Vacation Email Message Sample: How to Write the Perfect Out of Office Email

Vacation season is here, and it’s time to start planning those much-needed getaways. For most of us, sending an email message to request time off work is the first step towards making those vacation plans a reality. But crafting the perfect vacation email message can be a daunting task, especially if you don’t know where to start. That’s why we’ve put together a collection of vacation email message samples that you can use as templates and edit to fit your unique needs. Whether you’re requesting time off from your boss, inviting friends or family on a trip, or notifying clients of your absence, we’ve got you covered with tips and examples for crafting your perfect message. So, sit back, relax, and take a look at our vacation email message samples to kickstart your vacation planning today!

The Best Structure for Your Vacation Email Message Sample

Are you planning to take some time off work for a much-needed vacation? If so, you’ll need to write an email informing your colleagues, boss, and clients about your absence.

The structure and content of your vacation email message are critical. You want to make sure you provide all the information your recipients need without taking up too much of their time. Here are some pointers to guide you.

1. Start With a Clear Subject Line

Your subject line should be straightforward and to the point. It should clearly communicate that you’re going on vacation and provide the dates you’ll be away. This helps your recipients quickly understand the purpose of your email and respond accordingly.

For example, a subject line of “Vacation Request: July 14-19” is clear and concise.

2. Open With a Greeting

Start your email with a polite greeting, addressed to the appropriate person or team. For instance, you can greet your boss with “Dear [Boss’s Name]” or start with “Hello, team” if your email is going to everyone in your department.

3. Briefly Explain Your Absence and Dates

Use the body of your email to explain that you’ll be on vacation and the specific dates you’ll be away. However, you don’t need to go into great detail about your trip plans.

You can keep this part of your email short and sweet. For example, “I’m writing to let you know that I’ll be on vacation from July 14-19. During this time, I’ll be unavailable by phone or email.”

4. Provide Contact Information

It’s crucial to let your colleagues and clients know who they can contact in your absence. Provide the name and contact details of your backup person or team, so whoever needs assistance can get the help they need.

For instance, you can write, “In my absence, please contact [Name] at [email/phone number] for any urgent matters.”

5. Express Gratitude and Set Expectations

End your email by expressing your gratitude for the support you’ve received from your colleagues or clients. You can also let them know when you’ll be back and that you look forward to continuing to work with them.

For example, “I appreciate your understanding during my absence and will be back in the office on July 20th. I look forward to catching up and continuing to work together.”

In summary, your vacation email message should have a specific structure that provides all the necessary information without being too lengthy or overwhelming. By following the tips outlined above, you can craft a vacation email that sets clear expectations and ensures that your work colleagues are informed of your trip without any ambiguity, and most importantly, you can have a peaceful and enjoyable vacation.

Vacation Email Messages Sample

A Family Vacation Recommendation

Dear [Recipient Name],

If you’re looking for a family-friendly vacation spot, I highly recommend visiting the city of Orlando, Florida. Orlando is home to some of the best amusement parks in the world, such as Walt Disney World, Universal Studios, and SeaWorld. Your kids will have the time of their lives riding roller coasters, meeting their favorite Disney characters, and watching incredible shows and performances.

Aside from the amusement parks, Orlando also boasts beautiful beaches, museums, and plenty of outdoor activities for the whole family to enjoy. I guarantee that you won’t run out of fun things to do during your stay.

Enjoy your trip!


[Your Name]

A Romantic Getaway Recommendation

Dear [Recipient Name],

If you’re looking for a romantic getaway, I highly recommend visiting Santorini, Greece. Santorini is known for its breathtaking views of the Aegean Sea, beautiful sunsets, and picturesque white buildings with blue roofs.

You and your significant other can enjoy a candlelit dinner at any of the great restaurants in the city of Oia or Fira. To add to the romantic atmosphere, you can take a sunset cruise around the island or even rent a private yacht for the day. Don’t forget to visit the Red Beach for a unique and stunning spot to relax and soak up the sun.

I hope you have an amazing trip!

Best regards,

[Your Name]

An Adventure Trip Recommendation

Dear [Recipient Name],

If you’re in search of an adrenaline-filled adventure vacation, I highly suggest visiting Queenstown, New Zealand. Queenstown is known as the adventure capital of the world, offering a wide range of adventure activities such as bungee jumping, white water rafting, zip-lining, and skydiving.

You can also go hiking in the beautiful Milford Sound or take a jet boat ride on the Shotover River. Queenstown also offers amazing scenery such as the Remarkables Mountain Range and Queenstown Hill.

Have a thrilling trip!


[Your Name]

A Beach Vacation Recommendation

Dear [Recipient Name],

If you’re looking for a relaxing beach vacation, I highly recommend visiting the Maldives. The Maldives is known for its crystal-clear waters, white sandy beaches, and luxurious resorts.

You can choose to stay in an overwater bungalow or a beach villa and spend your days lounging by the beach, swimming with dolphins, or snorkeling the incredible coral reefs. The Maldives also offers delicious cuisine, spa treatments, and plenty of water activities such as kayaking, stand-up paddleboarding, and windsurfing.

I hope you enjoy your beach getaway!

