An automatic reply email lets your contacts know that a person is unavailable and sets clear expectations regarding when they should expect a reply. Whether you are on vacation, away sick, or otherwise engaged, a professionally maintained auto-reply will save valuable time.
Research shows 81 percent of professionals expect responses to their emails within one business day. This blog will enable you to write an effective automatic reply while providing some templates for various situations. Let’s get started.
What Is An Automatic Email Reply?
An automated email is an automatic out-of-office greeting that is sent in response to an email you have received. It sets expectations for the sender of how soon they can receive a reply and tells them that you are not available. The auto-reply message is generally added to used for convenience in cases such as out of office, vacation, or sick leave.
Automatic email replies help communication management when you are busy or otherwise away, whether you’re managing individual emails or working with a shared inbox for team collaboration. They usually provide the necessary information, such as the date you will be back, whom else they might contact in your absence, and how soon they can expect a response. With an automated response in place, you avoid leaving contacts without information and maintain a smooth communication flow.
Transform Your Email Management with ControlHippo's Auto Reply!
Set up instant responses, manage customer inquiries efficiently, and maintain professional communication.
What is an Out-of-Office Message?
An out of office email template is an automatic reply that informs people you’re unavailable to respond to emails for a specific period. It’s used when you are on vacation, sick leave, annual leave, or handling other matters that prevent you from checking your inbox. The message sends automatically to anyone who emails you, so they know you won’t reply immediately.
Studies indicate that 47% of employees consider office email their primary communication tool at work. This message typically includes essential details like your return date and alternative contact information for urgent matters. For example, you might direct the sender to contact a colleague or the support team.
Below is Universal Out-of-Office Template:
Subject line: Out of Office - [Your Name]
Hello,
Thank you for your email. I am currently out of the office and will return on [Return Date]. During this time, I will have limited email access.
For immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone].
I will respond to your message upon my return.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Best Auto-Reply Email Template
The best auto reply email template is versatile and works for various situations, including order confirmations, payment receipts, job application acknowledgments, and general unavailability. It ensures the sender knows you’re unavailable while maintaining a professional tone.
This one works for order confirmations, payment receipts, and job applications, as well as for general unavailability (in cases such as vacation or sick leave). Just change the return date and other contact information to suit your needs.
Hello,
Thank you for reaching out. I am currently unavailable and will return on [Return Date]. During this time, I may have limited access to my email.
If your matter requires immediate attention, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone]. I will address your email upon my return.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Out-of-Office Automatic Email Reply Templates
Out-of-the-office automatic replies are important to help set expectations when you will be unavailable. These office email templates maintain professionalism by stating at least when you will return and an alternative contact person in case of urgent matters.
Out-of-Office Auto-Reply Email Template for a Holiday
An auto-reply for holidays informs senders that they have gone out of office. This sets expectations for when you return. Provide a contact for alternative arrangements should the case be urgent.
Hello,
Thank you for your email. I am currently out of office for a holiday and will return on [Return Date]. During this time, I will have limited email access.
For urgent matters, please contact [Colleague's Name] at [Colleague's Email/Phone]. I will respond to your email upon my return.
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Vacation
Vacation auto reply messages inform senders that the person is out of office. They thus let the sender know when a response may be expected. Creating the option for an alternative contact must be considered to handle urgent matters or to ensure smooth operations.
Hello,
Thank you for your email. I am currently on vacation and will return on [Return Date]. I will have limited access to my email during this time.
If you need immediate assistance, please contact [Colleague's Name] at [Colleague's Email/Phone]. I will respond upon my return.
Kind regards,
[Your Name]
Quick tip: Specify your return date to avoid confusion. If uncertain, inform senders when you’ll respond to them.
Out-of-Office Auto-Reply Email Template for Sick Leave
An auto-reply for sick leave informs the senders of the unavailability of the person. Such an arrangement sets clear expectations in the case where one is uncertain about the date of return.
Hello,
Thank you for your email. I am currently out sick and will not be available until [Return Date]. I will have limited access to my email during this time.
For urgent inquiries, please contact [Alternative Contact Name] at [Contact Info]. I will reply to your email once I return.
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Maternity/Paternity Leave
This auto-reply sets expectations about absence due to maternity leave, informing the sender when to expect your return and offering an alternate contact in case of urgent matters to maintain professional communication while you are away.
Hello,
I am currently on maternity leave and will not be available until [Return Date]. During this extended period, I will not be checking my email very regularly.
