If you are a business traveler, you’ve probably considered the importance of preparing for your trip.
Whether it’s planning a business trip or just going on vacation, there are a few things that you need to do before you leave. One of the things is to remember to leave an automatic message in your Outlook or Gmail inbox. Travelers should make sure that their clients/colleagues know when they will be gone and for how long. This will help them plan accordingly, and it will also help them avoid any problems with their boss when they return from their trip.
This article discusses how to compose the best out of office message when you travel for business.
6 Things That Your Automatic Email Should Include
1) Salutation – is the first greeting or acknowledgment in a message presented to another person- ”Hi there”, ”Dear sender” etc. Do not specify the person’s name as this is an automated email and anyone can email you.
2) The reason – business trip, business travel, work travel
3) Dates that you will be away– until the 4th of June, from 04/05/2022 to 04/06/2022 and etc.
4) A contact for urgent matters – colleagues that are close to you who can provide help whenever a customer or another colleague has an urgent situation.
5) Closing – ”Kind regards”, ”Cheers”, ”Sincerely”, ”Best” are used interchangeably for closing in an email. It is really up to the writer on their personal preference which one they choose to use.
6) Your name
Out of Office Messages for Business Travel
EXAMPLE 1
Hi there,
I’m currently on business travel and not checking my email. I will be back next week.
If this is urgent, please feel free to call me at (PHONE NUMBER).
Hope you have a great week!
(YOUR NAME)
EXAMPLE 2
Hi everyone,
I’m currently on a business trip and will be back on the 5th of March. In the meantime, you’re welcome to reach out to (COLLEAGUE NAME) for assistance.
Cheers,
(YOUR NAME)
EXAMPLE 3
Thank you for your email!
I’m currently on business travel and I’ll be out of the office this week. Please feel free to email (COLLEAGUE NAME) for anything you may need and for urgent matters contact my colleague (COLLEAGUE NAME).
EXAMPLE 4
Hi there,
I’m currently on business travel and will be out of the office until September 12. I will be checking emails periodically, though, so feel free to reach out if there’s anything urgent.
Best,
(YOUR NAME)
EXAMPLE 5
Dear sender,
I’m currently away traveling on business but I will reply to you as soon as I get a chance so please don’t hesitate to contact me.
Best regards,
(YOUR NAME)
EXAMPLE 6
Dear sender,
I’m currently out of the office traveling for business. I’ll be back in the office on the 5th of April.
Thank you for your understanding,
Kind regards,
(YOUR NAME)
EXAMPLE 7
Dear sender,
I hope you’re having a great day! I’ll be out of the office for the next few days. I’ll be checking my inbox periodically, but please feel free to reach out to (COLLEAGUE NAME) if you need a prompt response.
Regards,
(YOUR NAME)
EXAMPLE 8
Hi there,
I hope all is well. I’m not able to access my email while I’m on the road but I’ll reply to your email as soon as I am able. Have a great day!
Sincerely,
(YOUR NAME)
EXAMPLE 9
Hi there,
I hope you’re having a great day. I’m out of the office on business travel, so I’ll be responding to your emails when I get back.
Best,
(YOUR NAME)
EXAMPLE 10
Dear sender,
I unexpectedly I have to attend a business conference abroad so I will be out of the office.
I’ll be back in the office on the 3rd of July.
If you need to reach me while I’m out, reach out to my colleague, (COLLEAGUE NAME) who will be covering for me.
I’ll respond to your email when I’m back!
Sincerely,
(YOUR NAME)
EXAMPLE 11
Hi there,
Just a quick note to let you know that I will be out of the office on business travel for the next three weeks. Please email my (COLLEAGUE NAME) at (COLLEAGUE EMAIL) if you need any urgent assistance. Otherwise, I check your email when I return.
Kind regards,
(YOUR NAME)
EXAMPLE 12
Hi Sender,
I’m currently traveling for work and will be out of the office for the next few days. I’ll reply to your email once I’m in the office again.
Best regards,
(YOUR NAME)
EXAMPLE 13
Hi,
I am currently away on business travel. I will be checking emails frequently, but I may take a little bit longer to respond. My colleague, (COLLEAGUE NAME) is here to help you with your urgent matter.
Regards,
(YOUR NAME)
EXAMPLE 14
Hi there,
I’ll be out of the office for the next two weeks on business travel. I will be back in the office on the 3rd of December, at 10 am EST. In case you need any urgent updates, please contact my colleague (COLLEAGUE NAME) on (PHONE NUMBER).
Sincerely,
(YOUR NAME)
EXAMPLE 15
Dear sender,
I’m leaving on a business trip this week and will be out until the 2nd of November. In case you need any urgent updates, please contact my colleague (COLLEAGUE NAME) at (COLLEAGUE EMAIL).
Best regards,
(YOUR NAME)
EXAMPLE 16
Please do not reply to this message. I am currently out of the office and will return on the 17th of November 2017. If there is an urgent matter you can reach my colleague at (COLLEAGUE EMAIL) or call us at (NUMBER).
Kind regards,
(YOUR NAME)
EXAMPLE 17
I’m out of the office from 04/05/2022 to 04/06/2022 because I’m on a business trip. If you have an urgent matter that requires immediate attention please contact my colleague (COLLEAGUE NAME).
(COLLEAGUE NAME) can be contacted at (COLLEAGUE EMAIL). Thank you.
Best,
(YOUR NAME)
