Giving notice of your absence from the office is important to ensure effective communication and maintain professional relationships. Whether you need a formal or informal way to express this, we’ve got you covered! In this guide, we’ll explore various phrases, tips, and examples to help you communicate your time away from the office effectively.
Formal Ways to Say “I Will Be Out of the Office”
Sending a formal notification about your absence conveys professionalism and helps set appropriate expectations with coworkers, clients, or business partners. Here are a few ways to express your absence formally:
1. Direct Phrase
Straightforwardly communicate your unavailability:
Dear Team,
I wanted to let you know that I will be out of the office from [start date] to [end date].
During this time, [name of colleague] will be handling any urgent matters in my absence. I will get back to you as soon as I return.
Thank you for your understanding.
Best regards,
[Your name]
2. Setting an Out-of-Office Email Auto-reply
For more immediate communication, you can set up an out-of-office email auto-reply. Here’s an example:
Subject: Out of Office: [Your Name]
Dear [Contact’s Name],
Thank you for your email. I am currently out of the office until [date]. I will have limited access to my emails during this time and may not be able to respond promptly.
If you need immediate assistance, please contact [alternative contact]. Otherwise, I will respond to your email as soon as I return to the office.
Thank you for your understanding.
Best regards,
[Your Name]
3. Inclusion in a Calendar Event
If you use shared calendars, include your absence within the event details to ensure everyone is aware:
Event Title: [Your Name]’s Out-of-Office
Event Date: [Start Date] to [End Date]
Location: Out of Office
Notes: During this time, I will not be available. Please contact [alternative contact] for any urgent matters.
4. Official Leave Request
In some workplaces, submitting an official leave request is necessary. Follow your company’s protocols and consider using the following template:
Date: [Current Date]
Subject: Leave Request
Dear [Supervisor’s Name],
I am writing to formally request leave from [start date] to [end date] due to [reason for absence]. I would like to kindly ask for your approval of this leave request.
During my absence, [name of colleague] will be covering any essential tasks or emergencies.
Thank you for considering my request.
Best regards,
[Your Name]
