An out of office email is a pre-written, automatic reply sent to anyone who contacts you while you are offline for a particular reason, during for a period of time. Because fast replies and professional communication is today what keeps a business together, out of office emails are a great way to maintain your professionalism and show your clients that you value their time, even if you are unavailable to communicate for a moment.
Reasons for using out of office emails:
Taking time-off(vacation, sick leave)
Attending an event, conference, workshop, meeting
Emergencies
Details to be included in your out of office email:
The reason for being absent
Period of absence/return date
The contact details for the person delegated to take your tasks/alternative way of contact
Example:
SUBJECT LINE: Temporary out of office!
Hello and thank you for your email. I’ll be out of the office on/during [date/period being away] because [reason]. If you need assistance while I'm away, please contact [name] at [email and phone number].
Best regards,
[signature]