How to write an effective out-of-office email template

Less than an hour — that’s an average expected response time in 2024, starting from as less as 5 minutes for some industries. In cases of prolonged unavailability, customer satisfaction drops drastically, and work processes get interrupted. So, how does one handle out-of-office periods, especially during Christmas and New Year?

In this guide, we will talk about out-of-office emails, explore their types and creation steps, and review catchy examples. You’ll also get tips on increasing customer satisfaction and ensuring that tasks are handled timely, even when you are away. Let’s dive into the topic.

What is an out-of-office email?

An out-of-office email is a message that is automatically sent to anyone who contacts you when you are away from work. However, before you associate an automatic email with a generic one — don’t.

A good out-of-office (OOO) message not only informs people of your absence and provides them with alternative contacts but also shows your dedication toward work, especially during holidays. According to a recent study, 6.8% of emails from a studied million in the last two weeks of December were OOO messages.

Some problems are time-sensitive, where the recipients require immediate assistance, irrespective of the circumstances.

Types of out-of-office emails

Depending on your target audience, out-of-office emails can be classified into two types:

1. Customer-based: This type of OOO message is sent to your clients and often provides actionable steps, such as whom to contact or how to address common issues.

   

2. Team-based: Your colleagues expect to receive information on task delegation, start and return dates of your travel, and emergency contacts if immediate assistance is required. You can also share access to your work with those taking on your responsibilities.

   

How do recipients benefit from out-of-office emails?

Being ghosted in work communication is another level of frustration. Did the email get lost, ignored, or bounced? Personally, I would hate to second-guess, as I expect people to be available at all times unless stated otherwise.  

An out-of-office message template can reduce negative experiences by highlighting the start and end dates of the travel or emergency contacts and simply informing people regarding your absence. According to a recent study, 58% of 1,000 British employees used OOO messages with a single purpose — to notify colleagues — while 49% used them to provide alternative contacts.

(Source: Preply)

How do senders benefit from out-of-office emails? 

Out-of-office messages may not always revolve around the recipients. Sometimes, these notifications are about the sender. How is that? A recent US survey proved that only 33% of 5188 employees did not respond to messages sent outside their availability. This leads us to a question: How does one balance their work and personal lives? 

It appears that some do not. More than 4.1 million Canadians felt highly stressed at work, mentioning the struggle to find a balance as a top reason. In such cases, out-of-office emails can positively impact the away time by setting boundaries and notifying everyone that you are off work.

How do different generations perceive out-of-office time?

Clearly, people still try to find a silver lining between building a career and maintaining an enjoyable life. So, how do different generations manage it, and how do OOO messages fit in? Let us have a look at Dojo's findings to compare the perceptions of work and out-of-office time:

• approximately 86% of Gen Zers get emails while out of the office; 
• approximately 74% of millennial bosses find it acceptable to contact their team outside of work. For the boomers, the number increases to 76%, leaving Gen Xers behind, with 67% of those who write to their employees when they are out of office;
• Gen Zers are usually contacted outside their office hours up to 7 times a week.

Out-of-office emails are a way to separate work from life, and recently, these attempts have received a shade of fun and boldness. This leads us to the next section — humor in OOO messages.

Humor in out-of-office messages

Adding an element of humor to out-of-office emails is becoming common, but different generations perceive this differently. Could dropping your professional tone lead to disciplinary or verbal warnings? It appears that yes:

• approximately 21% of managers find humor in out-of-office communication unprofessional;
• approximately 3% of leaders would even give a disciplinary warning as they expect emails to be formal.

In contrast, 27% of Gen Zers believe that writing out-of-office emails is fun, so the impact depends heavily on the people you work with. Before sending a fun message, consider whether it is relevant and fits your brand communication.

Steps to writing an out-of-office email

Considering the definitions and peculiarities of out-of-office emails, we can move on to the creation steps.

1. Choose the audience

The content and tone of voice of out-of-office messages can vary depending on your target audience: colleagues, business partners, or clients. Knowing your target audience will help you clearly define the information to include and the tone to use.

Always consider generation gaps and different perceptions of humorous elements. Adjust your out-of-office template to the audience rather than forcing them to get used to your habits.

2. Pick tone of voice

A professional tone works better when writing an out-of-office email to clients, especially if they are seeking help. Personally, I’d be frustrated to see a joke in an auto-response to an email about a technical issue. 

The same goes for team-based out-of-office emails. After all, an OOO message is still part of the work, so it should align with the communication rules.

3. Consider the details recipients need

Out-of-office emails shield you from unnecessary questions, but only when they are appropriately drafted. Think of the common questions you get asked or the ones you have when someone is out of office.

If any events or tasks are getting rescheduled due to your unavailability, add specific dates and double-check your calendar.

4. Enhance the text with AI

Even if copywriting skills are not your strongest side, you can still create catchy out-of-office messages. With Stripo’s AI assistant, you can save hours while sticking to the required tone of voice and design. 

