Contents
#1 All-rounder, you can't go wrong with it
Tips for the out-of-office message
All types of absences directly in Microsoft Outlook with absentify
Out of Office Message Template – Frequently Asked Questions and Answers
#1 All-rounder, you can't go wrong with it
Thank you for your message.
I will be out of the office from [Date] to [Date] and am currently unable to respond to your email.
For urgent matters, please contact [Name] at [Email Address] or by phone at [Phone Number].
I will be available again from [Date].
Brief absence note without information
Thank you for your message.
I am currently not available.
For urgent matters, please contact [e-mail address].
Your message will not be forwarded.
Out-of-office messages during your vacation
Professional / external
Thank you for your message.
I will be on vacation from [Date] to [Date] and will not be able to respond to your email during this time.
For urgent matters, please contact my colleague [Name] at [E-Mail Address] or by phone at [Phone Number].
I will get back to you after my return on [Date].Storage / internal
Hello,
I will be on vacation from [Date] to [Date] enjoying some time off.
If anything important comes up, please contact [Name] at [E-Mail Address] or [Phone Number].
I will be back on [Date].Out of office messages during an illness
Professional / external
Thank you for your message.
I am currently out of the office due to illness and therefore unable to process your email.
For urgent matters, please contact [Name] at [Email Address] or by phone at [Phone Number].
I will get back to you as soon as I am available.Storage / internal
Hello,
I am currently ill and therefore unable to respond to your email.
For anything urgent, [Name] is your contact: [E-Mail Address], [Phone Number].
I will get back to you as soon as I am well again.Out of office messages during a training course
Professional / external
Thank you for your message.
I am on a professional training from [Date] to [Date] and am currently not available.
For urgent matters, please contact [Name] at [E-Mail-Address] or by phone at [Phone Number].
I will be back to assist you as usual from [Date].Storage / internal
Hello everyone,
I will be on a training course until [Date] and therefore unreachable.
If there's anything important, [Name] will be available for you: [E-Mail Address], [Phone Number].
As soon as I am back, I will get in touch.
Tips for the out-of-office message
- Clarity on the duration of absence: Specify the exact period during which you will be unreachable.
- Designate a representative: Provide the contact details of a person who can assist during your absence.
- Unnecessary information: Omit personal details or information that is not relevant, for example, if the exact reason for your absence is not important to the reader.
- Spelling error: Double-check the note before saving to avoid mistakes.
- Link to the calendar: Schedule time away directly in Outlook so colleagues can see the status in the shared calendar as well.
Additional tip: Outlook does not offer a function for types of absence, not even for internal use. If you want to communicate more clearly within your team why certain colleagues are not present, absentify can help you.
Record in absentia all relevant reasons for absences in your team. This way, everyone is better informed and you prevent misunderstandings.
All types of absences directly in Microsoft Outlook with absentify
Out of Office Message Template – Frequently Asked Questions and Answers
What information should be included in an out-of-office message?
An out-of-office message should include the following information: period of absence (start and end date), a designated contact for urgent matters with contact details, and a friendly and professional wording, depending on the audience.
Can I use different templates for internal and external contacts?
Yes, in Outlook you can set up different messages for internal and external contacts. This way, you can make internal details (such as delegation arrangements) visible to colleagues only and send a general message to external contacts.
How do I avoid common mistakes in out-of-office messages?
Pay attention to the correct time period, verify the contact details of the representation and
tailor the message to the audience (e.g., do not send internal details to external contacts).
How do I write an out-of-office message without specifying a substitute?
“Thank you for your message.
I will be unavailable until [Date] and will process your email as soon as possible thereafter. Thank you for your understanding.
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