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Write an out-of-office reply that helps people
Get a clear, friendly out-of-office message with your return date, who to contact and what will wait, ready to switch on.
When to use it
Before any holiday, leave or busy period
Step by step
Gather the details
Note your away dates, the date you'll reply by, who covers urgent matters and how to reach them.
Ask AI to write it
Paste this prompt into your AI assistant.
Prompt to copyWrite an out-of-office email reply. I'm away from [date] to [date] and will reply from [date]. For urgent [topics], contact [name, role, email]. Things that can wait: [e.g. invoices, general questions]. Audience: [clients / colleagues / both]. Keep it under 70 words, warm but businesslike, no jokes. Also give me a shorter 25-word version for internal colleagues.Switch it on with dates
In Gmail, find Vacation responder in settings and set the first and last day. In Outlook, use Automatic replies and tick the option to send only during a time range.
What you get
Thanks for your email. I'm away until Monday 5 January and will reply by Wednesday 7th. For anything urgent about orders, please contact Maya Patel (Customer Team) at orders@example.com. Everything else will be waiting safely for me.
Tips
- Set the reply to start the evening before you leave so late messages get it too.
- Avoid saying exactly where you are or that your home is empty.