How to Write an Out of Office Email

Going on vacation? Good!

Now set your automatic replies so you don’t have to worry about people trying to contact you when you’re recharging.

How to write an Out of Office Email:

Subject: “Name Out Of Office Jan 1-3”

Start with a greeting to your general audience,

Clearly state the dates that you are out of office, and how much communication you can allow. Maybe you’ll have a small window for meetings, or maybe you’ll only respond to urgent requests. Set limits and keep them.

Have a follow-up contact or information for ongoing projects that you may need to be part of, but won’t require your immediate attention. This is also helpful because it tells your audience that things are being handled, and this contact can also tell YOU if it’s actually urgent.

Thank them and sign off.

Example Vacation Responder:

Subject: GPSA VP-EDI Out of Office (Jan 3-9)

Hello Campus Partner!

I am Out of Office from Monday January 3rd to Sunday January 9th, and will not be responding to emails or meeting invitations.

If this is an urgent request, please contact our VP of Campus Affairs Dr. Person at Email.

Thank you!

Hema Kopalle

Example Role Transition Email:

Subject: Reminder: GPSA VP-EDI Role Transition (Jul 02-09)

Hello Campus Partner!

I'm Hema Kopalle, taking on the GPSA Vice President of Equity, Diversity, and Inclusivity role from Burgundy Fletcher. We are actively in transition, and appreciate your patience during this week.

Please don't hesitate to reach out for any questions, concerns, or introduction meetings.

Thank you for your service to our community, I look forward to working with you during the 2021-2022 year!

Much gratitude,

Hema Kopalle

Example Student OOO Email:

Hello!

I am Out of Office from Monday January 3rd to Sunday January 9th, and will not be responding to emails or meeting invitations.

If this is an urgent request, please contact me on Slack or re-send your message with the subject "Urgent". 

Thank you!

Hema

Example TA OOO Email:

Hello!

I am Out of Office from Friday October 8rd to Sunday October 10th, and will not be responding to emails or meeting invitations.

If this is an urgent research request, please contact me on Slack.

If you are a BILD 60 student with questions or concerns, please email Dr. Person at Email as I will be unable to respond to Midterm emails until after 7pm on Sunday October 10th.

Thank you!

Hema