Going on vacation is always a great idea to unwind and take a break from our daily routine. However, being away from work or business for an extended period can be challenging. One of the essential things to do before going on vacation is to inform your colleagues, clients, and partners about your absence and how to reach you in case of an emergency.
Sending an email when you’re on vacation is necessary, but it’s crucial to ensure that you draft a clear message that conveys the right information. Here are some tips on what to say in an email when on vacation:
1. Greetings:
Start by greeting the recipient(s) of your email politely. You can use “Dear” or “Hello” followed by their name.
2. Inform them about your vacation:
Let the recipients know that you’ll be away from work or business for a specific duration. Be clear about the start and end date of your vacation.
3. Provide alternative contacts:
In case there’s anything urgent that needs attention, provide alternative contacts who can assist them in your absence. This could be someone from your team/department or another point of contact they can reach out to.
4. Set expectations:
If there are any tasks or projects that need urgent attention before you leave, let the recipients know when they should expect it completed or if it needs to be reassigned.
5. Thank them for their understanding:
End by thanking them for their understanding and support during your time away.
Here’s an example of what an email while on vacation could look like:
Subject: Out of Office – Vacation
Dear [Recipient],
I hope this email finds you well.
I’m writing to let you know that I’ll be out of office/vacation from [start date] until [end date]. During this period, I’ll not be available to respond to emails and calls.
In my absence, you can reach out to [alternative contacts] for any urgent matters that require immediate attention. Please note that I’ll not be able to check my emails during this time, but I’ll try my best to get back to you as soon as possible once I’m back.
If there are any pending tasks or projects that require urgent attention, please let me know before I leave so we can make other arrangements.
Thank you for your understanding and support during my absence.
Best regards,
[Your Name]
In conclusion, sending an email while on vacation is necessary, but it’s essential to ensure that the message conveys the right information and sets clear expectations. By following the tips above and using the example provided, you can draft a professional email that informs your colleagues, clients, and partners about your absence while ensuring they’re well taken care of in your absence.