8 office closed for summer message examples for Canadian workplaces

It’s everyone’s favourite time of year. Summer is finally here. But before you clock off and disappear into a long weekend or a well-earned vacation, there’s a bit of housekeeping to sort. Get it done and you can actually switch off, without a pile of unanswered emails and missed calls tugging at your attention the whole time.

Whether you like your out-of-office messages short and no-nonsense or you enjoy injecting a little personality, we’ve got you covered. All you really need to nail are the basics:

• Why you’re away
• How long you’ll be gone
• Who to contact for anything urgent
• Any other helpful instructions

Below you’ll find eight ready-to-use templates for different situations and workplace cultures. Some keep it strictly professional. Others let you have a bit of fun. Tweak them to suit your team, and you’re set.

Want the full suite of templates, plus bonus tips on managing office shutdowns like a pro? Download the factsheet now.

Generic out-of-office message template

If you’re stepping away from your desk for a stretch, whether it’s a vacation, sick time or just a day off, setting an out-of-office message is simply good workplace etiquette. It keeps things running smoothly while you’re gone and stops people reading too much into your silence.

An out-of-office reply is an automatic email that tells colleagues and contacts you’re away. They’ll know your dates and won’t sit there expecting an instant response. There’s a mental health upside too. When you’re clear that you won’t be checking your inbox, you give yourself permission to properly rest. That’s the whole point of time off.

Formal

Hi there,

Thank you for your email. I’m away on vacation from [date] to [date]. I won’t be actively checking my inbox during this time, so please expect a delayed response.

If your request is urgent, please contact [name of colleague and their job title] at [email, phone number, etc.]. Otherwise, I’ll get back to you as soon as I can once I’m back.

Kind regards,

[insert name]

Informal

Hello,

I’m currently out of the office and doing my best to disconnect. I won’t be answering emails until I’m back on [date].

To keep you entertained in the meantime, here are a few fun facts:

• A group of flamingos is called a flamboyance.
• Canada has more lakes than the rest of the world combined.
• Honey never spoils. Archaeologists have found edible honey in ancient tombs.

If you need urgent help, reach out to [name of colleague and their job title] at [email, phone number, etc.]. If it can wait, enjoy the trivia and I’ll be in touch when I’m back.

Thanks,

[insert name]

Office closed for the summer email template

Summer is peak vacation season in Canada, and plenty of businesses wind down or close entirely for a stretch. But it’s not universal, so it pays to give your customers and clients a heads-up. They might not realize your office is quiet and could be waiting on you. Being proactive shows you care, and it sets expectations before anyone is left hanging mid-July.

Formal

Hello,

With summer here, we wanted to let you know that our office will be closed from [date] to [date]. Our team is taking this time to rest, recharge and enjoy the season with family and friends.

During this period, responses may take a little longer than usual. For general questions, feel free to check out our [insert link to Help Centre] while we work through requests. If your matter is urgent, please contact [name of colleague and their job title] at [email, phone number, etc.].

We’ll be back on [insert date] and will review any outstanding items right away.

Enjoy your summer.

Informal

Summer has arrived.

Our team is out of the office from [date] to [date], soaking up the sun, hitting the cottage and making the most of the long days.

We’ll be back up to speed on [date] and will reply then. If you need a hand before that, drop a note to [name of colleague and their job title] at [email, phone number, etc.] and someone will help you out.

Have a great summer.

Office closed for a statutory holiday template

Canada has a solid lineup of statutory holidays in the summer months, and they vary a bit by province and territory. Think Canada Day on July 1, the August civic holiday, and Labour Day in early September. These templates work for any of them.

Formal

Hello,

Our office will be closed on [date] in observance of [statutory holiday], so we’ll be out of office that day.

Responses may be slower than usual around this time. You’re welcome to check our [insert link to Help Centre] for anything urgent, and rest assured we’ll get back to you as soon as we return.

Thank you for your understanding.

Kind regards,

[insert name]

Informal

Hey there,

Thanks for your email. I’m currently offline for [statutory holiday] and will be back on [date].

I’ll be fully disconnected from my inbox until my return. If you need immediate help, please email [name of colleague and their job title] at [email] and they’ll look after you.

Thanks,

[insert name]

Summer vacation announcement template

It’s finally time for that long-awaited break. Here’s how to get your out-of-office set up before you head off.

Formal

Hello,

Thank you for your email.

I’m currently out of the office on summer vacation and won’t be checking emails until I return. If your request is urgent, please contact [name of colleague and their job title] at [email, phone number, etc.].

I’ll be back in the office on [date] and will reply as soon as I can.

Wishing you a wonderful summer.

[insert name]

Informal

Hey there,

Thanks for reaching out. I’m out of the office and finally off on my long-awaited summer vacation exploring [place] from [date] to [date]. I’ve been counting down to this one.

I won’t have access to my emails during this time, but if you need immediate help, please contact my colleague [name] at [email address].

Hope your summer is a great one,

[insert name]

Take the stress out of summer

There you have it. Eight templates ready to copy, tweak and put to work so you can head into the summer with a clear inbox and a clearer mind. Here’s the bigger picture though. Managing annual vacation, summer shutdowns and stat holidays across a growing team shouldn’t eat up your week. The right HR software does the heavy lifting for you, tracking time off balances, handling requests and keeping everything organized so you can focus on running the business rather than chasing spreadsheets.

Less admin, more time back. That’s the goal.

Ready to make summer shutdowns effortless? Download the factsheet now for the full set of templates and bonus tips on managing office closures with ease.