20 Vacation Announcement Email Samples

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Taking time off work supports a healthy work-life balance and helps you feel refreshed. Sharing your upcoming vacation plans with colleagues and clients needs careful communication to keep business running smoothly during your absence.

A well-written vacation announcement email keeps everyone informed while staying professional. These carefully selected examples will help you write exactly what you need.

Vacation Announcement Email Samples

These 20 professionally written vacation announcement email templates will help you communicate your time off effectively.

1. Standard Vacation Notice

Subject: Vacation Notice: Out of Office August 15-29

Dear Team,

This email is to let you know that I’ll be taking annual leave from Monday, August 15, through Monday, August 29. During this time, I’ll be completely disconnected to spend quality time with my family.

For urgent matters related to ongoing projects, please contact Sarah Miller (sarah.miller@company.com). She’s fully briefed on all current assignments and will handle any time-sensitive requests. For general inquiries, Thomas from our customer service team will be available at support@company.com.

I’ll respond to all pending emails upon my return on Tuesday, August 30. Before my departure, I’ll ensure all immediate deadlines are met and projects are properly handed over.

Thank you for your understanding.

Best regards,
James Wilson

2. Extended Summer Break Notice

Subject: Extended Leave Notice: Summer Break July 1-31

Hello Everyone,

As summer approaches, I wanted to inform you that I’ll be taking an extended break throughout July to travel with my family. My last working day will be June 30, and I’ll return to the office on August 1.

*During my absence, here’s what you need to know:

  • Client presentations: Mark Thompson will lead all scheduled presentations
  • Project management: Lisa Chen will oversee ongoing projects
  • Team meetings: Alex will chair our weekly team meetings*

*All necessary handovers and documentation will be completed before my departure. You can reach my backup contacts at:

Warm regards,
Rachel Green

3. Short Weekend Getaway Notice

Subject: Quick Update: Long Weekend Break (May 26-29)

Hi Team,

Just a quick note to let you know I’ll be taking advantage of the upcoming long weekend and will be away from Thursday, May 26, through Sunday, May 29. I’ll be back at my desk bright and early Monday morning.

While I’m out, Jessica has kindly agreed to monitor my email and handle any urgent requests. She can be reached at jessica.h@company.com or extension 234.

All pending tasks will be completed before I leave, but please feel free to reach out if you need anything before Thursday.

Thanks,
Michael

4. International Travel Notice

Subject: Out of Office: International Business Conference Sept 5-15

Dear Colleagues,

This message is to inform you that I’ll be attending the Global Tech Summit in Singapore from September 5-15. Due to the time difference and conference schedule, my availability will be limited.

*Here’s how to handle various matters during my absence:

  • Client inquiries: Robert (r.smith@company.com)
  • Team management: Diana (d.parker@company.com)
  • Ongoing projects: Weekly status updates will continue as scheduled, led by the respective project leads*

I’ll have intermittent access to emails but response times may be delayed. For time-sensitive matters, please contact the appropriate team member listed above.

Best,
David Chang

5. Holiday Season Break Notice

Subject: Holiday Break Notice: December 20 – January 3

Dear Team Members,

The holiday season is around the corner, and I’ll be taking some time off to celebrate with family from December 20 through January 3. My last working day will be December 19, and I’ll return on January 4.

*I’ve prepared detailed handover notes for all active projects. During this period:

  • Sarah will handle client communications
  • Mike will oversee team operations
  • Paula will manage urgent technical issues*

Their contact details are available on our team portal. I’ll ensure all critical tasks are completed before my departure.

Happy Holidays!
Jennifer

6. Remote Work Location Change

Subject: Working Remotely: Change of Location Notice

Hello Everyone,

Starting next Monday, I’ll be working remotely from Colorado for two weeks while visiting family. My regular work hours will shift to Mountain Time (MT), but I’ll maintain significant overlap with our usual office hours.

*My availability will be:

  • Monday to Friday: 8:00 AM – 4:00 PM MT
  • (10:00 AM – 6:00 PM EST)*

All my regular responsibilities and meetings will continue as scheduled, just adjusted for the time difference. You can reach me through our usual channels: Slack, email, or team chat.

Regards,
Samuel

7. Parental Leave Announcement

Subject: Upcoming Parental Leave Notice: March-June

Dear Team,

As many of you know, I’m expecting a new addition to my family soon. This email confirms that I’ll be taking parental leave from March 1 through June 30, returning to work on July 1.

*During my absence:

  • Client portfolio: Transfer to Amanda Stevens
  • Team management: Split between Tom (operations) and Linda (strategy)
  • Project oversight: Individual project leads will report directly to Linda*

*A detailed transition plan has been shared with key team members. Main contacts while I’m away:

Best wishes,
Emily

8. Sabbatical Announcement

Subject: Three-Month Sabbatical Notice: Starting June 1

Dear Colleagues,

After ten years with the company, I’ll be taking a three-month sabbatical starting June 1 to focus on professional development and personal growth. My return date is scheduled for September 1.

*The leadership team has approved a comprehensive coverage plan:

  • Department oversight: Marcus Jenkins
  • Strategic decisions: Sarah Thompson
  • Daily operations: Regional team leads*

All ongoing projects have been documented and transitioned. The team has been briefed on their expanded responsibilities during this period.

Regards,
Christopher

9. Medical Leave Notice

Subject: Medical Leave Notice: Two-Week Recovery Period

Dear Team,

Following a scheduled medical procedure, I’ll be taking two weeks off for recovery, from October 10-24. My doctor expects a full recovery, and I plan to return on October 25.

*During my absence:

I’ll complete all pressing tasks before my leave starts, and I’ve briefed the team on ongoing projects.