Should anything urgent arise, please feel free to contact [Colleague's Name] at [Colleague's Email/Phone]. Thank you for your understanding, and I will respond to you once I am back.
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Internal Communications
Internal auto replies inform colleagues about one’s absence. It allows them to set an expectation for the response. Offer an alternative contact for urgent matters to maintain their workflow.
Hello,
Thank you for your message. I am out of the office and will return on [Return Date]. If this is an urgent internal matter, please contact [Internal Contact Name] at [Contact Info].
Otherwise, I will respond to your message upon my return.
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Business Inquiries
An auto reply will alert the sender that you are currently out of office for business inquiries. It will give the return date, but dull the expectation of whether you would be able to respond. It also offers an alternate contact if this is urgent.
Hello,
Thank you for your inquiry. I am currently out of office, with the expected date of return being [Return Date]. I will attend to your message after I return.
For any urgent business inquiries, you may get in touch with [Alternative Contact Name] at [Alternative Contact Info].
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Job Applications
An auto reply for job applications confirms receipt and sets expectations. It informs the applicant of your return date. Include an alternative contact for urgent job-related inquiries.
Hello,
Thank you for your job application. I am out of the office and will return on [Return Date]. I will review your application upon my return.
For immediate inquiries, please reach out to [Alternative Contact Name] at [Contact Info].
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Support Requests
For support requests, an automatic reply message informs senders that you’re unavailable. It manages expectations and assures the sender that their issue will be addressed. Provide alternative contact information.
Hello,
Thank you for contacting our support team. I am currently out of the office and will return on [Return Date]. During this time, I may have limited access to my email.
For urgent support requests, please contact our support team at [Support Email/Phone].
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template with Alternative Contact Information
This auto reply directs the sender to an alternative contact for urgent matters. It maintains clear communication and ensures someone is available to assist. You can still manage important requests during your absence.
Hello,
Thank you for your message. I am out of the office and will return on [Return Date]. I will have limited access to email during this time.
If you require immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Info]. I will respond to your message upon my return.
Best regards,
[Your Name]
Out-of-Office Auto-Reply Email Template for Long-Term Absence
For long-term absences, an auto reply keeps senders informed of your unavailability. It provides clear absence dates and gives an alternative contact for urgent issues. This ensures important matters are addressed during your absence.
Hello,
Thank you for your email. I am currently on a long-term leave and will return on [Return Date]. I will have very limited access to my email during this period.
For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Info]. I appreciate your patience and will reply to your message upon my return.
Best regards,
[Your Name]
Other Automatic Email Reply Templates
These auto reply email templates cover common scenarios like order confirmations, payment receipts, job applications, and event registrations. They maintain clear tips for effective email communication and professionalism, ensuring the sender knows what to expect.
Order Confirmation Auto-Reply Email Template
This template confirms that an order has been successfully received. It assures customers that their order is being processed. It also provides next steps and a contact for questions.
Hello [Customer Name],
Thank you for your order. We have successfully received your order [Order Number]. Our team is now processing it, and you will receive an update once it ships.
If you have any questions, please reach out to us at [Customer Support Email/Phone].
Best regards,
[Your Company Name]
Payment Received Auto-Reply Email Template
This template confirms that a payment has been received. It reassures the customer that their payment is being processed. It also explains the next steps in the process.
Always Use Clear Language: Use simple language in your auto reply email to ensure it’s easily understood. Your message should immediately inform the sender when to expect a reply.
Hello [Customer Name],
Thank you for your payment of [Amount] for [Product/Service Name]. We have successfully received your payment, and it is now being processed.
You will receive a confirmation email once your order is shipped or service is activated. If you have any questions, please contact us at [Customer Support Email/Phone].
Best regards,
[Your Company Name]
Job Application Acknowledgment Auto-Reply Email Template
This template acknowledges the receipt of a job application. It informs the applicant that their application has been received. It also provides information on next steps or alternative contact details.
Hello [Applicant Name],
Thank you for applying for the position of [Job Title] at [Company Name]. We have received your application and will review it carefully.
Our team will reach out to you if your qualifications match our requirements. We appreciate your interest in joining our team.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Event Registration Confirmation Auto-Reply Email Template
This template confirms an attendee’s registration for an event. It provides the necessary event details. It ensures the attendee knows what to expect and can prepare accordingly.
