Three templates for the long absence. They handle the "when am I back?" question gracefully, set expectations honestly, and don't trap you in a promise to "check email occasionally" that you'll regret at 2am with a newborn.
Template 1 — Standard parental leave (12 weeks)
The default. Honest, professional, no apology. Use this for most external senders.
Standard
Hello,
Thank you for reaching out. I'm currently on parental leave and will be back in the office on approximately [return date]. I will not be checking email or voicemail during this time.
For all matters during my absence, please reach out to [colleague name] at [colleague email]. They have full coverage of my work.
Once I return, I'll catch up on email in the order it was received and respond as quickly as possible.
Thank you for your patience and understanding.
Best,
[Your name]
Template 2 — Warm (for ongoing relationships)
For colleagues, ongoing clients, and people who'll be happy for you. Acknowledges the moment without oversharing.
Warm
Hi,
Thanks for your message! I'm out on parental leave welcoming a new addition to our family, and will be back in the office on or around [return date]. I'm fully offline during this time so I can be present.
While I'm out, [colleague name] at [colleague email] is your best contact — they're up to speed on everything and will take great care of you.
I'll catch up with you when I'm back. Thanks for understanding.
[Your name]
Template 3 — Brief and firm
For high-volume inboxes where you can't afford to set a check-in expectation. Says enough, doesn't beg.
Brief
On parental leave through [return date]. Fully offline.
For all matters, contact [colleague name] — [colleague email].
I'll respond when I return.
— [Your name]
What makes a good parental leave OOO message
Approximate return date. Use "approximately" or "on or around" — newborns don't run on a calendar.
State you're fully offline. Don't promise to check email. You won't, and you shouldn't.
One coverage contact. Make sure they actually know they're listed before you go out.
No apology. You're not "sorry for the inconvenience." You're a parent.
Skip the medical detail. "I'm on parental leave" is enough. No one needs the birth story in your auto-reply.
// Twelve weeks. One coverage contact. Or…
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