You’re getting ready for vacation, a business trip, or parental leave. Before you shut down your computer, follow these steps to create a clear, concise out-of-office email message.

An effective out-of-office message contains four main components:

• A friendly greeting to begin the email: “Hello,” “Hi,” “Greetings”
• The dates you are gone—or at least the return date.
• Who to contact in your absence, including your colleague’s first and last name, email, and (optional) phone number: “If you need help while I am gone, please contact [First and Last Name] at [email]”
• A sign off: “Thank you,” “Sincerely,” “Regards,” “Have a great week,” “Happy holidays”—and your name and/or email signature

Other advice for out-of-office messages:

• Proof your message.
• Don’t provide too many details about your absence—although a little detail is fine, provides context, and keeps your message from sounding stiff: “I will be away on maternity leave”; “I’ll be on a work retreat”; “I’m taking time off to celebrate the holidays with my family.”
• Don’t promise that you will respond the day you return, as you may need time to catch up: “I will respond to your email as soon as I can when I’m back in the office.”
• If you are not going to check email while you are gone, then say that and follow through: “I will not have access to email while I am gone”; “I will be on vacation [dates] and plan to disconnect during that time.”
• If you’re attending a conference and will occasionally check your work email for time-sensitive messages, convey that, along with the understanding that communication delays should be expected; provide contact information for urgent matters: “I will be checking my email periodically, but please contact [First and Last Name] at [email] for all urgent matters and requests.”

For more advice, read “7 Out of Office Messages That Set Professional Boundaries.”