Hello [Registrant Name],
Thank you for registering for [Event Name]. We have successfully received your registration, and we look forward to seeing you at the event on [Event Date].
Please find your event details below:
Date: [Event Date]
Time: [Event Time]
Location: [Event Location]
If you have any questions or need further information, please contact us at [Support Email/Phone].
Best regards,
[Your Company Name]
Never Miss an Email Again with ControlHippo!
Build professional auto replies and stay connected even when away.
Tips to Create Professional Automated Email Reply Templates
Create an automatic email reply to professional standards for managing communication while absent. Here are some clear and brief points that serve as guidelines for developing effective templates for automatic email replies.
Keep It Clear and Concise
An automatic answer must be short and to the point. Let the sender know you are currently unavailable and give them any pertinent information quickly. This answer will set expectations for handling time and avoid any confusion.
Personalize When Possible
Personalizing your auto reply email template will add professionalism. Include the sender’s name and respond more specifically to their inquiry if appropriate. Avoid irrelevant personal details.
Also Read: 13 Tips for Effective Email Communication
Set Expectations for Response Time
Let the sender know when to expect a reply from you. Whether it be a period of vacation or sick leave, keep your absence clear to allow for proper consideration of time for response.
Include Alternative Contact Information
Give alternative contact information in case of urgent matters. This guarantees the sender immediate assistance during your absence whenever needed. Avoid having wrong alternative contacts in your auto reply.
Maintain a Professional Tone
Use polite and professional language, even if it is an automated response. An auto-response must always reflect positively upon yourself and your company. Always be professional in all communications.
Provide Helpful Resources or Next Steps
Provide helpful information, such as links or suggestions for the next steps, or direct them to a support page or FAQ website. Depending on their exploration, the sender may find answers to their doubts.
Also Checkout: Distribution List vs. Shared Mailbox vs. Shared Inbox: Key Differences
How to Set Up an Auto-Reply Email in Outlook?
Here is a direct guide to set up your auto reply email in Outlook:
Step 1: Open Outlook and click on the File tab.
Step 2: Select Automatic Replies (Out of Office).
Step 3: Turn on automatic replies, set the start and end dates for your absence.
Step 4: Customize your auto-reply template for internal and external senders, avoiding duplicate replies to the same person.
Step 5: Click Save to save and activate your auto reply.
Also Checkout: How to Setup a Gmail Shared Inbox: A Complete Guide
How to Set Up an Auto-Reply Email in Gmail?
Setting up an auto reply in Gmail is straightforward. Here is the process:
Step 1: Open Gmail and click on the gear icon in the top right corner.
Step 2: Select “See all settings” from the dropdown.
Step 3: In the Vacation Responder section, check Vacation Responder “On”.
Step 4: Set the start date and end date, then write your auto reply email template. You can use this for a personal day or annual leave.
Step 5: Click Save changes to activate your auto reply.
Note: Gmail allows you to communicate effectively with your clients and customers even when you have limited email access.
Recommended read: Gmail Labels: A Comprehensive Guide To Keep Your Inbox Organized
Maintaining efficient email correspondence is fundamental for smooth communication, especially if it involves handling numerous emails at one time. ControlHippo Shared Inbox allows team members to collaborate and respond promptly and effectively to emails.
With ControlHippo Shared Inbox, you can:
- Efficient Collaboration: Many team members can access and react to email in real time.
- Assign email: Ensure that emails are directed to the right team member for a quick response.
- Track Response Times: Monitor when the email is responded to so that the response rate can be tracked accurately.
- Organize communication: Keep all your office email communication in one place for easy access and tracking.
- Improve professional communication: Provide immediate assistance to ensure no emails are missed.
Whether handling inbound or outbound communication, ControlHippo ensures smooth, organized responses, even during your absence.
Conclusion
A practically auto reply email plays a significant role in communication while the recipient is absent. Whether it is for vacations, sick leaves, or acknowledgment of receipt of application, the correct form sets the right expectations for the communication.
ControlHippo Shared Inbox guarantees smooth communication and efficient management of responses. Joining people together ensures urgent matters get addressed in the event of your absence. No mails remain unattended, thus maintaining the flow of professional communication and improved productivity.
Updated : September 9, 2025
Priya Naha is a skilled technical content writer with a specialization in business communication and omnichannel communication platforms. Her expertise lies in translating complex concepts into clear, engaging content that resonates with diverse audiences. Focused on business communication solutions, Priya excels in delivering informative and practical insights through her writing.