Thank you for your support,
Patricia

10. Graduation Attendance Notice

Subject: Out of Office: Attending Daughter’s Graduation

Hi Everyone,

Next Thursday and Friday (May 18-19), I’ll be out of the office attending my daughter’s college graduation in Boston. This is a special milestone I don’t want to miss.

*For these two days:

  • Mark will lead the scheduled client meeting
  • Susan will handle urgent requests
  • Regular team activities will proceed as planned*

I’ll be back online Monday morning. You can reach Mark at extension 567 or Susan at extension 890 for immediate assistance.

Best regards,
Robert

11. Professional Development Leave

Subject: Training Course Attendance: AWS Certification Week

Dear Colleagues,

From April 3-7, I’ll be attending an intensive AWS certification course. While I’ll be checking emails during breaks, my response time might be slower than usual.

*To ensure smooth operations:

  • Technical queries: Kevin (k.zhang@company.com)
  • Project status updates: Continue as scheduled with team leads
  • Client meetings: Rescheduled for the following week*

The team has been briefed on all ongoing projects, and I’ve set up contingency plans for any potential issues.

Kind regards,
Alan

12. Wedding Leave Announcement

Subject: Wedding Leave Notice: Two-Week Absence

Dear Team Members,

With great excitement, I’m letting you know that I’ll be away for my wedding and honeymoon from July 15-29. During this time, I’ll be completely offline to focus on this special occasion.

*I’ve arranged the following coverage:

All critical deadlines falling within this period have been adjusted and communicated to relevant stakeholders.

Best wishes,
Laura

13. Research Trip Notice

Subject: Field Research Trip: Remote Location Notice

Hello All,

From May 8-19, I’ll be conducting field research in remote areas with limited connectivity. My access to email and phone will be restricted to evening hours only.

*During this period:

  • Data analysis: Team continues under Dr. Thompson’s guidance
  • Lab operations: Regular schedule maintained by senior staff
  • Administrative matters: Claire will handle all urgent requests*

A detailed protocol for emergency situations has been distributed to key team members.

Regards,
Dr. Martinez

14. Family Emergency Leave

Subject: Emergency Family Leave Notice

Dear Team,

Due to a family emergency, I need to take leave starting tomorrow through next Friday. While this is unexpected, I appreciate your understanding during this time.

*I’ve arranged the following coverage:

  • Current projects: status updates shared with team leads
  • Client meetings: rescheduled or reassigned to appropriate team members
  • Urgent matters: please contact Andrew (a.wilson@company.com)*

Thank you for your support during this time.

Best,
Sarah

15. Volunteer Work Notice

Subject: Volunteer Program Participation: Two-Week Notice

Hello Everyone,

From October 1-14, I’ll be participating in a volunteer program with Habitat for Humanity. During this period, I’ll have very limited access to communication channels.

*Coverage arrangements:

  • Team leadership: rotating between senior team members
  • Project tracking: weekly updates will continue as scheduled
  • Client support: full handover to support team*

Regular operations will continue without disruption thanks to our amazing team.

Warm regards,
Nathan

16. Study Leave Announcement

Subject: Study Leave for Final Exams: December 5-16

Dear Colleagues,

As part of my MBA program, I’ll be taking study leave for final exams from December 5-16. My availability will be limited during this period.

*Key arrangements:

  • Daily operations: Tim will oversee (t.brown@company.com)
  • Team meetings: Will proceed as scheduled under department heads
  • Client projects: All deadlines have been adjusted accordingly*

I’ve prepared detailed handover notes for all active projects.

Best regards, Karen

17. Moving Day Notice

Subject: Relocation Leave: Thursday-Friday

Hi Team,

This Thursday and Friday, I’ll be out of the office as I’m moving to a new home. While the timing is brief, I wanted to ensure everyone is aware of my absence.

*During these two days:

  • Helen will handle urgent requests (h.smith@company.com)
  • Team meetings will proceed as scheduled
  • Project deadlines remain unchanged*

I’ll be back online Monday morning, ready to tackle any pending items.

Thanks,
Paul

18. Conference Speaking Engagement

Subject: Speaking Engagement: Tech Conference Attendance

Dear Team,

Next week, Tuesday through Thursday, I’ll be speaking at the Annual Tech Innovation Conference in Atlanta. My availability will be limited due to presentation commitments and networking events.

*While I’m away:

  • Regular team meetings: Will proceed with prepared agendas
  • Project oversight: Maria will coordinate (m.garcia@company.com)
  • Client queries: Support team will handle initial responses*

Looking forward to sharing insights from the conference upon my return.

Best,
Daniel

19. Personal Development Retreat

Subject: Personal Development Retreat: Mindfulness Training

Hello Everyone,

From November 7-11, I’ll be attending a mindfulness leadership retreat with limited access to communication devices. This training will help enhance our team’s wellness initiatives.

*During my absence:

  • Team coordination: Alex will lead daily standups
  • Project timeline: All deadlines adjusted and communicated
  • Client management: Support team fully briefed*

Regular operations will continue smoothly with our established protocols.

Regards,
Michelle

20. Jury Duty Notice

Subject: Jury Duty Notice: Civic Duty Leave

Dear Colleagues,

Starting next Monday, I’ll be serving jury duty for an estimated period of one week. My availability will depend on court schedules and requirements.

*To ensure smooth operations:

  • Daily tasks: Distributed among team members
  • Client communications: Rebecca will manage (admin@company.com)
  • Project updates: Will be provided during evening hours when possible*

Thank you for your flexibility during this civic responsibility.

Best regards,
Thomas

Closing Thoughts: Writing Great Email Announcements

These examples demonstrate how to write clear, professional vacation notices that maintain smooth operations during your absence. Each situation may need small changes, but the essential elements stay the same: clear dates, designated contacts, and specific coverage plans. Use these templates as guidelines to create the right message for your next time off.

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