Templates
Out of office messages that sound human
People read an out of office for three things: when you're back, whether anyone else can help and whether their message will be seen. Put those first. Leave out the jokes nobody asked for and the promise to reply to everything the day you return.
Keep it short for a day or two
One day off
Hi, I'm out of the office today and back on [day]. I'll reply then. If it's urgent, please contact [colleague] at [email].
Away for a few days
Thanks for your email. I'm away until [date] with limited access to email. I'll get back to you when I return.
At an event
I'm at [event] until [date] and checking email once a day. If you need something quickly, [colleague] at [email] can help.
Cover a longer break
Holiday, someone covering
Hello, I'm on holiday until [date] and not checking email. For anything about [area], please contact [colleague] at [email]. For everything else, I'll reply when I'm back.
Holiday, email will not be read
Thanks for getting in touch. I'm away until [date] and won't be reading email while I'm gone. If it still matters after that, please send it again on [date] and I'll pick it up.
Sabbatical
I'm on a sabbatical until [date] and not checking email. [Colleague] is looking after [responsibilities] and can be reached at [email].
Take a sick day without oversharing
Sick today
I'm off sick today and not checking email. I hope to be back on [day]. For anything urgent, please contact [colleague] at [email].
Off sick, return unknown
I'm currently off sick and not sure yet when I'll be back. [Colleague] at [email] is covering my work in the meantime.
Message to your manager
Hi [manager], I'm not well today so I won't be in. I'll let you know how I am tomorrow morning. [Colleague] knows where [urgent thing] is up to.
Step away for parental leave
Parental leave, cover named
Hello, I'm on parental leave until [month and year]. [Colleague] is looking after my work and can be reached at [email]. I won't be checking this inbox.
Parental leave, warm version
Thanks for your message. I'm on parental leave until [month and year], spending time with our new arrival. For [area], please contact [colleague] at [email]. See you on the other side.
Parental leave, no return date yet
I'm on parental leave and not checking email. For anything to do with [area], please contact [team or colleague] at [email].
Keep clients calm as a freelancer
Freelancer on holiday
Hi, thanks for your email. I'm away until [date]. Current projects are on track and I'll be in touch when I'm back. New enquiries are welcome and I'll reply to them the week of [date].
Freelancer, at capacity
Thanks for getting in touch. I'm fully booked until [month] and replying to new enquiries within [number] days. If it's about a current project, I'll get back to you today.
Freelancer, urgent cover
I'm away until [date] with no access to email. Existing clients with an urgent issue can contact [trusted freelancer] at [email], who knows the work. Everything else will get a reply when I'm back.
Save these to Breezily
Tap Add to my replies on any template to keep it in your saved replies. They sync to your account and appear on the phone keyboard when you type their name. Each one is set to adapt to the conversation, so the keyboard fills in the names and dates from the chat. Change any of them at getbreezily.com/saved-replies.
Questions
What should an out of office message include?
Your return date, who to contact in the meantime and whether you will read the email when you are back. Everything else is optional.
Do I have to say why I am away?
No. "Out of the office" or "on leave" is enough. Only say more, such as parental leave, if it helps people understand how long you will be gone.
Should I use the same message on email and in chat?
Use a shorter version for chat apps and DMs. Save both in Breezily and you can drop the right one into any app from the keyboard by typing its name.
Related
Get this in your keyboard
Breezily reads the message, tells you what is going on and gives you replies to pick from. In Chrome today. Keyboards for iPhone and Android on the way.