These templates are designed to be copied and adapted. Replace the bracketed placeholders with your own details and adjust the tone to fit your team’s culture.
The [$TEAM_GREETING] placeholder represents whatever greeting your team typically uses: for example, “Hi team”, “Hey folks”, “Good morning everyone”, or simply “Hello all”. Use whatever feels natural in your workspace.
Unable to Join a Team Meeting
Key principles for communicating a meeting absence:
- Always communicate as early as possible.
- Use appropriate channels (prioritise the team’s Scrum or Sprint channel).
- Provide clear status updates and next steps.
- Tag relevant team members.
- Follow up after the meeting.
Communication Channel Priority
- Team’s Scrum / Sprint channel
- Project-specific channels
- Direct messages to lead / manager
- Calendar update / meeting response
Templates for Meeting Absence
Standard Update (No Blockers)
[$TEAM_GREETING] I won't be joining today's [meeting name]:
• Status: All tickets updated in Jira
• Blockers: None
• Next actions: Will review meeting notes
• Return: Will join tomorrow's sync
CC: @mylead @relevantcoworker
Update with Blockers
[$TEAM_GREETING] I won't be joining today's [meeting name]:
• Status: Working on TICKET-123
• Blockers: Pending API access
• Handoff: @coworker will continue the setup
• Next actions: Sync with @coworker at 2pm
• Questions: Please tag me in thread if needed
CC: @mylead @relevantcoworker
Late Join Notice
[$TEAM_GREETING] I'll be 15 minutes late to today's [meeting name]:
• Status: In another meeting until [time]
• Updates: Will share in thread when I join
CC: @mylead
Taking Time Off
Types of Time Off Communication
- Planned vacation
- Sick leave
- Emergency absence
- Extended leave
- Partial day off
Templates for Time Off
Planned Time Off
[$TEAM_GREETING]
I'll be out of office on [dates]:
• Handoff: @backup will cover critical tasks
• Current work: All tickets updated in Jira
• Pending items:
- [TICKET-123]: Ready for review
- [TICKET-456]: Blocked, details in ticket
• Emergency contact: @mylead
• Knowledge base: [link to relevant docs]
I'll be back on [return date].
CC: @projectmanager @teamchannel
Unexpected Absence / Sick Leave
[$TEAM_GREETING]
Due to [reason if comfortable sharing], I need to take today off:
• Urgent matters: Please contact @backup
• Meetings: Calendar updated to OOO
• Status: Updated tickets with current progress
• Expected return: [date/time if known]
CC: @mylead @projectmanager
Extended Leave Notice
[$TEAM_GREETING]
I'll be taking leave from [start date] to [end date]:
• Handoff doc: [link to document]
• Coverage plan:
- Daily tasks: @teammate1
- Project X: @teammate2
- Ongoing reviews: @teammate3
• Last day preparations:
- Complete code reviews
- Update documentation
- Transfer access permissions
• Return plan: Team sync on [date]
I'll ensure all critical tasks are transitioned before leaving.
CC: @mylead @projectmanager
Partial Day Off
[$TEAM_GREETING]
I'll be away today from [start time] to [end time]:
• Available: [specify hours]
• Critical updates: Will check messages at [time]
• Pending tasks: Can be handled after [return time]
CC: @mylead
Return to Work
First Day Back
[$TEAM_GREETING]
I'm back from my time off:
• Catching up on: Messages and tickets
• Available for: Sync calls after [time]
• Questions: Please tag me in any important threads
• Priorities: Will align with @lead during our 1:1
Pre-absence Checklist
Use this checklist before any planned absence:
- Update all relevant tickets and tasks
- Create handoff documentation if needed
- Set up auto-responder for email
- Update calendar to show OOO
- Decline or delegate scheduled meetings
- Notify key stakeholders
- Set messaging platform status
- Update team availability calendar
- Document current project status
- Share access to necessary resources
- Delegate monitoring and alert responsibilities
General Communication Best Practices
Message Structure
Every work message benefits from a consistent structure:
- Clear subject or purpose
- Current status
- Impact on others
- Next steps or actions
- Relevant tags and mentions
Response Time Expectations
| Priority | Expected Response |
|---|---|
| Urgent matters | Within 1 hour during work hours |
| Regular updates | Same business day |
| Non-critical items | Within 24 hours |
| While OOO | As specified in auto-response |
Status Indicators
- 🟢 Available
- 🟡 In a meeting
- đź”´ Do not disturb
- âš« Out of office
- 🌙 After hours
Documentation Requirements
- Update personal workspace status
- Maintain team calendar
- Keep project documentation current
- Log all handoff decisions
- Document any temporary access grants
Emergency Contacts Template
Emergency Contacts List:
• Technical Issues: @techlead
• Project Questions: @projectmanager
• Access Problems: @devops
• Client Concerns: @accountmanager
• HR Matters: @hrteam
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