When you’re on paternity leave, it’s very important to write an appropriate out-of-office message. This message helps to establish personal boundaries that inform the sender that you will be unavailable during your leave and let them know who they can contact in your absence. You can set up this message early so that you can craft a purposeful message. You’ll feel confident in your message, and your coworkers and clients will feel taken care of.
Setting Expectations for Everyone
Setting an out-of-office message for paternity leave establishes clear boundaries and expectations. Write your paternity leave message weeks or months before your planned absence. Writing your paternity leave message early gives you enough time to write it carefully, and it will be available in case you need to leave early. Use our template to help you craft your paternity leave message.
The Importance of an Out-of-Office Paternity Leave Message
The paternity leave you take after the birth of your child is a very special and unique time. The moments with your newborn cannot be recovered, and it is well known that paternity leave is beneficial for the health and well-being of parents and infants, as well as for family security overall. Therefore, it is important to protect this time in your life.
Think about how a person feels when they receive a work message during their leave. They feel the urge to send a quick reply. But during paternity leave, you don’t have the time for that. Moreover, this quick reply can develop into a bigger issue that needs addressing.
After the baby’s birth, you all welcome a new member to your family. This bonding time will be filled with sleepless nights, an unpredictable schedule, recovery, doctor appointments, visitors, and many changes to manage. Writing emails and responding to work crises under these circumstances is unfair to you or your coworkers.
Your out-of-office paternity leave message will protect you from work interruptions, as well as poorly thought-out emails.
Giving Your Out-of-Office Message Some Thought
About halfway through your pregnancy, start working on your out-of-office message. If you have the option to save a title for it, name it “Paternity Leave – Out of Office.”
You are the one who knows how to perform your job, who will take over your responsibilities, and when you may return to the office. Decide whether you want to include a specific date or week for returning to work, or choose not to mention a date if you are unsure. If you do not mention a specific person for the sender to contact, decide whether you want to provide your manager’s email and/or phone number.
Writing the message early provides time for you and your employer and contacts. You may need to leave the office unexpectedly (to deliver your baby). With a pre-prepared message, your IT administrator or manager has a message to use instead of trying to write one themselves. The lack of a pre-written message can also lead to confusion or misunderstandings with clients, especially when you are absent for an extended period.
Inform your manager when your message is complete. They will likely appreciate that you are prepared to leave, and there’s one less thing they need to do to support you.
What to Include in Your Paternity Leave Message
Here’s a template for an out-of-office message that you can use. Once you enable the message in your email program, it will automatically respond to any emails sent to you during a specified time.
It’s up to you whether you want to inform recipients of your whereabouts. You can simply say that you are out of the office or you can announce that you are on your paternity leave. You can use a different version of this email message for extended holidays or work trips too. Or even if you’re taking paternity leave for something other than the birth of a child, like caring for a sick child.
Where
See (the brackets), place the words or phrases that suit your circumstances.
Sample out-of-office parental leave email message (text version)
Thank you for your message. I am out of the office on parental leave until (expected return date).
If you need immediate assistance, please contact (colleague’s name covering for you, with contact details, your manager’s email or phone number).
(If you have specific projects covered, list the project name and the person covering for you).
If this is not urgent, I will respond to your email upon my return.
Best regards,
(Your Name)
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Resources
The Balance uses only high-quality sources, including peer-reviewed studies, to support the facts in our articles. Read our editorial process to learn more about how we verify facts and maintain the accuracy, reliability, and quality of our content.
American Psychological Association. “The Necessity of Paid Parental Leave.”
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