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14 Best Examples of Professional Out of Office Emails – Permanent and Temporary Autoresponses

Whether jetting off on a well-deserved vacation or attending a crucial conference, crafting an effective out of office message has become a vital skill in the professional world. This article dives into the power of well-crafted auto-replies, providing tips and tricks to leave a lasting impression while ensuring smooth communication during your absence.

As a professional, remember that your email correspondents expect you to respond within minutes or, at most, 24 hours of receiving their emails unless specifically stated in the email that you are free to respond much later.

So, professionals are expected to use out-of-office email autoresponders whenever they will be out of reach for a fairly long time.

Let’s put this in context.

Whenever you need to step away from the office and won’t be able to respond to emails as quickly as you usually do, it is good practice to create an out-of-office email autoresponder to guide your email correspondents on how to reach you, who else to contact, and/or what to do next.

Setting a proper out-of-office email also puts pressure off you when you have limited time to respond to emails outside the office. We will look at a few examples together here:

Examples of Temporary Out-Of-Office Email Autoresponder

Are you going on leave or vacation, or perhaps you are sick or traveling to remote areas or attending an event that would prevent you from responding to emails as fast as you normally do; this set of professional out-of-office email examples will guide you on how to create your own out-of-office email autoresponder:

Standard Out-of-Office Message

1. temporary out-of-office email for annual leave, 2. temporary out-of-office email for vacation, 3. out-of-office email for unspecified purpose, 4. temporary out-of-office email for traveling to remote locations, 5. out-of-office email for maternity leave.

Being out-of-office on maternity leave can range from less than 12 weeks to 6 months or more, this is entirely dependent on where you work or live. Maternity leave-out-of-office message messages are important as they inform your recipient of your whereabouts and inform them of who to reach out to in the meantime.

Here’s an automatic reply about maternity leave:

6 . Out-of-Office Email Template on Medical Leave

If you’re going to be away on medical leave for an illness or a medical procedure and you’re going to be gone for a while recovering, you should add this in your out of office email (if you feel comfortable with it). The reason is so your contacts can accord you the needed privacy to heal. This is entirely optional though, if you don’t feel comfortable including it, you can leave it out.

7. Temporary Out-of-Office Message for Holidays

Different companies have different holiday policies. If you’re going to be out of office during the holidays, state it in your email.

8. Temporary Out-of-Office Example for Attending a Conference

 If you’re going to a business conference, state it out in your out of office email. This type of email is also a great way to show your contacts that you’re growing and advancing your job.

9. Out-of-Office with a Promotion

If you are part of the sales team in your organization, out of office emails is a great way to promote your products even while you’re out of office.

9. Out of Office Message Examples Traveling on Business

10. out of office: checking emails intermittently, examples of permanent out-of-office email autoresponder.

This is very useful in situations where you are changing jobs (as an employee) or a former employee has left your company (as an employer or HR manager). Permanent out-of-office emails help to guide correspondents appropriately.

1. Out-of-Office Email for Former Employee—Set by Management

2. out-of-office email for former employee—set by employee, examples of acknowledgement email autoresponder.

You are regarded as a responsible netizen when you imbibe the habit of leaving out-of-office messages. For employers and HR managers , it is worthwhile to teach this practice to your employees. Out-of-office emails show that you are polite and professional, lending credibility to your corporate culture.  

Check out more Out-of-Office Autoresponder Email Templates and Samples

About The Author

Dr. Ayoade Oyedotun

Related posts.

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6 thoughts on “14 best examples of professional out of office emails – permanent and temporary autoresponses”.

Samples template given would be a great help during my absence .thanks a lot.

Email autoresponder platform seems to provide great help when you are probably not a good situation to reply to emails in time. It definitely would be a good thing to learn in every organization. I hope it’s safe and secure.

Thank you, these templates are excellent, and ready to use. I’ve already use some of them as my out of office autoresponse, and they work just great.

thank you very much for your post really I love it

really I love it thank you very much for your post

Thank you so much. I used these templates multiple times, it really helps

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100 Professional Out-of-Office Message Examples 

Sudarshan Somanathan

Head of Content

April 26, 2024

Setting an out-of-office (OOO) email might slip our minds as we eagerly anticipate our next holiday or break. However, skipping this step could unintentionally weaken your trust with your clients or colleagues.

A prompt response, even in your absence, signals professionalism and reliability. Crafting the perfect out-of-office message is more than a courtesy; it’s a critical component of business etiquette. It reassures your clients and partners that their needs are acknowledged, even when you’re recharging.

This article is your go-to guide for crafting an out-of-office email message that effectively communicates your unavailability while maintaining your professional image. We’ll also share some out-of-office message examples you can use as inspiration for this essential piece of workplace communication . 

Let’s explore how to leave an impeccable impression with your out-of-office message!

