If you are going to be away from work for an extended period, an effective out-of-office autoresponder email is essential to let your email correspondents know how long you are going to be away and guide them on how to reach you, who else to contact, or what to do next. Not sure what to include in an autoresponder email? Here are some templates you can adopt:
Temporary Out-of-Office Autoresponder Samples
These templates are suitable for situations where you are going on leave or vacation, or perhaps attending a function that would prevent you from responding to emails as fast as you normally do;
Sample 1 – Out-of-Office Email for Annual Leave
SUGGESTED SUBJECT: Out of Office for Annual Leave
Good day,
I am currently on annual leave and will not be able to attend to any emails. During my absence, please contact the Client Liaison Office in Lisbon. You can reach them at 009-1234567.
Inquiries related to refunds and money issues can be forwarded directly to Healthcare International Liaison Department via any of the channels below:
– [email protected] or
– Posted to Healthcare International, Private Box 00090, Lisbon.
Inquiries about accidents and other emergencies should be sent to:
– [email protected] or
– [email protected]
Thank you for your patience and understanding.
Regards,
Elizabeth Thames
Sample 2 – Out-of-Office Email for Vacation
SUGGESTED SUBJECT: Currently on vacation… Here’s what you can do…
Dear sender,
Please be aware that I am on vacation until December 2019. Unfortunately, I will have limited access to my email during my vacation.
For urgent matters, send me an SMS or call me at 009-7654321.
You can also communicate with my assistant Sophia via her email, [email protected], or call her at 009-1234567.
Thank you and regards,
Sample 3 – Out-of-Office Email for Unspecified Purpose
SUGGESTED SUBJECT: Currently Unavailable
Dear Valued Customer,
Thank you for your email.
Kindly note that I am currently out of the office. If your request is urgent, kindly send your request to [email protected].
Our sales team will handle your request promptly.
Kind regards,
Jacob Robinson
Sample 4 – Out-of-Office Email for Travelling to Remote Locations
SUGGESTED SUBJECT: Out on a work tour but hey, I’ve got you covered!
Dear correspondent,
Thank you for your email. I am sorry that I am traveling for work over the next 6 weeks with some brief periods back in Chicago. For the most part, some of this work will be in remote areas and I will respond to emails as quickly as I can.
Please contact Robert John at [email protected] if you need anything urgently.
With best wishes and thanks.
Sample 5 – Out-of-Office Email for Maternity Leave
SUGGESTED SUBJECT: Out of office from June 18 to January 11
Hello,
Thank you for your email. Please note that I will be away on maternity leave from June 18 to January 11. During this period, my accounts will be handled by our assistant sales manager, John Doe. You can reach him at [email protected] or call him at 123-456-7890.
Regards,
Juliet Tailor
Sales Manager
Sample 6 – Out-of-Office Email on Medical Leave
SUGGESTED SUBJECT: Out of office from September 7 to August 1
Hello,
Thank you for reaching out.
I am currently out of the office on medical leave from September 7 to August 1. I’ll be checking my emails intermittently, but in case of an emergency, please send an email to [email protected] or call her at 123-456-7890.
Thank you for understanding.
Jaden Kruger
Sample 7 – Out-of-Office Email for Holidays
SUGGESTED SUBJECT: Happy Holidays! See you January 4th or…
Hello,
Thank you for your email!
Season’s greetings. I can’t respond to your email now as the office is closed for the holidays. I will not be checking my email from December 22 through January 4.
If there’s an emergency, please contact me at 123-456-7890. Otherwise, I’ll respond to your email as soon as possible when I return.
Thank you,
Jim Parker.
Sample 8 – Out-of-Office Email for Attending a Conference
SUGGESTED SUBJECT: I’m attending a conference out-of-office, please contact John
Hello,
Thank you for reaching out! I am out of the office attending the National Association of Sales Managers conference in Houston, Texas.
I’ll be checking my emails occasionally. In case of an emergency, please contact my team member, John Doe at [email protected] or 123-456-7890.
Regards,
Dorian Emmanuel.
Sample 9 – Out-of-Office with a Promotion
SUGGESTED SUBJECT: Unavailable until April 25th. Here’s what to do!
Hello,
Thank you for your email. I am out of the office until April 25 and I’ll respond to your email as soon as possible upon return. While you’re here, please check out our new book, “How to 10X your sales.” You can get a copy at Amazon.com.
In case of an emergency, please reach out to my colleague. Sandra Sloan at [email protected] or 123-456-7890.
Regards,
Kevin Gabriel
Sales Associate.
Permanent Out-of-Office Autoresponder
These templates are suited to situations where you are changing jobs, or a former employee has left your company.
Sample 1 – Out-of-Office Email for Former Employee – by Management
SUGGESTED SUBJECT: Please contact Jeniffer. Thanks for your understanding.
Dear Sender,
Thank you for your email. Ms. Elizabeth Thames is no longer working in our company. Her position has been replaced by Ms. Jennifer Paul. Her email is [email protected].
You may also contact her at 009-1234567. Kindly send your future inquiries to our customer service ([email protected]). We will attend to your email promptly.
Thanks & Best regards,
The Management of ABC
Sample 2 – Out-of-Office Email for Former Employee – by Former Employee
SUGGESTED SUBJECT: Please contact Jeff instead. Thanks for your understanding.
Dear Sender,
Thank you for your email. I am no longer working at Amazon. Jeff Trump has taken up the role of Communications Manager.
For matters relating to Amazon communications, please contact Jeff Trump via email at [email protected] or call him at 009-123456.
For all other matters, please contact the Amazon helpdesk via [email protected] or call 009-654321. Thank you.
Regards,
Jack Robinson
Acknowledgment Email Autoresponder Template
SUGGESTED SUBJECT: We have received your e-mail!
Dear Correspondent,
Thank you for writing to Woculus. This is an automated response to acknowledge receipt of your e-mail. We assure you of a prompt response from a member of our customer experience team.
You can also contact us via any of the channels below:
(a) Visit one of our Woculus customer experience centers (9:00 am to 5:00 pm, Mondays-Fridays), and our team will be glad to assist you.
(b) Visit our website for more information at www.abc.com.
(c) You can reach our Customer Support hotline on 009-123456 between 9:00 am to 5:00 pm, Mondays-Fridays.
(d) Facebook Page (@abc)
We thank you for your trust and continued patronage.
Regards,
Customer Experience Team, ABC Limited