Score points with a good out-of-office note: here are our templates for your out-of-office note

To quote Watzlawick: "You can't not communicate". So a well-worded out-of-office note could easily be considered a minor matter. But the truth is that these automatic responses - used correctly - can have an amazing effect on the perception of professionalism and efficiency of your communication and even on customer satisfaction.

If you are not available, everyone should know. The term "out of office note" seems somewhat anachronistic in a digital world, and yet it is an important part of precisely this digital communication. This way, colleagues, customers and business partners know immediately that someone is "off" and cannot be reached by email and you have to be patient or contact a substitute. A complete and eloquently worded out-of-office message will contain all the relevant information and present the absent sender in a professional manner.

Quick and to the point

Out of office notes are often used to ensure that important information is not lost when someone is away from the office or on a business trip. They can also help to avoid misunderstandings by making it clear who is responsible for certain tasks or requests during the recipient's absence.

Don't forget anything important - you are not present

An absence note should contain the following elements:

1. Date and duration of absence: It is important to specify the period during which the recipient is unavailable.
2. Reason for absence: If it is a planned absence, such as a vacation, it may be helpful to state the reason. If it is an unexpected absence, such as illness, it may not be necessary to state the reason.
3. Substitute: It is important to specify who is responsible for certain tasks or requests during the recipient's absence. A contact person with name and contact details should also be specified here.
4. Reachability: It is helpful to indicate whether the recipient can be reached during their absence and how they can be contacted. If the recipient cannot be reached, this should also be made clear.
5. Acknowledgments: A polite thank you note for the patience and understanding of the recipient can present the sender in a professional manner.

Absence note templates

Tastes are different, the content is the same. Here are three templates in slightly different tones ready for you to insert into your mail program.

1) Precise formulations always fit

Subject: Absence note

Dear Sir or Madam,

I will be absent and unavailable from [start date] to [end date]. For urgent matters, please contact [colleague first name] [colleague surname] at [colleague e-mail] or [colleague telephone number].

Yours sincerely,
[first name] [surname]
[company name]
[address]

2) A more flowery and eloquent formulation is possible

Subject: I am currently out of the office

Dear business partners and friends,

Thank you for your message. I will be on vacation from [start date] to [end date] 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.

Should you require urgent support, my colleague [colleague first name] [colleague surname] will be happy to help you at [colleague email] or [colleague telephone number].

Thank you for your understanding and I look forward to being there for you again soon.

Best regards,
[first name] [surname]
[company name]
[address]

3) More informal wording that also uses emojis

Subject: 🌴 Out of office note 🌴

Hello!

Thank you for your message! 📧 I'll be out of the office from [start date] to [end date] and am enjoying a little break. 🏖️ I will process your email as soon as possible after my return.

If it is urgent, you are welcome to contact my colleague [colleague first name] [colleague last name] in the meantime. You can reach him at [colleague email] or [colleague phone number].

See you soon and best regards,
[first name] [surname]
[company name]
[address]

Of course, you should adapt these templates as required and fill them in with personal and company-specific information.

Even more tips for an effective out-of-office note

Clarity and brevity

A good out-of-office note should be clear and precise. It should tell the sender immediately that you are not available and indicate the duration of your absence.

Offer alternatives

Make sure that you offer an alternative for urgent requests, either by naming a contact person or by specifying an alternative communication channel.

Friendly tone

Even if your message is automated, it should maintain a friendly and professional tone that reflects your company culture.

Observe data protection

Take care not to disclose any sensitive information. The provision of contact details should be agreed with the person concerned.

The history of the out-of-office note

The idea of automatic email replies goes back a long way in the history of the internet. Even in the early days of ARPANET, the forerunner of the Internet, there were programs that generated automatic responses to messages. However, the first documented form of an out-of-office message in modern e-mail systems was not used until the early 1980s. Since then, the out-of-office note has become an indispensable tool in the arsenal of business communication.

Conclusion

A well-worded out-of-office note will help to avoid misunderstandings and present the recipient in a professional manner. It is important to include all relevant information, including the date and duration of the absence, the reason, substitution and availability.