Five copy-paste templates for solo attorneys and small firms — vacation, trial prep, deposition week, family leave, and 'unexpected absence.' All include a routing URL line that directs urgent matters to covering counsel without you.
Quick answer
A good legal auto-reply has four elements: (1) absence dates, (2) covering counsel name and direct contact, (3) a routing URL for urgent matters that don't reach a specific person, (4) explicit non-availability for new matters during the window. The five templates below cover the most common scenarios.
→ The mechanical fix
OutOfOfficePro is the routing URL these templates assume.
Set up matter-specific routing in 3 minutes. 14 days free.
Use when: planned vacation with covering counsel arrangement.
Subject: Out of office — [start] through [end]
Hi —
Thanks for your email. I'll be out of office from [start] through [end]. For matters that can't wait until I return:
→ [firm].outofofficepro.com — routes urgent matters by type to covering counsel.
If you have an active matter with me and don't see it in the routing options, please contact [covering attorney name] at [email] / [phone] directly.
I'll respond to non-urgent emails when I return on [return date].
Thanks, [Name] [Firm]
Template 2: Trial preparation (no new intakes)
Use when: in trial prep and not accepting new matters or routine inbounds.
Subject: In trial preparation — limited availability through [end]
Hi —
I'm in trial preparation through [end] and have limited email availability. For active matters, my paralegal [name] is handling routine correspondence: [email].
For client crises that genuinely cannot wait: [URL]
I'm not taking new matter inquiries during this window. Please reach back out after [end] and I'd be glad to discuss.
Thanks, [Name]
Template 3: Deposition week
Use when: out of office for a week of depositions.
Subject: In depositions — [start] through [end]
Hi —
I'm in depositions through [end] and have limited email access. For urgent matters during this window: [URL]
For matters specific to [active case], please contact [covering attorney] at [email].
Thanks, [Name]
Template 4: Family leave (extended absence)
Use when: extended absence (parental leave, family emergency, etc.) with full covering counsel.
Subject: On leave — [start] through [approximate return]
Hi —
I'm on leave from [start] through approximately [return]. During this time, all my matters are being handled by [covering attorney name], who has full authority on my behalf:
[covering name] [email] [phone]
For new inquiries during this window, please reach out to [covering attorney] directly or use [URL] to be routed to the right person.
I'll be in touch when I return.
Thanks, [Name]
Template 5: Unexpected absence
Use when: unexpected — illness, family emergency. Short and direct.
Subject: Out of office — unexpected absence
Hi —
I'm out of office unexpectedly and may have limited email access for the next several days. For urgent matters: [URL] (routes to covering counsel) or contact [covering attorney] at [email] directly.
I'll respond to non-urgent emails as I'm able.
Thanks, [Name]
// The routing line
The URL the templates point to.
OutOfOfficePro routes by matter type to covering counsel. 14 days free.