Perfect Out-of-Office Message Template for Business Travellers

Out-of-office messages are vital for business communication. They notify clients and coworkers of your unavailability due to reasons like vacation, business travel, conferences or sick leave. The email helps manage expectations and provide alternative contact details, ensuring smooth communication during your absence. Read this blog for the essential elements of an out-of-office message and make use of our templates when crafting one.

What Are Out-of-Office Business Travel Messages?

Out-of-office messages are an important part of business communications. They inform clients and coworkers that you will not be able to read their messages for a specific period of time because:

• You're on vacation
• You're travelling for work
• You're at a conference/company event
• You're unwell and on a sick leave or a sabbatical 

By framing a concise and polite out-of-office travelling message, you will be helping clients and colleagues understand your situation and who they can contact in your absence. In this post, we explain what an out-of-office message should contain and offer some easy-to-use templates for instances when you need to send out such an email.

What Should You Include in an Out-of-office Travelling For Business Message?

An Out-of-office message should have information that recipients need to know, as explained below:

Details on Your Availability

Include the dates between which you will be away. This is so recipients know when they can get a response from you. Else, they may keep sending you follow-up emails. By mentioning dates in your out-of-office business travel message, you won't have to return to an inbox flooded with emails.

Alternative Contact Details

If a client or colleague needs information that's urgent and important, they should ideally be able to get it even when you're away. Pointing them to the person who can help them in your absence is helpful and expected. So, the out-of-office travelling for business messages should have the contact information of the relevant person.

Reason For Absence

While not necessary, it's perfectly acceptable to state the reason for being away, especially when the recipient is a long-time client or colleague who knows you well. You don't have to tell them where you're going on vacation or why exactly you're taking a sabbatical, for example. But if you will be away for a longer time, it is recommended that you explain your absence in a few words. 

Will You Check Emails But Not Be Able to Respond Right Away?

When you expect to be active on emails but not reply to them immediately, make it known in your out-of-officemessage. This way, you will set the right expectations among recipients. In general, quick replies tell people that you value their time and respect their priorities. By making it clear that you may not respond quickly, you can avoid being viewed as irresponsible and prevent harm to your reputation. 

Out-of-office Business Travel Templates

Want to send an out-of-office message? No need to write it from scratch. You can easily adapt the templates given below to fit your needs.

A General Out-of-office Travelling For Business Message

Use this template to inform recipients that you will be away and who to contact in your absence. This template suits a general 'travelling for business out-of-office ' email in which you don't wish to mention the reason for your absence. 

Out-of-office Business Travel Message for Vacation/Annual Leave

This template is apt for when you're going off the grid for some time. 

Out-of-office Business Travel Message For Sick Leave

When you fall ill, it's best to have an automatic out-of-office email go out to all concerned people. If you're unable to do it, you can request a colleague to set up a reminder. The template can be as simple and clear as the one below:

Out-of-office Message for a Business Trip 

When you're travelling for work and are unable to respond quickly to a client or someone from your organisation, you can set the right expectations about your availability on email. Here's a template for that:

 

Don't Be Afraid to Get Creative

Out-of-office messages can always be made more engaging and one can add a personal touch to them without coming off as unprofessional. If anything, you will stand out more - in a good way!

Frequently Asked Questions

 

Q1. What Should I Avoid in an Out-of-office Business Travel Email?

Ans. Avoid bragging about the vacation you're taking or delving into the details of the illness for which you're taking leave. It's okay to add a tinge of humour but be careful not to go overboard.

Q2. How Do I Know My Out-of-office Business Travel Message Has Gone Out?

Ans. After setting up the message, send a mock email to a coworker to check if they've received your out-of-office reply. This way, you can avoid any surprises when you're away and learn that your out-of-office email hasn't reached your clients.

Q3. How Can I Make My Out-of-Office Business Travel Messages Look Good?

Ans. Keep the message professional yet personalize it. Run your message through a grammar and spell check. An out-of-office message containing errors creates unfavourable impressions about your professionalism.

Q4. Should I Always Include a Secondary Contact in My Out-of-office Business Travel Email?

Ans. Don't include a secondary contact who hasn't agreed to cover for you. Plan who will deal with responses while you're away and get an agreement from the person before mentioning them as a secondary contact in your out-of-office message.

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