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9 Best Vacation Email Message Templates

Imagine this: you’re getting ready to pack your bags, daydreaming about relaxing on sandy beaches, or embarking on adventurous mountain hikes. But before you head out, a sense of anxiety creeps in: crafting a perfect out-of-office message. No worries! This blog has covered some of the best examples of vacation emails.

What Are Vacation Emails?

Vacation emails also known as Out-of-office email messages are a specific kind of email that lets people know you won’t be available because you’re on vacation. And people who try to contact you during that period will automatically receive vacation emails. Typically, they provide information about your absence and manage email inquiries during your absence.

Different email clients have varying methods for setting up out-of-office messages. While some email systems offer a convenient built-in feature, others might necessitate you to establish a rule or filter to guarantee the message’s automatic transmission during your absence.

Top 5 Vacation Email Message Examples

Crafting a flawless out-of-office vacation message is vital when working in any sector. Be polite and professional at all times, regardless of the message’s subject matter. Here are a few examples that you can experiment with, personalize, use, and share with your colleagues to help you begin.

1. Long Vacation Email Message

If you’re planning on going on an extended vacation for several weeks or even months, it might be a good idea to send a more detailed message to let people know about your absence. It’s important to keep your clients or customers informed about your absence and provide them with alternative contacts. Otherwise, you might end up with some unhappy individuals.

Give a brief explanation for your extended absence, such as a sabbatical or parental leave. Include all the necessary information such as dates, email access, and contact person. And don’t forget to express gratitude to your colleagues and clients for their understanding.

Now that you have an overview of what details to include in your vacation message. Here is a sample out-of-office email for your reference.

Subject: Out of Office – Long Leave(Returning [Date])

Hi everyone,

Thanks for reaching out via email. I’m currently taking an extended break from [Start Date] to [End Date]. I wanted to let you know that I’ll be taking some time off for personal reasons.

If you have any urgent matters, feel free to reach out to my colleague (or) assistant [Colleague Name] at [Email Address] or [Phone Number].

I appreciate your understanding and look forward to reconnecting upon my return on [Return Date].

Best regards

[Name]

2. Humorous Vacation Email Message

There’s no need for vacation messages to be overly formal. You can also add a bit of fun to your emails. However, it’s important to consider the culture at your workplace when using humor in an email.

Check out this sample out-of-office email.

Subject: Out-of-office- At the Beach

Hello there,

I’m currently away from the office, enjoying some nice time on the beach. During these specified dates [Start Date] to [End Date], I plan on spending my time basking in the sun, getting a tan, and enjoying a good book.

For urgent matters, please contact [Colleague Name] at [Email Address].

I’ll be back with a tan and a ton of stories on [Return Date]. Until then, mahalo!

3. Vacation Email Message: Still Available

It’s possible that you wish to take a break from technology throughout your vacation, but not completely unplugged. In this case, it’s essential to let people know that they can still get in touch with you via email or phone calls. So, be clear and explicit in your message about how they can reach you.

Highlight these in your email:

  • Clearly state you’ll be out of the office on vacation from [Start Date] to [End Date].
  • Mention you’ll have limited access to email and might experience delays in response.
  • Provide an alternate contact number in case of critical issues.

Look at this sample out-of-office email.

Subject: Out of Office – Limited Email Access

Hi there,

Thank you for your email! I’m currently out of the office, enjoying some well-deserved vacation time from [Start Date] to [End Date]. I’ll have limited access to email during this time, so there might be a delay in my response.

For urgent matters, please contact [Colleague Name] at [Email Address] or [Phone Number]. Otherwise, please reach out to me after my return on [Return Date] for a more detailed response.

Thanks for your understanding!

4. Classic Vacation Email Message

If you’re someone who likes to keep things simple and professional, the classic vacation email is your best friend. Keep the line of communication clear while maintaining a professional tone with a touch of personal flair.

Emphasize the subject line, contact details, vacation dates, a warm greeting, and a friendly closing. Don’t include unnecessary things and maintain a professional tone.

Here is a sample of out-of-office emails.

Subject: Out of Office – Enjoying Some Sunshine!

Hello there,

Thanks for your email! I’m currently out of the office, enjoying some well-deserved vacation time from [Start Date] to [End Date]. I’ll have limited access to email during this time.

For urgent matters, please reach out to [Colleague Name] at [Email Address].

See you soon!

5. Vacation Email Message With GIF’s

Adding GIFs in professional emails may not look formal. But still adding a touch of personality to your out-of-office email will not affect your professional image. Ensure the GIFs you use in your email should be relatable.

Remember:

  • Proofread your message before sending it.
  • Ensure GIFs work properly in your email client.

Check out this out-of-office email sample.

Subject: Out-of-office- On a Short Vacation

Hi there,

Thanks for your message, but you just missed me. I am on a quick vacation and I won’t be back till [date].

Here’s a fun GIF for you to enjoy:

https://tenor.com/view/jump-jump-nature-happy-happiness-nature-gif-15231336

However, if it’s an urgent matter, feel free to contact [name] at [email address] or [phone number].

