15 Out-of-Office Automatic Email Replies (Examples & Templates)

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One of the biggest benefits of using email automation tools: Helping you nurture leads 24/7, even when you’re not in the office or able to immediately respond to emails. While auto-response emails are a must when you go on vacation or leave, there are also other times you can use email automatic replies – for everything from customer service to lead generation, and beyond.

Beyond that, out-of-office email responses work to personalize your marketing content, save time on email marketing content creation, manage timeline and scheduling expectations for leads and partners, and provide links to resources that readers can access when you’re not able to communicate directly.?

Here’s a guide to creating optimized out-of-office messages, along with customizable templates and examples to use for your own emails.

What are autoresponder email messages?

Autoresponder email messages are a shining example of how automation can build efficiency in your business growth processes, and especially in the context of your marketing strategy. These messages are an email response automatically sent out by your email automation software, triggered by an event? – in this case, that event is often triggered when an email is sent to the address of your choosing.

Along with notifying readers that you’re unable to respond immediately, out-of-office replies are ideal for sending more passive content marketing messages to customers, delivering tailored content to your segmented subscriber list, and driving engagement and upselling to help grow your profit margin. Consolidate your time even more by using out-of-office reply templates that you can customize and tweak to match your brand’s tone.

15 Professional Out-of-Office Automatic Email Replies

1. Basic Out-of-Office Email

These don’t need to be clever or elaborate, but they should have a few crucial details: How long you’ll be gone when you’ll respond directly, and who they can contact in the meantime.

Subject: Currently Out Of Office

Hey there!

Thank you for your email. I’ll be out of the office until [DATE] with limited access to my phone or computer. If this is urgent, please get in touch with [NAME] at [CONTACT DETAILS]. I will be in-office again on [DATE] to return calls and emails.

Thanks again!

[YOUR NAME] ?

2. Out-of-Office for Vacation Email

Manage expectations with this auto-response content by telling readers when you’ll be away from the office, whether or not you’ll be in contact via email or phone, any changes to normal business operating hours, and who to get in touch with should any urgent needs arise.

Subject: Out Of Office Until [DATE]

Thanks for reaching out! I’ll be on vacation from [DATE] to [DATE], and although I’ll have limited access to make and receive phone calls, I will be checking emails from time to time. If you don’t hear from me directly before I return to the office on [DATE], please don’t hesitate to reach out to [NAME] who will be available during regular business hours at [CONTACT INFO].

Regards,

[YOUR NAME]

3. Out-of-Office for Holidays Email

Again, the details in this out-of-office reply should serve to educate readers on when they can expect to find some resolution. Use these replies as an opportunity to extend your brand voice and tone.

Subject: Out Of Office: Holiday Schedule

So sorry I missed you! I’ll be out of the office from [DATE] to [DATE] celebrating the holidays – ‘tis the season! [NAME] is a great person to reach out to if you need some help before I return on [DATE] – you can send an email to [EMAIL] or call [NUMBER] during normal business hours.

Best wishes,

[YOUR NAME]

4. Attending Conference or Work Event

Show off your thought leadership with this out-of-office reply. If you’re a presenter or a sponsor, include a link to more information about the event.

Subject: Out Of Office For [EVENT NAME}

Hey everyone!

Excited to be attending [EVENT], which means I’ll be out of the office until [DATE]. I will have some access to emails and phone calls, but I’ll be available on [DATE] to respond during my regular business hours. If this is an urgent matter, please leave me a voicemail with your name and phone number and a few details about why you’re calling.

If you’re attending the event, make sure to say “hi” and if you didn’t make it this time, you can check out more about it: [LINK TO EVENT INFO]

Thank you!

[YOUR NAME]

5. Out-of-Office but Checking Emails

Let readers know you’ll be able to help but only in a limited capacity.

Subject: Out Of Office With Access To Email

Thanks for your email. I’m currently out of the office with limited access to my phone, but I am regularly checking and responding to email inquiries. If you need to reach someone by phone, I will be available [DATE] or you can call [NAME] at [NUMBER] directly during business hours for more immediate help.

Thank you again!

[YOUR NAME]

6. Out-of-Office Delayed Response

If you’re out of the office and responding to emails but infrequently, you'll want to let people know that there may be a bit of a delayed response.

Subject: Out Of Office – Thanks For Your Patience!

Hi there – I’m out of the office with spotty access to emails. While I’m checking my emails intermittently, I may be a bit delayed in responding. If you need help right away, you can call or email [NAME] at [NUMBER] or [EMAIL].?

I will be back in the office on [DATE]. Thank you again for your patience!

[YOUR NAME]

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7. Out-of-Office for Medical Leave

Use an out-of-office reply to communicate clearly about your role while you’re out of the office for medical leave.

