10 Perfect Vacation Email Samples to Use for Your Out-of-Office Messages

Looking for inspiration on how to write a perfect vacation email that will leave your colleagues and boss amazed? Whether you’re planning a relaxing beach getaway or an adventurous trek through exotic jungles, crafting the perfect email can make or break your time off. Lucky for you, we’ve scoured the web for the best vacation email sample templates that you can use and edit to match your unique style and voice.

After all, taking a break from work is essential to maintain your productivity and overall wellbeing. However, it’s equally crucial to ensure that your colleagues and clients are informed and prepared for your absence. The last thing you want is for them to stress about deadlines and tasks while you’re gone or worse, fill up your inbox with an endless stream of urgent emails.

So, if you’re looking to craft the perfect vacation email that will help you unplug and recharge, we’ve got you covered. Whether you want to keep it short and straightforward or throw in some humor and personal anecdotes, our vacation email sample templates have got you covered. So go ahead, take a deep breath, and let the vacation planning begin!

The Best Structure for a Vacation Email

Writing an email to inform colleagues or clients about your upcoming vacation can feel daunting. You want to ensure that you provide all the necessary details in a concise and professional manner. In order to do so, it’s important to structure your email carefully. Here are a few tips to help you create the perfect vacation email:

1. Start your email with a clear subject line

Your subject line should clearly state the purpose of the email, so recipients know what to expect. Use phrases like “Upcoming Vacation” or “Out of Office” to make your email stand out in their inbox.

2. Begin with a polite greeting

Start your email by addressing the recipient in a polite and professional manner. Use phrases like “Dear [Name]” or “Hello [Name]” to show your respect and courtesy.

3. Provide details about your vacation

Be sure to include the dates you’ll be away, as well as any other relevant details about your absence. If there will be anyone covering your work while you’re gone, include their contact information as well.

4. Include your availability

If you’ll be checking emails or taking calls while on vacation, let your colleagues or clients know when and how they can reach you. If you won’t be available, set up an auto-reply message with alternative contact information or a date of when you will be back.

5. Express gratitude and apologies

Express gratitude for their understanding and apologies for any inconvenience that your absence may cause. This will show your professionalism and respect for their time and work.

6. End with a polite closing

End your email with a polite closing, such as “Sincerely” or “Best regards,” followed by your name and contact information.

By following these tips and structuring your vacation email carefully, you can ensure that your colleagues and clients have all the information they need and that your trip is stress-free. Happy vacation!

Vacation Email Samples

Family Vacation Recommendation

Dear [Name],

If you’re looking to plan a great family vacation, I highly recommend visiting Disney World. With endless opportunities for entertainment, your family won’t be bored for a single second. Whether you want to ride roller coasters, meet your favorite Disney characters, or watch a live performance, there is something for everyone. Plus, with a range of accommodation options available, including hotels and vacation homes, you can choose the perfect place to stay for your family.

Don’t miss out on the fun! Book your family’s Disney World vacation today!

Best regards,

[Your name]

Couples Vacation Recommendation

Dear [Name],

If you’re looking to get away with your significant other, I highly recommend a romantic getaway to the Amalfi Coast in Italy. With stunning views of the Mediterranean Sea and the iconic cliffs of the Amalfi Coast, it’s the perfect place to relax and enjoy each other’s company. There are plenty of activities to keep you entertained, like visiting the historic town of Positano, taking a boat tour of the coast, and enjoying delicious Italian cuisine.

Don’t hesitate to book your trip to the Amalfi Coast! You and your partner won’t regret it.

Warm regards,

[Your name]

Solo Travel Recommendation

Dear [Name],

If you’re planning a solo vacation, I highly recommend visiting Bali, Indonesia. With a vibrant culture, stunning beaches, and beautiful landscapes, Bali is a must-see destination. Take a yoga class in Ubud, hike to the top of a volcano, or relax on the beach in Seminyak. Bali has something for every type of traveler. Plus, it’s affordable and easy to get around.

Don’t miss your chance to explore this beautiful island on your own. Book your solo trip to Bali today!

Best regards,

[Your name]

Adventure Vacation Recommendation

Dear [Name],

If you’re looking to satisfy your need for adventure, I highly recommend rafting in the Grand Canyon. The rapids are challenging, the views are breathtaking, and the experience is unforgettable. You can choose from a range of rafting trips, from a short, half-day excursion to a multi-day adventure. Along the way, you’ll see stunning natural wonders like waterfalls, deep canyon walls, and towering rock formations.

Don’t miss your chance to experience a thrilling adventure in the Grand Canyon. Book your rafting trip today!

Warm regards,

[Your name]

Relaxation Vacation Recommendation

Dear [Name],

If you’re looking to escape the stresses of everyday life and unwind, I highly recommend a trip to Hawaii. With beautiful beaches, warm weather, and a laid-back atmosphere, Hawaii is the perfect place to relax and recharge. Spend your days lounging on the beach, getting a massage, or enjoying a delicious meal. With plenty of accommodation options, from luxury resorts to vacation rentals, you can find the perfect place to escape to.

