Gaining a precise understanding of how to convey your message is crucial, especially when it comes to notifying others about your planned leave. Whether you need to inform your colleagues, superiors, or clients, the way you articulate your absence can greatly impact how your message is received. In this comprehensive guide, we will explore various formal and informal ways to express that you are on planned leave. From essential tips to helpful examples, we will equip you with the tools to effectively communicate your absence in any situation.
Table of Contents
1. Formal Ways to Say “I Am on Planned Leave”
When communicating your planned absence formally, it is important to maintain a professional and respectful tone. Here are some recommended phrases:
1.1 Email Subject Line
Begin your email with a clear subject line that instantly conveys your message. Consider using:
- Planned Leave Notification: [Your Name]
- Out of Office: [Your Name]
1.2 Opening Paragraph
Start your email with a polite and concise introduction, including the essential details:
Dear [Recipient’s Name],
I am writing to inform you of my planned leave from [start date] to [end date]. During this period, I will be unavailable and unable to respond to emails or attend meetings.
1.3 Provide a Reason
It is generally beneficial to mention the reason for your planned leave. However, be discreet if it involves personal matters:
This leave has been planned to address some personal matters that require my full attention, and I will not be available for work-related tasks during this time.
1.4 Offer Alternatives
Ensure your colleagues or clients know who they can contact in your absence:
Please direct any urgent matters to [Colleague’s Name] at [Colleague’s Email/Phone]. They will be handling my responsibilities during my absence.
1.5 Closing Paragraph
End your email by expressing your gratitude and offering assistance upon your return:
Thank you for your understanding. If there are any pressing matters that require my attention before my planned leave, please let me know, and I will do my best to address them. I will respond to your message promptly upon my return on [return date].
2. Informal Ways to Say “I Am on Planned Leave”
When communicating with colleagues or close acquaintances, a more relaxed tone can be appropriate. Consider these informal ways to convey your planned leave:
2.1 Instant Messaging
If you have an established communication channel through instant messaging platforms, you may use a more casual approach:
Hey [Colleague’s Name], just wanted to let you know that I’ll be on planned leave from [start date] to [end date]. I won’t be available during this time, so please reach out to [Colleague’s Name] if anything urgent comes up.
2.2 In-person Conversation
When speaking with colleagues face-to-face, use a friendly yet informative tone:
Hey, I just wanted to give you a heads up that I’ll be taking some time off from [start date] to [end date]. If you need anything during that time, feel free to reach out to [Colleague’s Name]. They are aware of my absence and will be covering for me.
2.3 Informal Email
If you maintain a casual rapport with the recipient, an informal email may be appropriate:
Subject: Time Off Notification – Chat Over Coffee
Hey [Recipient’s Name], just wanted to shoot you a quick email to let you know I’ll be out of the office from [start date] to [end date]. I need some time to recharge and catch up on personal stuff. Don’t hesitate to contact [Colleague’s Name] if you need assistance while I’m away.
Conclusion
Effectively communicating your planned leave is essential to maintain professional relationships and ensure a smooth workflow in your absence. Whether you choose a formal or informal approach, always be clear, polite, and appreciative of others’ understanding. By following the guidance and utilizing the provided examples in this comprehensive guide, you will successfully inform others about your planned leave while maintaining a warm and professional tone.