Best regards

[Name]

6. Short And Sweet Vacation Email Message

Always it’s not necessary to write lengthy descriptions in your vacation email messages. You can keep them short and simple. This short and sweet message is ideal for most situations, especially when:

  • Your workplace has a casual culture.
  • You don’t anticipate urgent emails during your absence.
  • You have colleagues who can handle any pressing matters.

Subject: Out of Office

Hello,

I’m currently out of the office on vacation and will return on [Return Date]. I will get back to you as soon as I can.

Thanks,

[Your Name]

However, if you think there might be urgent emails or your role is critical, you can include a note about whom to reach out to for urgent matters.

7. Detailed Informative Vacation Email Message

Generally, a detailed informative vacation email message is an out-of-office reply that goes beyond the basics. In this email message, you can provide your colleagues with additional information about your absence and how to handle any work-related needs that arise while you’re away. Here’s a sample for your reference.

Subject: Away from the Office – [Your Name] (Detailed Coverage)

I’m writing to inform you that I will be away from the office on vacation from [Start Date] to [End Date]. I will have limited access to email during this time.

To ensure uninterrupted service for your needs, please reach out to:

[Colleague Name 1] at [Colleague Email Address 1] for matters related to [Specific Area 1].

[Colleague Name 2] at [Colleague Email Address 2] for matters related to [Specific Area 2].

For any general inquiries, I’ll address them upon my return on [Return Date].

Thank you for your patience.

Best regards,

[Your Name] [Your Position]

8. Friendly And Informal Vacation Email Message

It is a casual vacation message to tell coworkers/team you are out of the office. It gives key information like return date & who to contact in a relaxed tone, maybe mentioning your trip (beach bumming!). You can use this template with colleagues with whom you have a personal relationship.

Subject: Out of Office – On Vacation!

Hey there,

Thanks for reaching out! I’m currently enjoying some time off and won’t be back until [Return Date]. I’ll do my best to catch up on emails when I return.

If you need immediate assistance, [Alternative Contact Person] is your go-to person and can be reached at [Alternative Contact Email/Phone Number].

Cheers,

[Your Name]

9. Appreciation Vacation Email Message

An appreciation vacation email message isn’t a typical “out-of-office” reply. In fact, it is a message you send before your vacation to show appreciation to your colleagues for their hard work and inform them that you’re taking some well-deserved time off.

 A thoughtful message can have a positive impact on team morale and foster stronger relationships among team members. So, while composing just keep it short, sweet, and sincere. Take a moment to express your gratitude for the contributions and hard work of your colleagues, team, or staff. Take a look at the sample template for better understanding.

Subject: Taking a Break – Thanks Everyone!

Hey Team,

Just wanted to send a quick note before I head out on vacation. I’m so grateful for all your hard work and support lately –  you guys are amazing!

I’ll be away from [Start Date] to [End Date] for some much-needed [relaxation/adventure]. Don’t worry, everything will be covered while I’m gone, and [Colleague Name] is available if anything urgent comes up.

Wishing you all a productive week (or a blast while I’m gone!).

See you soon,

[Your Name]

How To Write An Out-Of-Office Email?

A good vacation email message should strike a balance between informing senders and keeping things professional. Here is what you should include:

  • Clearly state you’re out of the office on vacation. Here are some examples:
    • Out of Office – Enjoying Some Sun!
    • Aloha from Hawaii! (But Don’t Worry, I’m Covered)
    • Gone Fishin’! (But My Inbox Isn’t)
  • Provide the exact dates you’ll be unavailable (start and return date).
  • Mention if you’ll have limited or no access to email during your vacation.
  • Provide the name and contact information (email and/or phone) of a colleague who can handle urgent matters in your absence.
  • You can mention your destination or the general reason for your vacation (e.g., “exploring the mountains” or “spending time with family”).
  • Express appreciation for the email.

FAQs:

How do I put a vacation message on my email?

Most email services have built-in vacation responders. Access settings, find “out-of-office” or “autoresponder,” and set your dates. Briefly mention limited access and offer an alternate contact for urgent matters.

What’s the best out-of-office message?

The best out-of-office message is one that is clear, concise, and professional. It states your vacation dates, limited email access, and offers an alternative contact for urgent matters. You can add a touch of personality while keeping it work-appropriate!

What is a good automatic reply message?

Here is an example of a good automatic reply:
Thanks for your email! I’m out of the office on vacation from [Start Date] to [End Date] with limited email access.  For urgent matters, reach out to [Colleague Name] at [Email Address]. Otherwise, I’ll reply upon my return on [Return Date].

Conclusion

Ultimately, choose a message type that reflects your personality, be clear about your absence, and set expectations for email access. With a touch of creativity and these best practices, you can ensure a smooth transition and return to a (hopefully) inbox-free world. Alright, go ahead and set your auto-responder, and have a fantastic vacation!

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