Warm regards,

[Your Name]

A Historical Vacation Recommendation

Dear [Recipient Name],

If you’re interested in history and culture, I highly recommend visiting Rome, Italy. Rome is known for its rich history, magnificent architecture, and delicious cuisine.

You can tour the famous Colosseum, Vatican Museum, and Sistine Chapel. Plan a visit to the Roman Forum or walk through the Parthenon. Additionally, indulge in mouth-watering local Italian cuisine and sip on famous Italian wines and espresso.

Have a wonderful trip!

Best regards,

[Your Name]

A Ski Vacation Recommendation

Dear [Recipient Name],

If you’re looking for a snow-filled vacation, I highly recommend visiting Whistler, British Columbia, Canada. Whistler is known for its world-class ski resorts, and it hosted the 2010 Winter Olympics. Ride on the Peak 2 Peak Gondola, take a sleigh ride tour, go snowmobiling or even dog sledding to the stunning landscapes.

You can also indulge in Whistler Village après ski activities, excellent dine-in spots and shops. With numerous ski resorts, you’ll never run out of places to ski or snowboard.

I hope you have a fantastic winter vacation!


[Your Name]

A Relaxing Spa Vacation Recommendation

Dear [Recipient Name],

If you’re looking for a pampering spa vacation, I highly recommend visiting Bali, Indonesia. Bali offers world-renowned luxurious spa treatments along with stunning tropical views and warm weather.

You can relax with the Balinese traditional massages, herbal treatments, healing rituals, and yoga practices. Additionally, the island offers cultural visits, scuba diving, outdoor yoga classes, local cuisine, and still many more activities to choose from.

Enjoy your blissful vacation!

Warmest regards,

[Your Name]

The Ultimate Guide to Writing a Perfect Vacation Email Message Sample

Are you planning to take a well-deserved vacation but worried about how you will manage your email communication while you’re away? You don’t have to worry anymore! In this guide, we bring to you expert tips on how to write the ideal vacation email message sample that will set clear expectations with your colleagues and clients and ensure a stress-free vacation.

Crafting an effective vacation email message sample is a great way to ensure that there are no loose ends while you are away, and that your work doesn’t suffer. Here are some tips to consider:

  • Start by explaining why you’re sending the email – Whether it’s a personal vacation or a work-related one, you should be clear on the purpose of your message.
  • Include the dates you’ll be away – This way, your colleagues and clients know when they can expect you to be back.
  • Provide alternative contacts – Give details of someone they can contact in case of any pressing matters while you are away. This shows that you are still committed to providing the best service possible, and that you have made arrangements for any contingencies.
  • Set expectations – Let them know whether you’ll be completely unreachable or if you’ll be checking emails intermittently. Also, inform them how quickly they can expect a response from you
  • Be positive – After providing all the details, end the message on a positive note. Remind them that you’ll be back soon, refreshed, and ready to tackle any challenges that await you.

Another important tip is to set up an auto-reply. This can be done via most email providers and will allow you to send an immediate response to anyone who emails you while you’re away.

Lastly, be sure to plan your vacation email message sample well ahead of time! The earlier, the better. This way, you’ll avoid the stress of last-minute preparations and ensure that you don’t forget any essential information.

In conclusion, writing an effective vacation email message sample takes some careful planning and attention to detail, but it’s an integral part of ensuring a stress-free vacation. By following these tips, you can rest assured that you’ll be able to disconnect and come back refreshed and ready to tackle any challenges that come your way!

Vacation Email Message FAQs

What is a vacation email message?

A vacation email message is a notification to inform individuals that you will be away from work or unavailable for a certain period of time for personal or business reasons.

What should I include in my vacation email message?

You should include the dates you will be away, the reason for your absence, and who the recipients can contact in case of an emergency.

When should I send my vacation email message?

You should send your vacation email message at least one week before you plan to leave to give your colleagues and clients enough time to adjust accordingly.

What should I do if there is an emergency during my absence?

You should provide the contact information of an alternative point of contact in your vacation email message who can assist in handling emergencies or inquiries that may arise in your absence.

Can I set up an automatic reply for my vacation email message?

Yes, most email providers allow you to set up an automatic reply which will automatically notify anyone who sends you an email that you are currently away from work.

How can I make my vacation email message professional?

You can make your vacation email message professional by keeping your tone formal, thanking your colleagues and clients for their understanding, and providing an alternative point of contact.

Should I include my phone number in my vacation email message?

You should only include your phone number in your vacation email message if it is necessary for people to reach you for urgent matters or emergencies.

Do I need to specify the location I’ll be during my vacation in my email message?

No, you do not need to specify your location in your vacation email message. It is best to maintain privacy and keep details about your vacation to a minimum.

Is it necessary to send a reminder email before returning from vacation?

It is not necessary to send a reminder email before returning from vacation, but it is courteous to send one to remind colleagues or clients that you will be returning to your routine work schedule.

Happy Vacay, Happy Emailing!

That’s it, folks! You’ve just read our sample vacation email message and hopefully have gotten some ideas to craft yours. Remember, don’t forget to set expectations, express gratitude, and set an auto-reply. But most importantly, disconnect and enjoy your time off! Thank you for reading and cheers to a great vacation ahead. Come back again soon for more tips and tricks about communication and work etiquette. Bon voyage!