Subject: Out Of Office Details

Thank you for reaching out. You’re receiving this email because I am out of the office on medical leave. My team members have all the details regarding the projects I’m currently working on and you can reach out to [NAME] at [CONTACT INFO] until I return to the office on [DATE].

I apologize for the inconvenience and I appreciate your patience.

Best,

[YOUR NAME]

8. Out-of-Office for Parental Leave

It’s important for this out-of-office reply to offer dates and details, too.

Subject: Out Of Office Details

Hi there! I’m currently out of the office on parental leave until [DATE]. I’ll be checking emails infrequently but have limited access to phone calls until I return on [DATE]. My team and I are in regular contact about my projects, so you can reach out to [NAME] with any questions. Otherwise, we’ll connect when I’m back to work.

Thank you!

[YOUR NAME]

9. Out-of-Office Providing an Alternate Contact

No emails? No worries – just make sure to offer someone who will be able to help while you’re out of the office.

Subject: Out Of Office – Please Contact [NAME]

Thanks for reaching out. I am out of the office and [NAME] is handling my projects until I return on [DATE]. Please contact them directly at [CONTACT INFO]. Otherwise, we will connect when I am back to my regular schedule.

Thank you again!

[YOUR NAME]

10. Lead Generation Out-of-Office Email

Help your business work for you as a lead gen machine with this out-of-office message.

Subject: Thanks For Connecting!

Hi there! I see that you were looking for more information about [YOUR BUSINESS NAME]. I’d love to chat more, but I’m out of the office until [DATE] with limited access to emails and my phone.?

Let’s connect when I return and talk more about how we can help. In the meantime, sign up for [HYPERLINK SIGN UP FORM our weekly newsletter] to get great tips, insight, and business news delivered right to your inbox.

Thanks for your patience – I look forward to our next conversation!

[YOUR NAME]

11. Content Promotion Out-of-Office Email

Out of office but still, want to promote that stellar blog post? Do it with your out-of-office reply!

Subject: Sorry I missed you!

You caught me out of the office – so sorry! I’ll return to my regular in-office schedule on [DATE] so we can connect, but you can also reach [NAME] at [CONTACT INFO] if this is urgent. In the meantime, please take a look at our latest blog post about [TOPIC] or some of the other resources we have on the website to help answer your questions.

Thanks!

[YOUR NAME]

12. Networking Out-of-Office Email

Let everyone in the industry know how they can connect by offering up some info in your networking out-of-office reply.

Subject: Let’s Connect At [EVENT]!

Hi there! I’ll be out of the office from [DATE] to [DATE] for [EVENT NAME]. It would be awesome to connect while we’re there – you can follow me at [SOCIAL MEDIA INFO] for real-time updates.

If you need some help while I’m away, please don’t hesitate to reach out to [NAME] at [CONTACT INFO].

Look forward to connecting!

[YOUR NAME]

13. Out-of-Office Email for Driving Traffic

Can’t answer emails? Send leads straight to your website with an out-of-office email message!

Subject: Sorry I missed you!

Hey there! I’m out of the office from [DATE] to [DATE] and I’ll respond to your email or call when I return. In the meantime, head over to our [HYPERLINK website] to learn more about the types of clients we partner with, the services we offer, and some word-of-mouth proof about the projects we work on.

Best,

[YOUR NAME]

14. Out-of-Office Email for Social Media Engagement

Expand your online presence by creating social media followers using yours out-of-office message.

Subject: Are you following us yet?

Hi there! So sorry I missed you – I’ll be out of the office from [DATE] to [DATE]. If this is urgent you can contact [NAME] at [CONTACT INFO], otherwise, we’ll connect again when I return.

Meanwhile, you can follow us on social at [SOCIAL MEDIA INFO] to stay up-to-date on news, tips, and insight about what’s going on with our business and our awesome customers.

Thanks!

[YOUR NAME]

15. Clever or Humorous Out-of-Office Email

Okay, NOW that you have the basics down you can perfect a humorous out-of-office email. (Workaholics – this one’s for you!)

Subject: Out Of Office. (Out Of My Mind?)

I know it seems out of character but I’ll be (really, truly) out of the office from [DATE] to [DATE]. I’d like to say that I won’t be checking emails but who are we kidding? Because I don’t know how to relax I will be working as much as the spotty WiFi will let me. Unless this is urgent, I will respond when I return (or maybe sooner if the internet cooperates.)

Aloha,

[YOUR NAME]

Start Leveraging Automated Out Of Office Replies

Start using out-of-office emails to help your business grow, even when you’re not around to answer questions or respond immediately. Use tools like Connect 365 to create automated email campaigns that act as an extension of your customer service strategy and watch how your leads grow and convert.

Your Turn: Take Even More Time Back

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