Writing an out-of-office note - don't forget these points
Out-of-office notes are pre-formulated replies to incoming emails that are automatically sent by the email program. They help to maintain the flow of communication and avoid misunderstandings or delays. In addition, senders know that they cannot expect a reply within a certain period of time. This shows professionalism and a willingness to communicate, thereby creating trust.
You should always set up out-of-office notes when you are unable to access your emails - whether because you are ill or on vacation. vacation vacation, on a business trip or on parental leave. Even if you work part-time work or if it's a public holiday you should set up an absence note.
An absence note must contain the following elements:
- Subject: The recipient of your note should be able to see immediately what to expect:
- Out of office note
- Notification of absence
- Out of Office
- Automatic response: Not available until [date]
- Salutation and thanks: Greet the sender and thank them for the message:
- Dear Sir or Madam, Thank you very much for your e-mail, which reached me in your absence.
- Hello, thank you for your e-mail.
- Date and duration of absence: State the exact period of your absence - you do not have to state the reason. However, a reason can provide transparency for longer absences.
- I am not available from DD.MM. to DD.MM. You can reach me again by e-mail from DD.MM.
- I am currently on parental leave and am devoting myself entirely to my family. You can (probably) reach me again by e-mail from DD.MM.
- I am currently on a sabbatical. You can reach me again by e-mail from DD.MM.
- Forwarding: Inform the sender whether the message will be forwarded or not:
- Your message will not be forwarded or read.
- Your message will be forwarded to my colleague [first name last name], who will stand in for me during my absence.
- Representation: If you are standing in for a colleague during your absence, you should state the exact name and contact details.
- Please contact my colleague [first name surname] with your request. You can reach him/her by e-mail [e-mail address] or by telephone [telephone number].
- Final formula: You can end the out-of-office note with a standard closing formula:
- Yours sincerely,
Surname and first name
E-mail signature
- Yours sincerely,
Out of office note in Outlook - how it works on the desktop
Outlook is still the standard program for sending emails. Here we show you how to set up an automatic out-of-office message for the desktop version of Outlook.
- Open Outlook and select "File" in the top navigation.
- Click on "Automatic replies (Out of office assistant)".
- Select "Send automatic replies".
- Activate the period in which you are absent by ticking "Only send during this period" and setting the start and end time.
- Create your message:
- Within your organization:
- Enter the text for colleagues within your organization. This text can be more informal and contain special information that is only relevant for employees.
- Outside your organization:
- Switch to the "Outside my organization" tab and create the message for external contacts.
- Within your organization:
- Optional settings:
- You can also select whether the message should only be sent to your contacts or to all external senders.
- Click on "OK" or "Save" to activate the out of office note.
Out of office note in Outlook - how it works with Office 365
If you are using the browser version of Outlook, proceed as follows:
- Register with Outlook.com or Office 365.
- Click on the gear icon (Settings) at the top right and select "Show all Outlook settings".
- Go to "E-mail" and then to "Automatic replies".
- Activate "Send automatic replies".
- Defining the time period:
- Activate "Send replies only during this period" and enter the start and end time.
- Compose message:
- Enter the text for your out-of-office message.
- You can also set up separate messages for internal and external contacts here.
- Additional options:
- You can choose whether the replies should be sent to all or only to your contacts.
- Click on "Save".
Out of office note in teams
Teams automatically synchronizes with your Outlook calendar and your automatic replies. If you have already set up an out-of-office note in Outlook, it will also be displayed in Teams. If you only want to set up an out-of-office note in Teams, proceed as follows:
- Open Microsoft Teams.
- Click on your profile picture or your initials in the top right corner.
- Select "Set status message".
- Enter your out-of-office message.
- Check the box "Show this message during my absence".
- Select the duration for which the message should be displayed. You can either select a preset duration or set a custom date and time by clicking on "Set custom period".
- Click on "Done" or "Save" to activate the out of office note.
Absence note templates - formal and informal
Tastes are different, the content is the same. Here are three templates in slightly different tones - ready to insert into your mail program.
1. precise formulations always fit
Subject: Out of office note
Ladies and Gentlemen,
Thank you very much for your e-mail. I will be absent from [DD.MM] to [DD.MM] and cannot be reached. Your message will not be forwarded or read. For urgent matters, please contact [first name last name] at [e-mail] or [telephone number].
Yours sincerely,
[first name last name]
[company name]
[address]
2. more flowery and wordy
Subject: I am currently out of the office
Dear business partners and friends,
Thank you for your message. I will be out of the office from [DD.MM] to [DD.MM] and will not be able to answer any e-mails during this time. However, your request is important to me and I will get back to you as soon as possible after my return.
If you need urgent assistance, please contact my colleague [first name last name] at [e-mail] or [telephone number].
Thank you for your understanding and I look forward to being there for you again soon.
Best regards
[first name last name]
[company name]
[address]
3. more informal formulation
Subject: Out of office note
Hello!
Thank you for your message! I will be out of the office from [DD.MM] to [DD.MM] and am enjoying a little break. Your e-mail will not be forwarded. I will process it as soon as possible after my return.
If it is urgent, you are welcome to contact my colleague [first name last name] in the meantime. You can reach him at [e-mail] or [telephone number].
See you soon and best regards
[first name last name]
[company name]
[address]
Customize these templates according to your needs and fill them with your personal and company-specific information.