How to write an effective out-of-office holiday message

You’ve worked hard and you’re looking forward to putting your feet up and having a well-earned rest during the holiday period. But before you leave the office behind, take time to write an out-of-office holiday message.

Your message will tell anyone who emails you that you’re away and unable to respond to them until you return. Just like when you sign up to get email alerts for jobs, your message will be automatically sent to your recipients once you set it up. These tips can help you write a clear and informative out-of-office holiday message so you can keep people informed and enjoy your time off.

What to include in your out-of-office message

Here are some common elements of out-of-office holiday messages:

A greeting

A greeting helps you establish a connection with your recipient. You could use any greeting you’d usually give in a standard email or when meeting someone at work. As you may be unsure of your recipients, it’s best not to include your name as you would in a regular email. Generic terms, such as sir, madam, or customer, can seem impersonal, so many people prefer not to use them.

A statement that you’re out of the office

Your message should clearly state that you’re out of the office and won’t reply as promptly as you would during normal business hours. You might note, for example, that the office has shut down for the holiday period or that you’re taking leave. Giving a clear reason for your absence lets your recipient know why there’ll be a delay in responding to them.

An apology to your recipient

Apologizing to your recipient for the delay in responding to their message can help them feel better about the inconvenience. Adding an apology to your auto-reply holiday message shows you’re a caring professional who empathizes with their situation. Your recipient may be more likely to wait patiently for your reply rather than taking their issue to someone else.

Your return date

Including your return date to the office lets your recipient know when they can expect a reply to their email. If you expect a lot of emails on your return, you might state that you’ll respond to all emails within the next few business dates. Giving this clear timeline tells your recipient what to expect and takes the pressure off your return.

An alternative contact, if appropriate

Try to include alternative ways for your recipient to get a response. For example, if you’re going on vacation but the office is open, you could provide the details of another contact. If you’re open to contact during your break, you could leave your cell phone number for urgent matters.

A sign-off

A sign-off brings your email to a close. As with your greeting, use a sign-off that suits the tone of your email. You can follow this with your name. You might also add your job title, especially if you work for a large firm or receive emails from people who don’t know you well.

What to exclude from your out-of-office message

As your message will automatically respond to anyone who sends you an email, you shouldn’t include information that you wouldn’t tell a stranger. Leaving this sensitive information out of your holiday email auto-reply helps you maintain your privacy. Information you may want to exclude from your away-on-holiday message may include:

The address and phone number of your holiday destination
The names and contact details of people you’re vacationing with
Your cell phone number if you don’t have a dedicated business phone
Your landline number if you’re staying at home

You should also leave out anything that people may view as unprofessional. While an out-of-the-office message can be humorous, it should only include jokes you’d happily make in front of your boss. You may feel thrilled to get some time away from work, but you should avoid making comments that might offend your team or the business.

Examples of out-of-office holiday messages

These examples of out-of-office holiday messages can help you structure your own. Consider your audience and the business’s corporate culture carefully when deciding the right tone for your automated away-on-holiday message.

Formal out-of-office message

A formal out-of-office message might be appropriate if you work in a corporate environment, such as a government office, financial institution, or healthcare provider. People often leave formal out-of-office messages when they receive emails from customers and need to make a professional impression. A formal out-of-office message uses corporate language and a neutral, respectful tone. Here’s an example of a formal message:

Greetings,

Thank you for your email. Unfortunately, I am away from the office for the holiday period. I will return to the office on July 6 and respond to your email no later than July 9. If your matter is urgent, you can call me on my cell phone at (354) 464-0948. Thank you for your patience.

I hope you enjoy the holidays,

Sincerely,

Lee Arthur
Sales representative

“Consider your audience and the business’s corporate culture carefully when deciding the right tone for your automated away-on-holiday message.”

Funny out-of-office message

A funny out-of-office message may be more appropriate if you work in a relaxed office environment, such as a marketing firm, record label, or bar. You might also adopt a humorous tone if you mostly receive emails from business contacts you have a personal relationship with or if your business’s branding relies on humor. A funny out-of-office message has a much warmer tone and uses colloquial language and inoffensive jokes. Here’s an example of a funny out-of-office holiday message:

Hi there,

Thanks for reaching out. I’m sorry, but I’m not there right now because I’m spending the holidays with family down South. However, you can leave a message at the beep. I’ll be back in the office on Jan. 10 and promise to email you once I’ve defrosted.

Stay cool,

Jordan Brown

A professional, friendly out-of-office message

A professional, friendly out-of-office message strikes the balance between formal and humorous messages. It’s much warmer than a formal message but less irreverent than a funny one. Casual language is appropriate for these messages, but they usually don’t have jokes or slang terms. Here’s an example:

Hi,

Apologies for missing your email! I’m currently out of the office for the holiday break and will get back on January 5th. Until then, my colleague Luca Brunetti is happy to answer any pressing messages on my behalf. If your email is time-sensitive, please forward your message to lbrunetti@email.com. Otherwise, you’ll hear from me on my return. Thanks for understanding,

Sending best wishes,

Kelly Richards

Holiday-specific out-of-office message

You may like to create away messages that reflect the specific holiday you’re celebrating. Depending on the holiday, your recipients, and the company policies, you may like to refer to specific holidays or use more inclusive language sensitive to different cultural beliefs. Here’s an example of a Christmas out-of-office message:

Season’s greetings,

Thanks for your email. Unfortunately, our office is now closed for the festive period. I’ll be sure to respond to your email when we return on Jan. 3. Thanks for your patience and support this year.

Sending peace and goodwill,

Steph Williams
Accounts Manager

Once you set your out-of-office holiday message, it’s time to enjoy your break, content in the knowledge that your contacts won’t expect you to reply to their emails until your return.