Here’s how you can do it from the inside of the template builder:

1. Add a text module.
2. Hover over the text and click on three dots.
3. Choose “Improve with AI.”
4. Enter the prompt and wait until AI generates a text.

You can also check the grammar, make your message shorter or longer, translate it into different languages, or change the tone of voice — anything that can speed up the email design.

5. Add emergency contact information

Emergencies occur whether we like them or not. The last thing I’d want after out-of-office time is to return to work chaos, so adding emergency contact information is a thoughtful touch.

You may also outline situations that need immediate assistance to ensure maximum clarity.

6. Test compatibility with email providers

This section is for those who prefer HTML out-of-office email templates over standard text templates. Email client testing ensures that your message is reflected correctly, irrespective of the layout. 

With Stripo, you do not need to check each provider manually, as we have integrated an email testing tool. You can preview different out-of-office templates without leaving the account tab. Here is how you can do it:

1. Open the out-of-office template you’d like to test.
2. Click the Test button in the upper part of the screen.
3. Go to the Email Clients tab.

   

4. Confirm and test.

Stripo will check whether your out-of-office template is compatible with different devices and providers.

Best practices for out-of-office emails

After carefully studying the reasons behind sending out-of-office emails and the creation steps involved, we have slowly gotten to the best practices. What are the approaches to follow, and which ones should be avoided?

Let’s find out together.

Balancing professionalism with personalization

A recent study showed that 50.4% of 1,000 British employees received an OOO message they perceived as inappropriate. This is our reminder to consider a balance between maintaining professionalism and personalizing out-of-office email templates. Let’s compare two examples to see the difference:

1. “Hello. I am out of the office until January 2nd. You can contact Sarah Styles for assistance with cases related to external disputes or BBB threats.”
2. “Hi, and thanks for your message! I’m currently out of the office until January 2nd. For any urgent matters, please reach out to Sarah Styles. Otherwise, I’ll get back to you no later than January 2nd by 5 p.m.
   You may also use my emergency phone – 123456789, should any questions about disputes or BBB threats arise.”

The first variant appears standard at first. However, after a look at the second variant, you spot the missing personal details: emergency contacts and the date by which the person can expect your reply. This out-of-office option is informative and leaves fewer questions unanswered.

Out-of-office emails as a branding tool

Each out-of-office reply is an extension of your company, so it should align with the brand. If you are unsure what elements to include, this list might be helpful:

• stick to the company’s tone of voice: If all external and internal communications are formal, your out-of-office email message should also be formal. It is easier for your clients to associate an email with a company, even if it is an auto-reply;
• on-brand visuals: Some companies require adding signatures to all emails, including automatic replies such as out-of-office. If you use HTML templates, stick to the brand colors, fonts, and styles to ensure brand consistency.

Out-of-office email examples

Examples of out-of-office message templates conclude this guide. I have created a few away-from-office examples for different audiences so that you can choose the best fit. 

You may use these as a foundation or a source of inspiration.

Customer-based out-of-office templates

Hi there, and thanks for reaching out! 

I’m currently away from the office until {Return date} and have limited access to the platform. While I’m gone, my colleagues from our {Team name}, {Colleagues names}, are here to help. 

If you need immediate assistance, please contact them anytime at {alternative contacts}, and they’ll respond promptly to any questions.

I have also prepared a quick overview of your account and possible concerns.

[CTA: Review a platform guide]

Otherwise, I will message you back when I return, so feel free to ask any questions.

Team-based out-of-office template

Hello, and thanks for your message!

I’m currently out of the office until {Return date}, but to ensure timely task management, you can reach out to the alternative contacts based on your inquiry:

1. Project X updates: Contact {Colleague’s name} at {Alternative contact information}. They’re fully informed of the processes and can help you.
2. Budget approvals: {Colleague’s name] will handle these. Email them at {Alternative contact information}.
3. Daily operations: {Colleague’s name} will manage operations. You can reach them at {Alternative contact information}.

For any urgent matters, please use my emergency contact details:

1. Phone number: (123)4567898 
2. Email: example@email.com

Otherwise, I will reply when I am back {Time to expect a response from you}.

Out-of-office template with elements of humor

Hello, and thanks for reaching out! 

Luckily for me, I’m currently out of the office, taking some time to recharge my inner batteries. I’ll be back on {Return date}, ready to handle any concerns. 

Until then, please email my colleagues for any project-related information:

1. Ongoing design questions: {Colleague’s name} handles everything and can answer any questions. You may shoot them a message at {Alternative contact information}.
2. New project questions: {Colleague’s name} is in control of new projects and concerns related to them. Shoot them an email at {Alternative contact information}.

That’s it, and I hope you find the answers you have been looking for. I’ll be back. Cheers for now.

Wrapping up

Whether it is a way to draw boundaries or provide alternative contact details, out-of-office emails are a great addition to communication. Considering generation differences, the target audience, and brand styles will help you create effective out-of-office replies and invest in positive experiences. 

I hope this guide has inspired you to craft some templates. Good luck!