Vacation auto reply templates
A vacation auto reply has one extra job that a one-day out of office doesn't: it tells people what happens to their email after you get back. Two weeks of messages won't all get answered on your first morning, so say so. This template gives the dates, routes urgent work to a colleague, and tells senders whether to resend. It's written for a week or more away, when the backlog matters as much as the absence.
;ooo-vac;ooo-vac in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For a long break where you plan to archive everything on return. Honest, and it saves people waiting.
When most of your email is internal and people know who covers for you.
When to use it
- A break of a week or more, when you expect a backlog on your return.
- Summer or year-end leave where the people writing to you may not know you're away.
- When you've agreed with your manager that you won't read email during the break.
What to avoid
- Don't say you'll check email "occasionally" unless you will. People will expect an answer.
- Don't mention the destination or that you'll be abroad.
- Don't use the inbox-cleared version without telling your team first; they may forward things to you assuming you'll read them.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Return date
{fill:Return date} - Your first working day back, with the weekday, e.g. "Monday, August 24".
- Backup name
{fill:Backup name} - The person handling urgent requests while you're away.
- Backup email
{fill:Backup email} - Their address in full.
Tips
- •Give yourself a buffer: put your return date one day later than you're actually back, and use that first day to clear the backlog.
- •If you go on the same summer break every year, keep this as your ;ooo-vac and only answer the date prompts each time.
- •If you forgot to set the reply before leaving, the Gmail and Outlook phone apps have auto-reply settings too: copy the template as plain text from this page and paste it there.
Works in Gmail, Outlook 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's the difference between a vacation auto reply and an out of office message?
They're the same feature. A vacation reply is usually for a longer break, so it's worth saying what happens to the email that piles up, not just when you're back.
Is it OK to say I'll delete emails while I'm away?
Yes, if your workplace accepts it and you say clearly that people should resend after your return date. Name a backup for anything urgent so nothing important is lost.
Should I set a different vacation reply for external senders?
Outlook has separate boxes for people inside and outside your organisation, so a common setup is the full message inside and the short one outside. Gmail has a single message, which you can limit to your contacts, or to your organisation on Google Workspace.
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…
Holiday out of office
;ooo-holEmail & out of office
Hello, Our office is closed for [Holiday name] from [Closing date] to [Reopening date], so replies will be slower than u…
Gmail vacation responder
;gm-awayGmail
Hi, Thanks for your email. I'm away until [Return date] and not checking Gmail. For anything urgent, contact [Backup con…
Type ;ooo-vac, get the whole reply
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