Don’t hesitate to book your relaxing vacation in Hawaii. You won’t regret it!

Best regards,

[Your name]

Cultural Vacation Recommendation

Dear [Name],

If you’re looking to immerse yourself in a new culture, I highly recommend a trip to Japan. With a rich history, unique traditions, and delicious cuisine, Japan is a fascinating country to explore. Visit Tokyo to see the neon lights and high-tech gadgets, Kyoto to see the temples and shrines, and Hiroshima to learn about the country’s history. Along the way, try traditional Japanese food like sushi and ramen.

Don’t miss your opportunity to experience the beauty of Japanese culture. Book your trip to Japan today!


[Your name]

Budget Vacation Recommendation

Dear [Name],

If you’re looking for an affordable vacation, I recommend a trip to Mexico. With beautiful beaches, delicious food, and a vibrant culture, it’s the perfect place to get away without breaking the bank. Choose an all-inclusive resort to enjoy unlimited food and drinks, or opt for a vacation rental to save even more money. There are plenty of activities to do, like visiting cultural sites, relaxing on the beach, or experiencing the nightlife.

Don’t hesitate to book your budget-friendly trip to Mexico. You won’t regret it!

Best regards,

[Your name]

Vacation Email Sample Tips: How to Craft the Perfect Out of Office Message

Going on vacation can be a wonderful experience, but it’s important to make sure that your colleagues and clients are aware of your absence. Crafting the perfect out of office message is key to ensuring that everyone is informed and that there are no missed opportunities while you’re away. Here are some tips to help you create an effective vacation email sample message:

  • Be Clear and Concise: Your out of office message should clearly state when you will be away and when you will return. It’s also helpful to include a contact person or alternate email address in case of urgent matters.
  • Set Expectations: If you won’t be checking your email while on vacation, make sure to let people know. Alternatively, if you will be checking your email periodically, you can include a note about when people can expect to receive a response from you.
  • Be Polite and Professional: Remember that your out of office message is a reflection of you and your business. Make sure to keep the tone polite and professional, with a touch of personality to convey friendliness. Avoid using humor that might be perceived as inappropriate or unprofessional.
  • Provide Value: Use your out of office message as an opportunity to provide value to your readers. You can offer a helpful resource, a blog post, or even a discount code for your services. This will not only keep your readers engaged, but it will also promote your business while you’re away.
  • Proofread Your Message: Before you hit send, make sure to proofread your out of office message thoroughly. Spelling and grammatical errors can reflect poorly on your professionalism, and might even lead to misunderstandings or missed opportunities.

Crafting the perfect out of office message can take some time, but it’s a small investment that can pay off in big ways. By following these tips, you’ll ensure that everyone is informed of your absence and that there are no missed opportunities while you’re away. Happy vacationing!

Vacation Email Sample FAQs

What is a vacation email?

A vacation email is an automated or manually written email sent to inform colleagues, clients, and customers that you will be unavailable for a certain period.

When should I send a vacation email?

You should send a vacation email when you plan to be away from work for an extended period, such as during holidays, personal leave, or sick leave.

What information should I include in my vacation email?

You should include the dates of your absence, the reason for your absence, your expected return date, and alternate contacts in case of an emergency.

How can I write an effective vacation email?

You can write an effective vacation email by keeping it brief, friendly, and professional, using a clear subject line, and including the essential information mentioned above.

Who should I send my vacation email to?

You should send your vacation email to your manager, colleagues, clients, and anyone else who needs to know that you will be away during that time.

Can I set up an automatic reply for my vacation email?

Yes, you can set up an automatic reply for your vacation email to inform people that you are out of the office and when you will be back.

Should I check my email during my vacation?

No, you should avoid checking your email during your vacation to get the most out of your time off and reduce stress.

Will my inbox get flooded while I’m on vacation?

It’s possible that your inbox may get flooded while you’re on vacation, but setting up an automatic reply and notifying your contacts in advance can help reduce the volume of emails you receive.

What should I do when I return from vacation?

You should check your email and respond to any urgent messages, catch up on any missed work, and reconnect with your colleagues and clients.

Can I take a vacation if I’m a freelancer or self-employed?

Yes, freelancers and self-employed individuals can take vacations by planning ahead, informing clients and contacts in advance, and setting realistic expectations for their availability.

Happy Vacationing!

Well folks, that’s it for my vacation email samples! I hope you found these examples helpful and that it puts you in the mood for some well-deserved time off. Remember to set up that out-of-office message and let your colleagues and clients know when you’ll be back in the office. And, don’t forget to relax and have fun on your vacation! Thanks for reading and make sure to come back for more tips and tricks on how to make your work and personal life a breeze. Bye for now!