Out of Office Message for Bereavement: Examples and Templates

How Much to Disclose

You do not owe anyone a detailed explanation. Your out-of-office message needs to accomplish three things: confirm you are unavailable, set a return date (or indicate it is undetermined), and direct urgent matters to a colleague. Everything beyond that is optional.

Some people find that naming the reason — a death in the family — reduces the awkward follow-up questions when they return. Others prefer to say nothing about the cause. Both approaches are completely professional.

Five Ready-to-Use Templates

Template 1: Minimal (No Reason Given)

I am currently out of the office with limited access to email. I expect to return on [DATE]. For urgent matters, please contact [COLLEAGUE NAME] at [EMAIL].

Template 2: Brief Acknowledgment

I am out of the office due to a family bereavement. I plan to return on [DATE]. For time-sensitive requests, please reach out to [COLLEAGUE NAME] at [EMAIL]. I will respond to all other messages when I return.

Template 3: Open Return Date

I am currently on bereavement leave and will be away from email for the foreseeable future. My colleague [COLLEAGUE NAME] ([EMAIL]) is handling urgent matters in my absence. I will update this message when I have a confirmed return date.

Template 4: Detailed with Project Handoff

I am away from the office on bereavement leave and expect to return on [DATE]. During my absence:

• [PROJECT A] questions: contact [NAME] at [EMAIL]
• [PROJECT B] questions: contact [NAME] at [EMAIL]
• All other urgent matters: [NAME] at [EMAIL]

I appreciate your patience and will respond to non-urgent messages after I return.

Template 5: Partial Availability

I am on bereavement leave through [DATE] and am checking email intermittently. Response times may be significantly delayed. For anything that cannot wait, please contact [COLLEAGUE NAME] at [EMAIL]. Thank you for your understanding.

Common Mistakes to Avoid

Over-sharing details: "My father passed away on Tuesday after a long battle with cancer" is more than colleagues and clients need. A simple "family bereavement" is sufficient.

Promising to check email: Unless you genuinely intend to monitor your inbox, do not say you will. It creates an expectation you may not be able to meet, and every unanswered email becomes a source of anxiety.

Forgetting to update: If your return date changes, update the message. An expired out-of-office that still says you are returning "Monday" when it is now Wednesday signals disorganization — even though the reason is entirely understandable.

Skipping the backup contact: Without a redirect, senders will either wait (stalling their own work) or escalate to your manager. Name a colleague who has agreed to cover urgent items.

Setting Up Auto-Replies in Common Platforms

Most email clients let you set different messages for internal and external contacts. Consider a slightly more detailed message for internal colleagues (who may need project context) and a shorter one for external contacts.

In classic Outlook for Windows: File > Automatic Replies. In Gmail: Settings > See all settings > General > Vacation responder. Both allow you to set start and end dates so the reply turns off automatically.

If you're also managing estate administration during your leave and need a structured system for the tasks waiting when you return, the Returning to Work After Bereavement toolkit includes a phased return agreement and workload triage matrix to help you prioritize what gets done first.