It’s everyone’s favourite time of the year — holidays!
But hold up… before we all jet off on our much awaited annual vacations, we’ve got to get the administrative stuff out of the way. That way, you can really enjoy a peaceful and relaxing holiday without being bombarded by endless messages, emails and calls.
Regardless of whether you like sticking to something simple and straightforward, or have a little fun with your out-of-office message, we’ve got some handy templates here for you. All you have to do is make sure the basics are covered — why you are away, how long you will be gone for, alternative contact details to reach out for immediate assistance or urgent matters, and any other helpful instructions.
We’ve crafted two versions of out of office message templates that you can use for different situations — depending on whether you work in a no-nonsense environment or whether you have an easygoing work culture where you can inject a little personality and humour. Oh and of course, please customise them to your needs where necessary!
In our factsheet, we cover:
Download the factsheet now to access these templates and bonus tips on how to efficiently manage office shutdowns.
If you’re going to be away from your desk for an extended period of time — say on a vacation, sick leave, or just taking a day off, it’s considered proper work etiquette to set an out of office message. These messages help to ensure that your team and the business continues to run smoothly until you return; otherwise, people might take things the wrong way when they don’t get a response from you.
Out-of-office messages are essentially automatic email replies that notify your colleagues and contacts of your absence if they need to contact you for work. That way, they’ll be aware of the dates you’ll be away for, and won’t be expecting an instant response from you.
Setting an out-of-office message also does wonders for your mental health. When you’re clear about your vacation dates and how you won’t be checking your inbox or responding to emails, you’ll be able to get the proper rest your mind and body needs.
Thank you for your email. I’m away on annual leave from [date] to [date], for [reason]. Please expect a delayed response from me as I won’t be actively checking my inbox during this period.
If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone number, etc.]. Otherwise, I’ll get back to you as soon as possible when I return.
I am currently out-of-office and sipping cocktails on a beach somewhere. I won’t be answering emails until I’m back on [date].
In the meantime, here are some fun facts to keep you busy:
If you need urgent assistance, reach out to [name of colleague + their job title] at [email, phone number, etc.]. If you can wait, then enjoy these fun facts and I’ll get back to you when I can.
The annual Christmas break usually entails office closures for some companies. But because it’s not a universal practice, it’s always good to be accountable to your customers and clients. They may not be aware that your office will be closed and might need help while your team is out.
Business never stops — so it pays to be proactive and inform your customers regarding when you won’t be available, well in advance. It shows that you care, and also provides a great opportunity to re-engage them.
As you know, the festive season is arriving and we are all eagerly looking forward to the holidays.
This email is to inform you in advance that our office will be closed from [date] to [date]. Our team will be taking this time off to spend the wonderful holiday season with their families and friends.
During this period, we may take longer than usual to reply to your messages. For general inquiries, feel free to check out our [insert link to Help Centre] while we work through our support tickets. If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone number, etc.].
We’ll be returning on [insert date] and will immediately review any outstanding issues.
Merry Christmas and happy holidays!
It’s our favourite time of the year, which means our team is currently out of the office from [date] to [date] — chugging mugs of cocoa, feasting on gingerbread cookies, and attempting to finish as many holiday movies as they can with family and friends.
We’ll be back up to speed on [date] and will respond to your message then. If you need immediate assistance, please send an email to [name of colleague + their job title] at [email, phone number, etc.] so that the other elves in this workshop can help you out.
Happy ho ho holidays!
These generic email templates can be used whenever you have public holidays throughout the year.
Want to know more? Check out our handy public holidays factsheet here.
Our business will be celebrating [public holiday] this month, so we will be out of office on [date].
For this reason, we will be slower to respond than usual. You can check out our [insert link to Help Desk] if you have any urgent questions, but rest assured we’ll get back to you as soon as we return.
Thank you for your kind understanding.
Thanks for your email. I’m currently offline due to [public holiday], returning on [date].
While I won’t be leaving the country, I will still be completely disconnected from my inbox until my return. If you require immediate assistance, please send your email to [name of colleague + their job title] at [email], and they will be able to assist you.
These generic email templates can be used whenever you have public holidays throughout the year.
Want to know more? Check out our handy public holidays factsheet here.
Our business will be celebrating [public holiday] this month, so we will be out of office on [date].
For this reason, we will be slower to respond than usual. You can check out our [insert link to Help Desk] if you have any urgent questions, but rest assured we’ll get back to you as soon as we return.
Thank you for your kind understanding.
Thanks for your email. I’m currently offline due to [public holiday], returning on [date].
While I won’t be leaving the country, I will still be completely disconnected from my inbox until my return. If you require immediate assistance, please send your email to [name of colleague + their job title] at [email], and they will be able to assist you.
Please be informed that our office will be closed from [date] to [date] for the Chinese New Year holidays. Business will resume on [date].
For urgent matters, please email [insert email] or contact us at [insert phone number].
Wishing you a prosperous Lunar New Year!
Please be informed that our office will be closed from [date] to [date] for the Deepavali holidays. Business will resume on [date].
For urgent matters, please email [insert email] or contact us at [insert phone number].
May you all enjoy a happy and blessed occasion with your families and loved ones.
Please be informed that our office will be closed on [date] in celebration of National Day. Business will resume on [date].
For urgent matters, please email [insert email] or contact us at [insert phone number].
Happy National Day to you!
Please be informed that our office will be closed from [date] to [date] in celebration of Hari Raya Haji. Business will resume on [date].
For urgent matters, please email [insert email] or contact us at [insert phone number].
Happy Hari Raya Haji! We wish all of our Muslim friends a Happy Eid with their families and friends.
Now that you’re armed with all these ‘office closed for holiday’ message templates, what’s left to worry about? Download our factsheet today to access our full suite of templates, and learn more about how you can efficiently manage holiday shutdowns.
Managing annual leave doesn’t have to be complicated or confusing. All you need is a great HR software that does the work for you — while you reap the benefits of structure, efficiency and productivity.
Employment Hero does all that and more for you and your business, with the click of a button. Say goodbye to mindless admin work today, and bask in all the holiday cheer!
For more helpful tips, check out our Guide to Leave Management.
Download the factsheet now to access these templates and bonus tips on how to efficiently manage office shutdowns.
