How to Write a Compelling OOO Email + Some Template Examples to Get You Started

An out-of-office email is a crucial tool for managing your email inbox while you are away from work. It helps to inform people who try to contact you during your absence that you are not available and when they can expect a response. 

Writing an effective out-of-office email is imperative to ensuring that your colleagues and clients are aware of your absence and can plan accordingly.

In this blog post, we'll discuss how to write an out-of-office email that is both professional and informative. We'll also provide some out-of-office templates that you can use as a starting point for your own out-of-office email.

How to write an effective out-of-office message:

1. Start with a friendly greeting

Begin your out-of-office email with a friendly greeting that acknowledges the recipient. For example, "Dear [Recipient's Name]," or "Hello," will work just fine. Keep in mind that you are trying to convey a professional message, so use appropriate language and tone.

2. State the reason for your absence

The first sentence or two of your out-of-office email should explain why you are not available. You don't need to go into great detail, but a brief explanation will help your recipients understand the situation. For example, "Thank you for your email. I am currently out of the office on vacation and will not be available until [date]."

3. Provide an alternative contact

If there is someone who can help the recipient while you are away, include their name and contact information. This can be particularly helpful for urgent matters that cannot wait until you return. For example, "If you need assistance while I am away, please contact [Name] at [Email/Phone Number]."

4. Let them know when they can expect a response

In your out-of-office email, give the recipient an idea of when they can expect to hear back from you. This can help manage expectations and reduce the number of follow-up emails you receive while you are away. For example, "I will be returning on [date] and will respond to your email as soon as possible after my return."

5. End with a friendly closing

Wrap up your out-of-office email with a friendly closing. A simple "Thank you" or "Best regards" will suffice. You can also include a signature with your contact information and any other relevant details.

Now that we've covered the basics of writing an out-of-office email, let's take a look at some OOO templates that you can use.

Here are some OOO email templates:

Template 1: Basic Out-of-Office Email

Dear [Recipient's Name],

Thank you for your email. I am currently out of the office and will not be available until [date]. If you need assistance while I am away, please contact [Name] at [Email/Phone Number]. I will respond to your email as soon as possible after my return.

Best regards,

[Your Name]

Template 2: Vacation Out-of-Office Email

Dear [Recipient's Name],

Thank you for your email. I am currently out of the office on vacation and will not be available until [date]. If you need assistance while I am away, please contact [Name] at [Email/Phone Number]. I will respond to your email as soon as possible after my return.

Thank you for your understanding.

Best regards,

[Your Name]

Template 3: Conference Out-of-Office Email

Dear [Recipient's Name],

Thank you for your email. I am currently attending a conference and will not be available until [date]. If you need assistance while I am away, please contact [Name] at [Email/Phone Number]. I will respond to your email as soon as possible after my return.

Thank you for your understanding.

Best regards,

[Your Name]

Alternatively, you can use an OOO management platform

Another great way to manage the OOO experience for yourself and your clients is using Snoooz’s personalized automated responder. You’ll be able to customize a vast array of automated responder templates and utilize them for any OOO situation.

Better than your tradition OOO autoresponder because:

• Personalized to each individual sender with Dynamic Tags (not a one size fits all solution)
• Better customer experience
• Response is delayed for a more humanized feel

There are many more features worth considering if you’re the leader of a customer facing team

• Automation
• Coverage
• Management

Conclusion

Writing an effective out-of-office email is essential to manage your email inbox while you are away from work. By providing a clear explanation of your absence, an alternative contact, and an estimated response time, you can ensure that your colleagues and clients are informed and can plan accordingly. 

By using the OOO templates provided in this post as a starting point, you can craft an out-of-office email that is professional, friendly, and informative, making it easier to enjoy your time away from work without worrying about missing any important messages.

Using an OOO management platform like Snoooz is the way to go. It’s actually free and completely changes the game when it comes to managing your OOO experience. Click here to book a demo or try it absolutely free!