10 Professional Away Message for Email Sample Examples to Use

Do you want to make sure that you don’t miss important emails while you’re out of the office? If so, you should consider using an away message for email. This is a simple and effective way to let people know that you’re unavailable and when they can expect you to be back. The best part? You don’t have to spend a lot of time creating an away message from scratch. You can find plenty of away message for email samples online and edit them as needed to fit your specific situation. In this article, we’ll show you why using an away message is a smart move, provide some examples, and give you tips for creating the perfect message. So, whether you’re going on vacation or attending a conference, read on to learn how to make the most of your away message for email.

The Best Structure for an Effective Away Message for Email

It’s important to craft a thoughtful and professional automatic reply when you’re unavailable over email. Whether you’re on vacation, dealing with a personal matter, or simply stepping away from your inbox for a bit, a well-crafted out-of-office message can help manage expectations and keep communication flowing smoothly until you’re back in action.

So what goes into a great away message? Here are the key elements:

  1. An informative subject line: Your subject line should clearly indicate that you’re away and when you’ll be back. A simple “Out of office” or “On vacation until [date]” should suffice.
  2. A brief greeting: Start your message with a friendly and professional greeting, such as “Thank you for your email” or “Hello and thanks for reaching out.”
  3. A concise reason for your absence: Let people know why you’re unreachable. You don’t need to go into detail if you don’t want to, but a sentence or two should suffice. For example, “I’m currently on a family vacation and will be away from email until [date]” or “I’m taking a mental health day and will be unavailable for the day.”
  4. An estimated date of return: Give people a sense of when they can expect to hear back from you. If you’re not sure exactly when you’ll be back, give a general timeframe such as “I’ll be back in the office the week of [date]” or “I expect to be back in the office within the next few days.”
  5. An alternative point of contact: If there’s someone else people can reach out to in your absence, provide their name and contact information. For example, “For urgent matters, please contact [colleague’s name] at [email address].”
  6. A message of gratitude: End your message with a polite and appreciative closing, such as “Thanks for your understanding” or “I appreciate your patience.”

By following this structure, you can craft an effective away message that keeps people informed, sets clear expectations, and allows you to step away from your inbox with peace of mind. Remember to set a reminder to turn off your out-of-office reply when you return, to avoid any confusion among your colleagues or clients.

Away Message for Vacation

Hello,

I am currently on vacation and will be out of the office until [date]. During this time, I will have limited access to my email and may not be able to respond promptly. If you require immediate assistance, please contact [colleague’s name] at [colleague’s email].

Thank you for your understanding.

Away Message for Illness

Dear All,

Unfortunately, I am out sick and will be away from the office for a few days. I apologize for any inconvenience this may cause and hope to be back at work as soon as possible.

If you need assistance during this time, please contact [colleague’s name] at [colleague’s email] or [phone number]. Thank you for your patience and understanding.

Best regards,

Away Message for Conference

Dear All,

I will be attending a conference from [date] until [date] and will have limited access to my email during this time. I will try my best to respond to urgent messages, but please understand if there is a delay in my response.

If you need immediate assistance, please contact [colleague’s name] at [colleague’s email]. Thank you for your understanding.

Best regards,

Away Message for Personal Emergency

Dear All,

Due to a personal emergency, I will be away from the office for the next few days. During this time, I will have limited access to my email and may not be able to respond promptly. I apologize for any inconvenience this may cause and appreciate your patience and understanding.

If you need immediate assistance, please contact [colleague’s name] at [colleague’s email].

Best regards,

Away Message for Maternity Leave

Hello,

I am currently on maternity leave and will be away from the office until [date]. During this time, I will not have access to my work email. If you require immediate assistance, please contact [colleague’s name] at [colleague’s email].

Thank you for your understanding and I look forward to returning to work soon.

Best regards,

Away Message for Business Trip

Dear All,

I will be away on a business trip from [date] to [date] and will have limited access to my email. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email].

Thank you for your understanding.

Sincerely,

Away Message for Jury Duty

Hello,

I have been summoned for jury duty and will be away from the office for the next few days. During this time, I will have limited access to my email and may not be able to respond promptly. I apologize for any inconvenience this may cause and appreciate your understanding.

If you need immediate assistance, please contact [colleague’s name] at [colleague’s email]. Thank you for your cooperation.

Sincerely,

Away Message for Email Tips

When you are away from work or not available to respond to emails, setting up an away message is a great way to let people know you will not be available and when they can expect to hear back from you. Here are some tips for creating an effective away message:

  • Include the date when you will be back in the office or available to respond to emails. This lets people know when they can expect a response from you.
  • Be clear and concise in your message. Avoid over-explaining why you are away as it can be unnecessary information for the receiver.
  • Include an alternative contact person in your message if necessary.
  • Set up an autoresponder that will only respond to each sender once. This will prevent multiple messages from the same sender clogging up your inbox.
  • Consider changing your email signature to include your away message and the date you will return. This ensures that people who may have missed your initial away message will know you are not available.
  • If possible, provide an estimate of when the sender can expect a response from you in you away message.

Furthermore, thoughtfully crafting your away message helps your colleagues know that you care about their needs. Remember to make your away message respectful, concise, and informational; this will project a professional attitude.

Lastly, do not forget to set a reminder for yourself to turn off your out of office message when you return. This helps you avoid frustrating people who are hoping to contact you, and your customers don’t receive wrong impressions, e.g. that you’re not interested in business.

FAQs on Away Message for Email Sample


What is an away message?

An away message is an automatic email reply notifying the sender that you are currently unavailable and when they can expect to hear back from you.

Why do I need an away message?

An away message is important to let others know that you are away from work for a given period and that they should not expect a response from you immediately. It also helps prevent any misunderstandings that may arise from unanswered emails.

How do I set up an away message?

To set up an away message, go to your email settings and select the option to create an automated response message. From there, input your message and set the start and end dates for your absence.

What should be included in my away message?

Your away message should include the date of your absence, the reason for your absence, and when the recipient can expect to hear back from you. You may also include a contact person or alternative means of communication for urgent matters.

Can I customize my away message for different sender groups?

Some email services allow you to create custom away messages for different sender groups, such as internal and external contacts. This way, you can tailor your automated response to suit the specific needs of each group.

How often should I update my away message?

If your absence is extended, it is essential to update your away message regularly to keep the recipient informed of any changes to your return date or contact information. It is best to update it as soon as you have new information to share.

Can I set up an away message for my phone and other devices?

Yes, you can set up away messages for your phone and other devices that are synced to your email account. Check your device settings to see if this option is available.

Is it okay to include humor in my away message?

While some humor can be appropriate in an away message, it is essential to maintain a professional tone and avoid offending anyone. Make sure that any jokes or puns you use are appropriate for your workplace and industry.

What if I forget to turn off my away message?

If your return date has passed, and you have not turned off your away message, it is essential to do so immediately. An extended automated response can lead to frustration among those who are trying to contact you, and it may even damage your professional reputation.

Thanks for Checking Out These Away Message Samples!

I hope these samples have given you some inspiration for your next vacation or time out of office. Remember to customize your message to fit your personality and keep it professional. If you have any other ideas for out-of-office messages, feel free to share them in the comments below. Thanks for reading and come back soon for more helpful tips and tricks. Happy travels!