Email out-of-office replies

Below you will find a general out-of-office reply. Keep scrolling for out-of-office replies specific to Insurance Operations, Claims Representatives, Underwriters, and holidays.

Please note, you do not need to add your branded email signature to your out-of-office reply, as Gmail will automatically populate it for you.

GENERAL - OUT-OF-OFFICE REPLY

Whether you’re out of the office on PTO or business, or it is your personalized schedule day off/flex day, be sure to set up your out-of-office reply in Gmail – similar to your voicemail. Your message should contain:

  • The date(s) you will be out of the office
  • The date you will return to the office
  • If you will – or will not – be checking your emails while you are out of the office
  • The contact information for the team member that is covering for you while you’re out of the office.  
  • You do not need to manually add your signature to your out-of-office message. The signature you created will auto-populate into the body of the email

Example: "Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that I won’t be checking messages during this time. I will respond to your message as soon as possible upon my return. If you need immediate assistance, please contact [first and last name, 303.361.xxxx and name@pinnacol.com]. Thank you and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) hasta (e.g., May 11). Por favor tome en cuenta que no revisaré los mensajes durante este tiempo. Le responderé su mensaje lo más pronto posible a mi regreso. Si necesita asistencia inmediata, por favor, contacte a [first and last name, 303.361.xxxx and name@pinnacol.com].

Don't forget to update the dates and any contact information before you head out the door.

Quick Tips & Reminders:

  • Be sure to use the same out-of-office reply externally and internally.
  • Do not include a laundry list of people to contact.
  • Be sure to include a complete phone number and not just an extension (e.g., call 303.361.4000).
  • Include information about if you will or won’t be checking messages


INSURANCE OPERATIONS - OUT-OF-OFFICE REPLY

Use the exact template below when a team member will be monitoring your emails:

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that one of my teammates will be checking my emails during this time.

If you need immediate assistance, please call my number (303-361-xxxx) and the team member covering my desk will be able to assist you.

Thank you and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) hasta (e.g., May 11). Por favor, tome en cuenta que uno de mis compañeros estará revisando mis correos electrónicos durante este tiempo.

Si necesita asistencia inmediata, por favor, llame a mi numero (303.361.xxxx) y mi compañero/a que está cubriendo durante mi ausencia le podrá asistir.

¡Gracias y que tenga un día seguro!

Use the exact template below when a team member will not be monitoring your emails:
"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that I will not be checking or responding to messages during this time. If you need immediate assistance, please call my number (303.361.xxxx) and the team member covering my desk will be able to assist you.

Otherwise I will respond to your email upon my return.

Thank you and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) hasta (e.g., May 11). Por favor, tome en cuenta que no revisaré o responderé a los mensajes durante este tiempo. Si necesita asistencia inmediata, por favor, llame a mi numero (303.361.xxxx) y mi compañero/a que está cubriendo durante mi ausencia le podrá asistir.

De otra manera le responderé a mi regreso.

¡Gracias y que tenga un día seguro!


Please note: By copying and pasting directly from these email templates you will have the correct formatting in your out-of-office reply. If you are using Google Chrome, you will see a warning message pop up at the bottom of your screen (This type of file can harm your computer.). Please click on the "Keep" button and the template will open.


CLAIMS REPRESENTATIVE - OUT-OF-OFFICE REPLY

Whether you’re out of the office  on PTO, on business, or it is your personalized schedule day off/flex day, be sure to set up your out-of-office reply in Gmail – similar to your voicemail.

Use the exact templates below when a team member WILL be monitoring your emails:

One person covering (Also applies when you are out due to the 8x9x8 personalized work schedule AKA flex):

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that one of my teammates will be checking and responding to my emails during this time. If you need immediate assistance, please call my number at (303.361.xxxx), and the team member covering my desk will gladly help. Otherwise, I will respond to your email upon my return.

Thank you, and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) al (e.g., May 11). Por favor, tenga en cuenta que uno de mis compañeros estará revisando y respondiendo a mis correos electrónicos durante este tiempo. Si necesita asistencia inmediata, por favor, llame a mi número al 303-361-XXXX, y el miembro de mi equipo cubriendo mi escritorio le ayudará con gusto. De otra manera, le responderé su correo electrónico una vez que esté de regreso.

¡Gracias y que tenga un día seguro!

