over to catch any mistakes you might have missed.
A polished, error-free message will convey attention to detail and a commitment to quality - even in your absence.
Make sure to get permission from your colleagues you're referring
If you're planning to include alternative contact information in your out-of-office message (which is generally a good idea), be sure to get permission from the person or people you'll be listing. No one wants to be caught off guard by a flood of unexpected emails, so a quick heads-up is always appreciated.
And if you're not comfortable sharing someone else's contact details? Simply direct inquiries to a general department email or phone number instead.
By avoiding these common mistakes, you can craft an out-of-office message that is polished, professional, and effective. So take a few extra minutes to double-check your autoresponder before you head out - your contacts (and your reputation) will thank you.
Make Your OOO Messages More Magical
Creating an effective out-of-office holiday email template doesn't have to be as daunting as climbing Everest in flip-flops. It’s really about keeping it simple, adding a pinch of personality, and making sure whoever reaches out knows what their next steps should be in your absence.
This isn’t just about going on vacation; it’s setting up boundaries and managing expectations with style – because let’s face it, everyone deserves uninterrupted time off.
Make writing these emails a breeze by using the free Magical Chrome extension. Magical is used by over 650,000 people to save 7 hours a week on average. Try it yourself today!
