The 5 Out of Office Email Templates Every Professional Needs

In this day and age, it’s common courtesy to put in place an out of office (OOO) email if you won’t be able to respond to messages in a timely fashion, even if you have a coworker who’s agreed to cover for you. Whether you’re out with a nasty cold, at a training seminar, attending a conference or tradeshow, on vacation, or away from the office for a longer period (on parental or sick leave, for instance), using an email autoresponder to let people know of your lack of availability is a must.

But when it’s time to put an out of office email together, many professionals don’t know where to begin. What information needs to be included? How long should the email be? Are there any security risks to be aware of when using an auto reply email template?

Instead of leaving you to scour the internet for a sample out of office email that meets your needs, we’ve put together a few out of office email template ideas that are appropriate – and safe – for several common scenarios.

Out of Office Email Template #1 – Sick Day

Out of Office Email Template #2 – Training Seminar

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Out of Office Email Template #3 – Conference/Tradeshow

Out of Office Email Template #4 – Vacation

Out of Office Email Template #5 – Long-Term Absence

Regardless of which OOO email example you choose, you must walk a fine line between informing customers, vendors, and coworkers of your absence and guarding against potential security concerns. When naming a contact who will answer requests while you’re out, avoid identifying their title and do not label them as your supervisor or boss.

One final tip: whether you’re out of the office at a training seminar or on a cruise in the Caribbean, try not to stress over your inbox. You’re out of office email is serving its purpose, so focus on your work-life balance and don’t worry about the emails you might be missing.