Out of Office Email Templates for Clients in Your Absence

The festivities are knocking on the doors. If you have planned your vacation (or probably planning to do a staycation) already, the first thing to do before you head off with your family is to automate out-of-office emails.

Before you leave the office, handing over your duties and writing out-of-office emails to your colleagues and clients are of utmost priority. Whether it's a staycation, a long weekend getaway, or a full-blown tour, you can't derail the projects or cause inconvenience to your clients.

Sending an out-of-office email to the concerned is always a good option to maintain a smooth workflow. So, how do you write an engaging out-of-office email template?

Utilize This Out of Office Email Template

Let's learn how to write out-of-office email templates. Here we present you a sample template, best practices, deliverability score, and the dos and don'ts for you.

Sample Out of Office Email Template

Subject: Out of Office

Dear {recipient name},

I'm out of the office till {date} for vacation and will be checking my email once a day.

Please reach out to {contact name} in the following days if you need anything urgent. {contact name} is available: {days and times}.


{sender name}

Why Does This Template Work?

  • This email template works perfectly for your business because it states the reason for the sender's unavailability clearly. The given template is easy-to-understand and conveys the message effectively and concisely.
  • The out-of-office email template clearly states the duration of your absence and also provides the recipient with a substitute contact.
  • The pre-built template automates the workflow and doesn't brag about your vacations, so it builds trust and reliability.

Rate Your Template

Out of Office Email Template Score

Template Rating on a few factors:

·    Number of words (48)

·    Social proof (8/10)

·    Introduction (9/10)

·    Fluff (1.5/10)

·    Large paragraphs (1/10)

·    Single CTA (9/10)

·    Potential to convert (8.5/10)

Deliverability Score Scale

·    Spam word use (0/10)

·    Complex sentence use (0)

Best Practices for Out of Office Emails

1. Clarify the exact dates of your absence, including when you will get unavailable and return to work again. It will give your client/colleagues a clear idea of when to reach out to you again.

2. Always mention why you are absent from the office in those emails. Mentioning a vacation always results in fewer callbacks or emails.

3. Do not mention a substitute contact if the person hasn't agreed upon it. Also, writing a funny or interesting email to your clients is tempting, but refrain from bragging about your vacation in your out-of-office email template.

Take Away Tips for Out-of-Office Emails

  • Save the dates on your calendar. Automate the replies to whoever reaches you during the period of your absence.
  • Create short follow-up campaigns to get in touch. You can use your clients' data and create highly-personalized email content to offer your clients some assistance while you are gone.
  • Send out reminder emails informing you about your availability. You may automate the campaign for your return to the office the previous day.


1. What is an out-of-office email?

Out-of-office emails are automated responders specifically created by employees/service providers for people who try to reach you when you are out of the office.

2. How do you set up an out-of-office email?

Setting up automated out-of-office emails is easy:

1.    Go to your email settings and click on the file option.

2.    Click on the automated replies from the dialogue box.

3.    You must write the auto-response out of the office email, click OK, and save it.

3. Should you always set up an out-of-office email when you are sick or away?

The simple answer is yes. If you are a responsible worker or a service provider, you should always set up out-of-office emails for anyone who tries to reach you. It is polite and helps the recipients reach out to the substitute contact in your absence.

Frequently asked questions

General Questions

Can I import a CSV file into an already running campaign?

Yes, you can import a CSV file into an already running campaign. To do so, follow these steps:

1. Go to the campaign that you want to import the CSV file into.
2. Click on "Edit campaign" to access the campaign settings.
3. Look for the option to upload a CSV file and click on it.
4. Choose the CSV file from your computer that you want to import.
5. Map the fields and Choose/associate a client. The system will process the CSV file and import the data into the campaign.

By importing a CSV file, you can update the campaign with new leads without interrupting the campaign's flow.

Is it possible to connect Outlook via OAuth?

Yes, it is recommended to connect Outlook via OAuth. OAuth (Open Authorization) is an industry-standard protocol that allows applications to access user data on various platforms, including Outlook, without requiring the user to share their login credentials. By connecting Outlook via OAuth, you enhance security and ensure a seamless and secure integration between your application and Outlook.

How can I connect Outlook using OAuth?

To connect Outlook using OAuth, follow these steps:

1. Open your email accounts module in Smartlead
2. Look for the option to add accounts and select it.
3. Choose Outlook as the email provider you want to connect.
4. Clicking on the Outlook logo will redirect you to the Outlook login page.
5. Enter your credentials and log in to your Outlook account.
6. Follow the prompts to authorize the application to access your Outlook account using OAuth.
7. Once the authorization is complete, your application will be connected to Outlook via OAuth, enabling secure access to your Outlook emails and data.

By following these steps, you can establish a secure and authenticated connection between your application and Outlook, ensuring seamless integration and access to your email account.

Why am I experiencing delays in fetching emails from my ESP to MI?

If you are experiencing delays in fetching emails from your Email Service Provider (ESP) to the Master Inbox (MI), there could be a few reasons for this. It is important to note that fetching emails from the ESP to the MI can take some time due to various factors such as network latency, ESP server load, and the size of the email inbox. Here are some points to consider:

1. Time interval: The Master Inbox usually fetches emails at regular intervals, which can range from 5 to 55 minutes. This interval allows the system to retrieve and process new emails periodically.

2. Fetch replies button: If you need to fetch replies immediately, you can use the "Fetch replies" button available in the Master Inbox. Clicking on this button triggers an immediate fetch of replies from your ESP's email inbox folder.

If the delays persist or you encounter any issues with fetching emails, it is recommended to reach out to the Smartlead support team for further assistance.Please note: 

Filtering or rules: Review any filtering or rules set up in your ESP that could potentially affect the delivery of emails to the MI. Ensure that emails are not being automatically sorted, archived, or blocked based on certain criteria.

Why doesn't categorizing leads, such as "Not interested," stop campaigns for them?

Categorizing leads, such as marking them as "Not interested," does not automatically stop campaigns for those leads. The purpose of lead categorization is to classify and organize leads based on their specific attributes or actions. However, categorizing a lead as "Not interested" does not halt the campaign because the system relies on replies from leads to determine if a campaign should be stopped.

In most cases, when a lead categorizes themselves as "Not interested," they may choose not to reply to the email or take any further action. As a result, the campaign continues until it reaches its completion or encounters other stopping conditions.

It's important to note that when a lead does reply to an email, the system recognizes the response and stops the campaign for that particular lead. Therefore, replies from leads serve as the primary trigger to stop campaigns rather than lead categorization alone.

In some cases,A lead might have to be categorized for various reasons even if they do not intend to reply, such as organizing their inbox or indicating their preference. Such categorization does not automatically stop the lead from receiving further emails in the campaign. In such cases the emails have to stopped manually

What type of business can use Smartlead?

No, you get access to unlimited email accounts and warmup accounts without having to pay per account. This will let you scale your email outbound and without paying a penny more.

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