Extended Leave Out of Office Message Templates

Out of office auto-reply templates for extended or long-term leave, with clear return dates and a covering contact. Use the variants as-is, edit the placeholders, or download the editable Word doc.

Format

Editable Word .docx

Length

6 variants · copy-paste

Price

100% free

Setup

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Short and simple

Message

Thank you for your email. I am currently on leave type and will be away from work until return date. During this time I will not be checking email or voicemail. For anything that needs attention while I am out, please contact contact name at contact email, who is covering my work and will be glad to help. I will respond to your message as soon as I can once I return.

Shorter version

Thanks for writing. I am on leave type until return date and not checking email. Please contact contact name at contact email for help in the meantime.

Personalize

Set return date to your real first day back so nothing lands before you are ready.
Make sure contact name has what they need to cover your work.

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6 ready-to-use variants

1. Short and simple 2. Detailed with return date 3. With alternate contact 4. Client-facing 5. Internal-team 6. Company-wide

Short and simple

When to use: Use it when you will be away for weeks and want senders redirected without fuss.

Message

Shorter version

Thanks for writing. I am on leave type until return date and not checking email. Please contact contact name at contact email for help in the meantime.

Personalize

Set return date to your real first day back so nothing lands before you are ready.
Make sure contact name has what they need to cover your work.

Detailed with return date

When to use: Use it when your leave is planned and you can hand over cleanly before you go.

Message

Hello, and thank you for reaching out. As of last working day I am on leave type and will be away from the office for an extended period. I plan to return on return date, and I will not have access to email while I am gone. I want to make sure nothing slips, so during my absence please direct your requests to contact name at contact email, who is fully briefed and able to help. Once I am back I will work through my inbox and reply to you as soon as I reasonably can.

Shorter version

Thanks for your email. I am on leave type from last working day until return date with no email access. Please contact contact name at contact email meanwhile.

Personalize

Note both last working day and return date so senders understand the full span.
Give contact name enough context to answer without escalating everything to you.

With alternate contact

When to use: Use it when you want one person for daily items and another for escalations.

Message

Thank you for your message. I am away on leave type until return date and will have no access to email during my absence. So that you are looked after, please reach out to contact name at contact email for day-to-day matters. For anything urgent that truly cannot wait, you may also contact second contact, who can escalate on my behalf. I appreciate your patience, and I will follow up personally once I am back at my desk and have caught up on everything that came in.

Shorter version

Thanks for writing. I am on leave type until return date with no email access. Contact contact name at contact email, or second contact for anything urgent.

Personalize

Split routine questions to contact name and true escalations to second contact.
Confirm both people know they are named before your leave type begins.

Client-facing

When to use: Use it when a long leave must not disrupt an ongoing client relationship.

Message

Thank you for getting in touch. I am currently on leave type and will be away from the business until return date. To make sure your account continues to receive the attention it deserves, contact name will be your main point of contact while I am out and can be reached at contact email. For account-level questions, your account manager remains available as well. I value our working relationship and will personally reconnect with you shortly after I return to catch up on where things stand.

Shorter version

Thanks for your note. I am on leave type until return date. Please work with contact name at contact email, or your account manager, while I am away.

Personalize

Introduce contact name to the client by email before you leave if you can.
Reassure the client that standards hold steady throughout your leave type.

Internal-team

When to use: Use it when your responsibilities are handed over and documented before you go.

Message

Hi team, I am now on leave type and will be out until return date. I will not be reachable by email or chat while I am away, so please do not hold work for me. contact name is covering my responsibilities and is the first person to go to for anything on my plate. I have left a full handover in handover doc with the current status of everything, and general questions can go to team channel. Thanks for keeping things running, and I will get back up to speed as soon as I return.

Shorter version

Out on leave type until return date. contact name is covering, and details are in handover doc. General questions go to team channel.

Personalize

Keep handover doc updated right up to your last day so nothing is stale.
Confirm contact name has access to everything they will need.

Company-wide

When to use: Use it when senders may not know your title and need clarity on who now covers it.

Message

Thank you for your email. I am on an extended leave type and will be away from my role as role title until return date. During this period my responsibilities are being handled by contact name, who can be reached at contact email for anything that would normally come to me. Please treat contact name as your point of contact for the duration of my absence so that nothing waits on my return. I appreciate your understanding, and I look forward to reconnecting with everyone once I am back and settled in again.

Shorter version

Thanks for writing. I am on extended leave type as role title until return date. Please contact contact name at contact email for anything in the meantime.

Personalize

Spell out the role title so senders know exactly whose work is covered.
Keep contact name listed for the entire leave type, not just the first weeks.

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How to use this template

1
Pick the closest variant. Choose based on the situation, not only the channel.
2
Replace every placeholder. If you cannot fill a field, ask one clarifying question first.
3
Save the final version into sem.chat, your CRM, or your help desk so the team stays consistent.
4
Review results weekly. Drop variants that create confusion and improve the ones that work.

Frequently asked questions

Can I use these templates commercially?

Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or sem.chat workspace.

Why are there six variants?

One generic template rarely fits every situation. Six variants give your team practical choices without a messy library.

Should I paste these into sem.chat?

Yes. Save the best variants as canned replies, knowledge base entries, routing rules, or CRM notes so your AI agent and team stay consistent.

How far in advance should I set up an extended leave auto-reply?

Turn it on the moment your last working day ends, and ideally draft it a week earlier so you are not scrambling. A calm, prepared message reassures senders that your absence is planned and covered.

Should I share the reason for my extended leave?

Only in broad terms if you wish. Naming it as parental, medical, or sabbatical leave is plenty, and you are never obliged to explain the details to everyone who emails you.

What if I do not know my exact return date?

Give your best estimate and lean slightly later rather than earlier. It is easier to come back sooner than promised than to keep pushing a date that has already passed.

How do I make sure my cover person is not overwhelmed?

Hand over a clear document, brief them before you go, and split routine questions from true escalations. Naming a second contact for urgent items spreads the load.

Should I check email occasionally during long leave?

It is healthier not to. If your auto-reply names a capable contact and a return date, you can fully disconnect and trust that urgent matters are handled.