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Draft an 'Out of Office' Email
Generate one concise, plain-text out-of-office email: date-specific subject, brief availability and response timing, optional reason, a single-sentence alternate contact, and 110-word limit using provided fields.
Prompt Content
Create a concise, professional out-of-office email.
1) Output exactly one email with:
- Subject: Out of Office (Absence Dates)
- Body:
• Greeting: Hello,
• One sentence stating you are unavailable and when you will respond, using Absence Dates.
• If Reason is provided and not blank or "N/A", append "due to Reason" in the same sentence.
• One sentence directing the sender to
<alternate-contact>
Alternate Contact
</alternate-contact>
(convert it into a single clear sentence).
• Polite thanks and the closing line "Best regards," (no name).
2) Keep the body under 110 words.
3) Follow these constraints:
• Use only information from the variables; do not add names, numbers, dates, or links not provided.
• Neutral, polite tone; workplace-appropriate.
• Plain text only; no lists or headers inside the email.
<example>
Subject: Out of Office (Nov 14-19; back Nov 20)
Hello,
I am away Nov 14-19 and will reply after Nov 20 due to annual leave. For urgent matters, contact Jane Smith at [email protected]. Thank you for your understanding.
Best regards,
</example>
Variables
- Absence Dates
- Dates of absence and return timing as you want it shown in the email subject/body.
- Example: Nov 14-19; back Nov 20
- Reason
- Reason for absence; leave blank or type N/A to omit.
- Example: annual leave
- Alternate Contact
- Who to contact and how while you're away (name, email, phone, or team inbox).
- Example: Jane Smith - [email protected], +1 555 123 4567