Multiple people covering:

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that one of my teammates will be checking and responding to my emails during this time. If you need immediate assistance, and it’s between the hours of 8 am-5 pm, please call our Customer Experience team at 303-361-4000, and a team member will gladly help.

Thank you, and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) al (e.g., May 11). Por favor, tenga en cuenta que uno de mis compañeros estará revisando y respondiendo a mis correos electrónicos durante este tiempo. Si necesita asistencia inmediata, por favor, llame a nuestro equipo de asistencia al cliente al 303-361-4005, y un miembro del equipo le ayudará con gusto.

¡Gracias y que tenga un día seguro!


Use the exact templates below when a team member will NOT be monitoring your emails.

One day with no email coverage:

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that I will not be checking or responding to messages during this time. If you need immediate assistance, please call my number at (303.361.xxxx), and press “0” when you reach the voicemail recording to reach an available team member. Otherwise, I will respond to your email upon my return.

Thank you, and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina desde (e.g., May 7) hasta (e.g., May 11). Tenga en cuenta que no revisaré ni responderé mensajes durante este tiempo. Si necesita asistencia inmediata, por favor llame a mi número al (303.361.xxxx) y presione "0" cuando llegue a la grabación del buzón de voz para comunicarse con un miembro del equipo disponible. De lo contrario, responderé a su correo electrónico a mi regreso. Gracias, y que tenga un día seguro.

¡Gracias y que tenga un día seguro!

UNDERWRITER - OUT-OF-OFFICE REPLY

Whether you’re out of the office  on PTO, on business, or it is your personalized schedule day off/flex day, be sure to set up your out-of-office reply in Gmail – similar to your voicemail.

One person covering (Also applies when you are out due to the 8x9x8 personalized work schedule AKA flex):

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that one of my teammates will be checking and responding to my emails during this time. If you need immediate assistance, please call my number at (303.361.xxxx), and the team member covering my desk will gladly help. Otherwise, I will respond to your email upon my return.

Thank you, and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) al (e.g., May 11). Por favor, tenga en cuenta que uno de mis compañeros estará revisando y respondiendo a mis correos electrónicos durante este tiempo. Si necesita asistencia inmediata, por favor, llame a mi número al 303-361-XXXX, y el miembro de mi equipo que cubre mi escritorio le ayudará con gusto. De otra manera, le responderé su correo electrónico una vez que esté de regreso.  

¡Gracias y que tenga un día seguro!

Multiple people covering:

"Thank you for your email. I will be out of the office from (e.g., May 7) through (e.g., May 11). Please note that one of my teammates will be checking my emails during this time. If you need immediate assistance, please call my number (303-361-xxxx) and press “0” when you reach the voicemail recording to reach an available team member.

Thank you and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. Estaré fuera de la oficina del (e.g., May 7) al (e.g., May 11). Por favor, tenga en cuenta que uno de mis compañeros estará revisando y respondiendo a mis correos electrónicos durante este tiempo. Si necesita asistencia inmediata, por favor, llame a mi número 303-361-XXXX y presione el 0 cuando llegue a la opción de buzón de voz para comunicarse con un miembro del equipo.

¡Gracias y que tenga un día seguro!

HOLIDAY OUT-OF-OFFICE TEMPLATES

If the office is closed and you are celebrating a holiday with family and friends, don't forget to update your out-of-office reply.

"Thank you for your email. In observance of the holiday, Pinnacol Assurance will be closed beginning on [day and date] through [day and date]. Please be advised that I will not be checking my emails during this time. I'll return your message once I'm back in the office on [day and date].

Thank you and have a safe day!"

Spanish version of the reply above:

Gracias por su correo electrónico. En conmemoración del día feriado, Pinnacol Assurance estará cerrado a partir del [day and date] hasta [day and date]. Por favor, tome en cuenta que no revisaré mis correos electrónicos durante este tiempo. Le regresaré su mensaje una vez que esté de regreso en la oficina el [day and date].

¡Gracias y que tenga un día seguro!

Taking additional PTO around the holiday:

If you will be taking additional PTO around a holiday, please update your out-of-office reply to include both the holiday-specific details as well as additional information outlined in the sections above.

Job titles in spanish:

Claims representative - Ajustador/a de reclamo/reclamación

Underwriter - Corredor/a de poliza

Auditor - AU - Auditor/a