Understanding the Office Autoresponder Email Message

1. general professional out-of-office message examples, 2. short-term leave (ideal for brief absences), 3. extended period of leave (long vacations or sabbaticals), 4. conference attendance, 5. holiday season (holiday out-of-office), 6. emergency absences, 7. maternity/paternity leave, 8. medical leave, 9. training or professional development, 10. remote working adjustments, 11. automated service messages, 12. creative and fun messages, 13. industry-specific messages, 14. after-hours replies, 15. project-specific absences, 16. other scenario-specific emails, professional out-of-office message example, humorous or creative out-of-office message example, setting up out-of-office messages in microsoft outlook, comparing out-of-office message functionality in different email platforms, tips for writing professional out-of-office messages, common mistakes to avoid while writing out-of-office messages, using clickup to enhance your out-of-office messages, seal your virtual presence: master the art of out-of-office messaging with clickup.

• Frequently Asked Questions (FAQ)

Autoresponder email messages inform senders of your absence, ensuring continuous communication even when you’re not available to send an immediate response. Essential elements of a professional office autoresponder email message include:

• Clear announcement of absence: Your message should start with a straightforward statement indicating you’re out of the office, whether for a holiday, business trip, medical leave, maternity leave, etc.
• Your return date: Mention the exact date when you will be back and can respond to emails. This sets expectations for when a follow-up can be anticipated.
• Alternative contacts: For urgent matters that need immediate attention, provide the contact details of a colleague or team member who can assist. Include their email address and work phone number in the out-of-office communication.
• Limited access note: If you expect to have limited internet or cell phone access, include this information to manage expectations about your availability.
• Professional tone and sign-off: Even funny out-of-office messages should maintain a professional tone, ending with a polite sign-off that can spread some holiday cheer or convey well wishes.

Tip: Since you’re likely to use one generic out-of-office message for all emails, whether from friends or work contacts, it’s best to strike the right tone balance. Be clear about your availability and whom to contact in your absence, but keep personal details private.

100 Out-of-Office Message Examples

Here are 100 out-of-office message examples to fit every possible absence scenario, from short-term leave to extended vacations. 

Before we begin: Remember that every message benefits from starting with common salutations like “Hi,” “Hope you’re doing well,” or “Thank you for reaching out.” These universal phrases add a polite and professional tone to your message.

Each message should also include an emergency contact in case someone contacts you for something urgent. It could look like this:

For urgent matters, please contact [contact name] at [contact email address] or [number].

For immediate help, please email [contact email] or call [number].

Let’s look at some out-of-office message examples now:

