What we learned from a 4-Day work week experiment
Last summer we ran a 4-day work week experiment called Summer Fridays. Read how it went and (spoiler alert) why we're doing it again this year.
When you’re getting ready to finally take some time off and relax, setting up an out of office email message probably isn’t your top priority. But using an out of office message conveys professionalism and keeps everyone in the loop about why you’re not responding to emails.
Before you head out the door for your time off, draft and schedule a quick out of office message using the guide below.
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An out of office (OoO) is an automatic email response telling your contacts that you’re unavailable but will be back at a specific date or time. They’re also known as auto-responses or vacation responders.
Anyone who emails you during your time off will immediately receive your out of office message in response.
Generally, you should use an out of office message whenever you’re taking time off and won’t be able to offer timely responses to emails. If you’re only going to be away from your desk for a day, like for a meeting in another building, an out of office message may not be necessary. For example, setting up an OoO message to take a long lunch is probably overkill. But for absences longer than a day, using an out of office is the way to go.
Some situations in which you might want to use an out of office message include:
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Your out of office message doesn’t need to be anything fancy. The important information to include is:
Many people include the reason for their absence, but it’s up to you whether or not you include that information. If you want people to be able to reach you in case of an emergency, add some instructions on how to do that. Depending on your company culture, you can decide whether you want your OoO message to be fairly cut and dry, or include a more personal voice and done. You may even decide to include some light humor in your OoO message, if appropriate.
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You have plenty of flexibility when crafting your out of office message, but there are some things you should avoid. Try not to include the following:
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Set up your out of office message directly in Gmail by following these steps:
Your new out of office message will automatically be sent as a response to people who email you during your specified dates. You can edit or turn off your OoO message at any time in your Gmail settings.
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If you’re still not sure exactly what your out of office template should look like, start with one of these templates.
Subject: Out of Office: [Your Name]
Hello,
I'm currently out of the office until [end date] and will have limited access to email. If you need immediate assistance, please contact [colleague's name] at [colleague's email address].
I'll look forward to catching up with your email upon my return. Thank you for your understanding.
Best regards,
[Your Name]
Subject: Out of Office: Taking a Break
Hey there,
Thanks for reaching out! I wanted to give you a heads up that I'm currently on vacation and taking a break from work. It's time for me to recharge, relax, and spend quality time away from the daily hustle.
During this period, I won't be checking my email regularly, so my response might be delayed. But don't worry, I'll make sure to catch up with you as soon as I'm back in action on [return date].
If there's something urgent that can't wait, please feel free to contact [colleague's name] at [colleague's email address]. They'll be happy to assist you while I'm away.
I appreciate your understanding and patience. Thanks for your support!
Best regards,
[Your Name]
Subject: Off on an adventure - Out of Office!
Hey there,
Just a heads up, I've temporarily traded my desk for a beach and my laptop for a piña colada. Yep, you guessed it—I'm on vacation!
From [start date] to [end date], I'll be living the dream, but unfortunately not checking my email. If it's urgent, please seek help from our awesome team at [colleague's email address]. They'll come to the rescue faster than a seagull swooping in for a sandwich.
As for me, I'll catch up with you as soon as I'm back, hopefully with a tan and a suitcase full of unforgettable memories.
Cheers,
[Your Name]
Subject: Out of Office: [Holiday]
Hello,
Thanks for your note. I’m currently out of the office for [holiday] and will return after the holiday. I’ll look forward to catching up with you when I return on [date].
Thank you for your understanding and enjoy the holiday!
Best,
[Your Name]
Subject: Automatic Reply: [Conference/Work Function Name]
Hello,
Thank you for your email. I'm currently attending [Conference/Work Function Name] and will be unable to respond immediately. I'll be back in the office on [return date] and will get back to you shortly after.
Best regards,
[Your Name]
Subject: New Baby Arrival - Out of Office Reply
Hello,
I have some exciting news to share! Our family has just welcomed a new addition. As a result, I am currently on parental leave, fully focused on our little one.
During this time, I won't be available to respond to emails promptly. I appreciate your understanding and patience.
I’ll be returning to work on [date]. For assistance in the meantime, please contact [colleague's name] at [colleague's email address]. They will be happy to help.
Thank you for your support!
Best regards,
[Your Name]
Subject: Out of Office: Sick Leave
Hello,
I wanted to inform you that I am currently on sick leave and will be unable to respond to emails promptly. I apologize for any inconvenience caused.
Thank you for your understanding.
Best regards,
[Your Name]
Subject: Sabbatical: Out of Office Reply
Hello,
Thank you for your email. I am currently on a sabbatical, taking some time for personal growth and rejuvenation. During this period, I will have limited access to email and may not be able to respond promptly.
I’ll be returning from sabbatical on [date]. If your matter requires immediate attention, please reach out to [colleague's name] at [colleague's email address]. They will be able to assist you in my absence.
For any non-urgent matters, I will respond to your email upon my return from sabbatical. I appreciate your understanding and support.
Thank you and have a wonderful day.
Best regards,
[Your Name]
Subject: Family Leave: Out of Office Reply
Hello,
Thank you for your email. I am currently on family leave, prioritizing dedicated time with my loved ones. During this period, I will have limited access to email and may not be able to respond promptly.
For any urgent matters, please reach out to [colleague's name] at [colleague's email address]. They will be available to assist you in my absence.
For non-urgent matters, I will respond to your email upon my return from family leave. I appreciate your understanding and support as I devote this time to my family.
Thank you and take care.
Best regards,
[Your Name]
Subject: Taking Mental Health Time Off: Out of Office Reply
Hello,
Thank you for reaching out. I wanted to let you know that I am currently on mental health time off, prioritizing my well-being and self-care. During this period, I will not be checking my emails.
If you require immediate assistance, please contact [colleague's name] at [colleague's email address]. They will be able to provide support in my absence.
For non-urgent matters, I will respond to your email when I return, feeling refreshed and ready to engage. I appreciate your understanding and respect for this important time for self-care.
Thank you for your support.
Best regards,
[Your Name]
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Including a colleague’s contact information in your OoO message is a great way to ensure you don’t leave your contacts hanging during your absence. But if you’re already in the middle of a conversation, it’s inconvenient for your contact to catch your colleague up on everything. Fortunately, you can solve for this with Streak.
With the free Streak extension, share emails in pipelines with your team members so they can catch up on conversation history and review context of deals, candidates, and other opportunities.
Once you share emails in Streak pipelines, your team can view and reply to your emails even if they’re not a recipient on the thread.
While you’re out of the office, this feature allows your team members to help with urgent messages you receive. They won’t need a recap of the situation — the whole email thread is there for them to review and use to find a solution. Your team members' emails will show up in your thread so you know exactly what happened in your absence.
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No one likes to send an email and wait for days, wondering whether they’ll ever get a response. When you’re going to be unavailable, keep everyone up-to-date with an out of office message. Choose one of our templates or draft your own message, set up the vacation responder in Gmail, and rest easy knowing your contacts will have the info they need while you’re gone.
Now go enjoy your well-earned time off!
Want to let your team reply to emails in your inbox while you're out of office? Learn more about Streak's team email sharing and Reply All feature.