Encouraging staff to take annual leave can also be beneficial in preventing burnout and ensuring productivity throughout the year. Check out our Encouraging Staff To Take Annual Leave – Email Template for more tips and templates.

Generic out-of-office message template

If you’re going to be away from your desk for an extended period of time — say on a vacation, sick leave, or just taking a day off, it’s considered proper work etiquette to set an out of office message. These messages help to ensure that your team and the business continues to run smoothly until you return; otherwise, people might take things the wrong way when they don’t get a response from you.

Out-of-office messages are essentially automatic email replies that notify your colleagues and contacts of your absence if they need to contact you for work. That way, they’ll be aware of the dates you’ll be away for, and won’t be expecting an instant response from you.

Setting an out-of-office message also does wonders for your mental health. When you’re clear about your vacation dates and how you won’t be checking your inbox or responding to emails, you’ll be able to get the proper rest your mind and body needs.

Formal

Hi there,

Thank you for your email. I’m away on annual leave from [date] to [date], for [reason]. Please expect a delayed response from me as I won’t be actively checking my inbox during this period.

If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone number, etc.]. Otherwise, I’ll get back to you as soon as possible when I return.

Kind regards,

[insert name]

Informal

Hello,

I am currently out-of-office and sipping cocktails on a beach somewhere. I won’t be answering emails until I’m back on [date].

In the meantime, here are some fun facts to keep you busy:

• The fingerprints of a koala are so indistinguishable from humans that they have on occasion been confused at a crime scene.
• The code in ‘The Matrix’ movie comes from sushi recipes.
• There are more trees on earth than there are stars in the Milky Way galaxy.

If you need urgent assistance, reach out to [name of colleague + their job title] at [email, phone number, etc.]. If you can wait, then enjoy these fun facts and I’ll get back to you when I can.

Thank you,

[insert name]

Office closed for Christmas email template

The annual Christmas break usually entails office closures for some companies. But because it’s not a universal practice, it’s always good to be accountable to your customers and clients. They may not be aware that your office will be closed and might need help while your team is out.

Business never stops — so it pays to be proactive and inform your customers regarding when you won’t be available, well in advance. It shows that you care, and also provides a great opportunity to re-engage them.

Formal

Hello,

As you know, the festive season is arriving and we are all eagerly looking forward to the holidays.

This email is to inform you in advance that our office will be closed from [date] to [date]. Our team will be taking this time off to spend the wonderful holiday season with their families and friends.

During this period, we may take longer than usual to reply to your messages. For general inquiries, feel free to check out our [insert link to Help Centre] while we work through our support tickets. If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone number, etc.].

We’ll be returning on [insert date] and will immediately review any outstanding issues.

Merry Christmas and happy holidays!

Informal

Season’s greetings!

It’s our favourite time of the year, which means our team is currently out of the office from [date] to [date] — chugging mugs of cocoa, feasting on gingerbread cookies, and attempting to finish as many holiday movies as they can with family and friends.

We’ll be back up to speed on [date] and will respond to your message then. If you need immediate assistance, please send an email to [name of colleague + their job title] at [email, phone number, etc.] so that the other elves in this workshop can help you out.

Happy ho ho holidays!

Office closed for public holidays template

These generic email templates can be used whenever you have public holidays throughout the year.

Formal

Hello,

Our business will be celebrating [public holiday] this month, so we will be out of office on [date].

For this reason, we will be slower to respond than usual. You can check out our [insert link to Help Desk] if you have any urgent questions, but rest assured we’ll get back to you as soon as we return.

Thank you for your kind understanding.

Kind regards,

[insert name]

Informal

Hey there,

Thanks for your email. I’m currently offline due to [public holiday], returning on [date].

While I won’t be leaving the country, I will still be completely disconnected from my inbox until my return. If you require immediate assistance, please send your email to [name of colleague + their job title] at [email], and they will be able to assist you.

Thanks,

[insert name]

Announcement of annual year-end vacation template

It’s finally that time of the year for a long family vacation or annual vacation! Here’s how you can get started on your out of office preparations.

Formal

Hello,

Thanks for your email.

I am currently out of the office for my annual year-end vacation and will not be able to check my emails until after the New Year. If your request is urgent, please contact [name of colleague + their job title] for assistance at [email, phone number, etc.].

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

Happy holidays to you and have a Happy New Year!

[insert name]

Informal

Hey there, Thanks for your email. I am out of office and finally off on my long awaited annual vacation exploring [country] from [date] to [date]. Been really looking forward to this break!

I will not have access to my emails during this time, but if you need immediate assistance please contact my colleague [name] at [email address].

Wishing you and yours a wonderful holiday season and happy new year,

[insert name]

For more insights on managing your workforce and preparing for the future of work, read our Guide to Future Working Trends.

The Australian workplace is evolving, and knowing What Australian Employees Want in 2022 can help you stay ahead in talent management.

Happy holidays! Take the stress out of the wonderful holiday season

Now that you’re armed with all these ‘office closed for holiday’ message templates, what’s left to worry about? Download our factsheet today to access our full suite of templates, and learn more about how you can efficiently manage holiday shutdowns.

Managing annual leave doesn’t have to be complicated or confusing. All you need is a great HR software that does the work for you — while you reap the benefits of structure, efficiency and productivity.

To ensure a safe and healthy workplace, consider implementing a COVID-19 Workplace Hygiene Policy.

Streamlining HR processes can save you time and money. Learn how by downloading our Guide to Streamline HR Processes and Reduce Admin.

Employment Hero does all that and more for you and your business, with the click of a button. Say goodbye to mindless admin work today, and bask in all the holiday cheer!

For more helpful tips, check out our Guide to Leave Management.

Download the factsheet now to access these templates and bonus tips on how to efficiently manage office shutdowns.