Maternity and parental leave out of office messages
A parental leave auto-reply runs for months, so it has to work for people who write to you in week one and in week sixteen. The most useful thing it can do is hand people to the right person for each kind of request, since one backup rarely covers everything. Give an approximate return month rather than a date you may need to change, and share only as much as you want strangers to know.
;ooo-leave;ooo-leave in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
If you'd like to name the leave. It says no more than that.
For internal senders who already know who's covering.
When to use it
- Maternity, paternity, adoption or shared parental leave.
- Any long leave where your work is split between several colleagues.
- When you want one message that stays accurate for months without editing.
What to avoid
- Don't share the baby's name, due date or health details. Auto-replies go to anyone who writes, including cold emailers.
- Don't give an exact return date unless it's fixed. A month is easier to keep accurate.
- Don't list colleagues who might leave or change roles while you're out; your manager is the safest final contact.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Return month
{fill:Return month} - An approximate return, e.g. "early March" or "spring 2027".
- Area one
{fill:Area one} - A kind of request, e.g. "Client accounts" or "Payroll questions".
- Contact one
{fill:Contact one} - Who handles that area, with their email.
- Area two
{fill:Area two} - A second kind of request.
- Contact two
{fill:Contact two} - Who handles the second area, with their email.
- Manager name
{fill:Manager name} - Your manager, or whoever can route anything not covered above.
- Manager email
{fill:Manager email} - Their email address in full.
Tips
- •Write the auto-reply with your manager before you go, and agree who owns each area. The list in the message is only as good as that handover.
- •If you check in occasionally, don't say so. It invites people to wait for you instead of going to your cover.
- •Ask your manager to update the contacts in your auto-reply if someone covering changes roles; a stale name is worse than none.
Works in Outlook, Gmail and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
What should a maternity leave out of office say?
That you're on leave, roughly when you'll return, that the inbox isn't monitored, and who to contact for each part of your work. Personal details are optional and usually best left out.
Should I say "maternity leave" or "parental leave"?
Either is fine; use whichever you're comfortable with. "On leave" works too if you'd rather say nothing about the reason.
Should I give an exact return date?
Only if it's certain. A month or season is easier to keep accurate and doesn't invite people to plan around a specific day.
Related templates
Out of office message
;ooo-stdEmail & out of office
Hi, Thanks for your email. I'm out of the office until [Return date] and won't be checking email regularly. If it's urge…
Left the company auto reply
;ooo-leftEmail & out of office
Hello, Thank you for your email. As of [Last day], I no longer work at [Company], and this inbox isn't monitored. For [Y…
Reduced hours auto reply
;ooo-hoursEmail & out of office
Hi, Thanks for your email. I work [Working days], so I'm not in today and will reply on [Next working day]. If it can't…
Type ;ooo-leave, get the whole reply
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