Gone are the days when you had to send a postcard or make an expensive long-distance call to inform someone that you are out of town. Today, with the ease of technology and communication, you have several options to convey this message. Whether you need to notify your friends, family, colleagues, or clients, this guide will walk you through the formal and informal ways of saying “I am out of town.” We will also include some useful tips, examples, and touch upon regional variations if necessary.
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Formal Ways to Say “I Am Out of Town”
Sometimes, you may need to communicate your absence in a professional context. Here are several formal ways to convey the message:
- Email: One of the most common methods to inform colleagues or clients of your absence is through an email. Use a clear subject line like “Out of Office” or “Temporary Absence.” In the body of the email, provide detailed information about when you will be out of town, the reason for your absence, who to contact in your absence, and when they can expect your return. Here’s an example:
Subject: Out of Office
Dear [Recipient’s Name],
I hope this email finds you well. I am writing to inform you that I will be out of town from [start date] to [end date] for [reason: family vacation/business trip/etc.]. During my absence, please contact [alternative contact person/department] at [phone/email]. I will have limited access to email and will respond to your message upon my return.
Thank you for your understanding.
Kind regards,
[Your Name]
Automated Out-of-Office Message: If you use an email client like Microsoft Outlook or Gmail, you can set up an automated out-of-office message. This message will be sent automatically as a response to incoming emails during your absence. Ensure the message contains the necessary details mentioned in the previous example. Here’s a template:
Subject: Out of Office
Dear [Sender’s Name],
Thank you for your email. I am currently out of the office and will return on [date]. For urgent matters, please contact [alternative contact person/department] at [phone/email]. I apologize for any inconvenience caused and will respond to your message upon my return.
Kind regards,
[Your Name]
Voicemail: If you need to inform someone of your absence via phone, record a professional voicemail message stating your unavailability, return date, and an alternative contact person if necessary. Keep it brief and to the point. Example:
“Hello, you’ve reached [Your Name]. I am currently out of town and will return on [date]. For urgent matters, please contact [alternative contact person] at [phone]. Thank you.”
Informal Ways to Say “I Am Out of Town”
When communicating with friends, family, or casual acquaintances, you have more freedom to use informal channels. Here are some relaxed methods to express your absence:
- Text Message: The convenience of texting makes it an ideal choice for sharing casual updates. Send a quick text to your friends or family members informing them about your absence. Example:
“Hey! Just wanted to let you know that I’m currently out of town until [date]. Catch up soon!”
Social Media: Many people choose to share their activities and whereabouts on platforms like Facebook, Instagram, or Twitter. You can post a status, photo, or tweet to convey your message. For example:
“Having a great time exploring new places! Catch you all when I’m back. #OutOfTownAdventures”
Instant Messaging Apps: Applications like WhatsApp or Facebook Messenger also offer a convenient way to inform your close contacts about your absence. Consider sending a message to a group chat or individual contacts. Example:
“Hi everyone! I’m currently out of town on a spontaneous road trip. Will update you with pictures along the way. ????”
Tips:
Here are some helpful tips to consider when informing others that you are out of town:
- Provide Dates: Always mention the specific dates of your absence, including the start and end date. This helps others understand the duration of your unavailability.
- Reason: If appropriate, briefly mention the reason for your absence. However, use discretion and keep personal matters private if necessary.
- Emergency Contact: In case of emergencies or urgent matters, provide an alternative contact person or department. This ensures that important issues are addressed promptly while you are away.
- Follow Company Policy: If you are informing colleagues or clients about your absence, be familiar with your company’s policies and guidelines regarding vacation time or temporary leave. Adhere to any necessary protocols.
- Avoid Sharing Sensitive Information: When using public platforms like social media, refrain from sharing specific details about your empty residence or travel itineraries to ensure your safety and privacy.
Remember, it’s important to strike a balance between providing necessary information and maintaining your privacy.
Whether you choose a formal or informal method to say “I am out of town,” consider your audience, the nature of your relationship, and the level of formality required. Use the provided examples as a starting point, but feel free to adapt them to suit your personal style and situation. Keep your message warm, respectful, and concise.
Safe travels and enjoy your time out of town!