• Thank you for your email. I’m currently out of the office with limited internet and will return on [date].
• I am away from the office until [date]. For anything urgent, please email [contact email] or call [number]. Thank you!
• Thank you for your email. I am out of the office today with limited email access. I will respond to you upon my return on [Date].
• Hello! I’m currently away from the office on a short break but will be back on [Date]. I look forward to catching up soon!
• I am out of the office until [Date]. Thank you, and I’ll get back to you as soon as possible.
• OOO until [Date].
• Thank you for reaching out. I am out of the office on a short leave of absence and will return on [Date]. For general inquiries, please contact [General Inquiry Email/Phone Number].
• Hey there! I’m on a quick break and won’t be checking emails until [Date]. I’ll get back to you as soon as I can after my return
• Thank you for your message. Our team is currently out of the office and will return on [Date]. Your patience is appreciated, and we’ll be in touch soon.
• Thanks for reaching out! I’m currently off-grid, working on a project, and will be back on [Date]. Looking forward to connecting soon.
• Thank you for your email. I am currently away [work/school/the university] and will return on [Date]. During this period, I will have intermittent access to email.
• Out of office until [Date]. I’ll respond to your email as soon as I return.
• Hello! I’m currently on a sabbatical, soaking in new experiences and inspirations. I’ll be back and ready to tackle new challenges on [Date]. Cheers!
• Thank you for your email. I am out of the office on an extended leave period until [Date]. Please direct your inquiries to [Alternate Contact Person or Department] for urgent matters.
• Hi there! I’m on a long-overdue adventure, exploring [Place or Activity], and will not be available until [Date]. Looking forward to catching up upon my return!
• I am currently out of the office on extended leave and will not return until [Date]. During this period, I will have limited access to email.
• Greetings! I’m taking some time off to recharge and focus on personal growth, and I will be away until [Date]. Your message is important to me, and I’ll respond as soon as possible upon my return.
• Hello! I’m currently attending [Conference Name] to bring our team the latest [Industry Trend/Technology] insights. I’ll be out of the office from [Start Date] to [End Date], with intermittent access to email. I’ll get back to you as soon as I can after [Date].
• Thank you for your message. I am attending [Conference Name] and will be out of the office until [Date].
• Hi! I’m currently at [Conference Name], learning about [Subject]. I’ll be back and buzzing with ideas on [Date]. 
• I am away attending [Conference Name] from [Start Date] to [End Date] and will have limited internet access. For urgent matters, [Alternate Contact] will be handling my responsibilities.
• Hey there! I’m off learning and networking at [Conference Name], and I’ll be back in action on [Date]. I will reply once I’m back, but if something urgent pops up, please contact [Alternate Contact]. Thanks for your understanding!
• I’m currently out of the office celebrating with family and friends and will return on [Date]. If your matter is urgent, please contact [Alternate Contact]. Wishing you a joyous holiday season!
• Season’s Greetings! I am away from the office until [Date] for the holiday season. May your holidays be merry and bright!
• Thank you for your email. I’m out celebrating the holiday season and will be back on [Return Date]. Should you need urgent help, [Alternate Contact] has you covered. Happy Holidays!
• Hello! I’m currently taking some time off to enjoy the festive season and will return on [Return Date]. Wishing you a wonderful holiday season!
• I’m out of the office soaking up the holiday cheer until [Return Date]. May your holidays be filled with joy and laughter!
• Thank you for your message. I’m away for the holiday season until [Return Date]. Enjoy the holiday cheer!
• Thank you for reaching out. I’m unexpectedly out of the office due to a personal emergency and will have limited internet to email.
• I am currently dealing with an emergency and will not be in the office until further notice. Thank you for understanding.
• Due to unforeseen circumstances, I am away from the office. I plan to return by [Tentative Return Date], but please contact [Alternate Contact] for urgent matters.
• Hello, I am currently dealing with a personal matter and have limited internet access. I appreciate your understanding.
• Due to an emergency, I will not be available until further notice. Your understanding during this time is greatly appreciated.
• I am on maternity/paternity leave until [Date]. I look forward to reconnecting upon my return.
• Thank you for your email. I’m currently on parental leave and will be back in the office around [Tentative Date].
• Hello! I’m on maternity/paternity leave and plan to return by [Date]. In the interim, you can contact [alternate contact] at [contact details]. Thank you
• Thank you for reaching out. I’m on parental leave until [Date] and won’t check email regularly. For urgent matters, please reach out to [alternate contact] at [contact email or phone]
• I am currently on medical leave and cannot access email until [Date]. I appreciate your understanding.
• I am out of the office for medical reasons and plan to return around [Tentative Date]. Please direct urgent inquiries to [Alternate Contact]. Your patience is appreciated.
• I’m away from the office due to health reasons and won’t be checking email regularly. Thank you for understanding.
• I am on medical leave and will return to the office by [Return Date].
• I’m on medical leave with limited internet until [Return Date]. Thank you for your thoughts.
• Thank you for reaching out. I’m on medical leave and expect to return on [Return Date]. Your understanding is greatly appreciated.
• I am currently attending a professional development course and will return to the office on [Date].
• Thank you for your email. I’m out for training and will have limited internet until [Date].
• I’m away enhancing my skills at a training workshop until [End Date]. Looking forward to connecting after my return!
• I am out of the office attending a training session and will return on [Date]. For immediate matters, [Alternate Contact] is available to support you.
• Thank you for your message. I’m out for professional development and will have limited access until [Date].
• I am currently adjusting to a new remote work setup and you may experience delays in response. I appreciate your patience.
• Due to remote working adjustments, I might respond slower to emails. I appreciate your understanding.
• I’m transitioning to a different remote work environment so you may see some delays in response. I appreciate your flexibility.
• Thank you for your email. My response time might be affected as I adjust to a new remote work setup.
• I’m changing my remote work environment, which may delay my email responses.
• Thank you for reaching out! Our team is currently helping other customers, but your message is important. The expected wait time is [Wait Time].
• Hello! You’ve reached us outside our regular business hours. We’re available [Business Hours]. Please leave your message, and we’ll get back to you as soon as we’re back in the office!
• I appreciate your patience! All our representatives are currently assisting other customers. Your estimated wait time is [Wait Time].
• Thanks for contacting us! We’re experiencing a higher-than-usual volume but want to get to your request as soon as possible. Expect a response within [Response Time]. 
• Your message has been received! We’re on it, and you’ll hear from us within [Response Time]. If this matter requires more immediate attention, please call our urgent support line at [Phone Number].
• I’m currently testing my superpower of being in two places at once. Spoiler: It’s not going well. I’ll be back [Date].
• Thanks for your email! I’m out searching for the Lost City of Atlantis and will return once I find it (or by [Date], whichever comes first).
• Hello! I’m currently attending the Hogwarts School of Witchcraft and Wizardry. My owl will deliver your message once I return on [Date]. For muggle matters, contact [Alternative Contact].
• As of now, I’m out battling dragons and securing the realm. My return is prophecied for [Date]. Should you need assistance in my absence, [Alternative Contact] will be at your service.
• I’m currently on a secret mission with 007. I’ll return once we save the world (again) or by [Date] – whichever is sooner. If you need backup, [Alternative Contact] is your agent.
• Legal: Thank you for your message. I’m currently in court and will have no access to my emails. For urgent legal matters, please contact [Alternative Contact].
• Academic: Greetings! I’m immersed in research and student mentoring until [Date]. Please contact [Department Secretary] or [Alternative Contact] for immediate academic inquiries.
• Healthcare: I’m currently on rounds and will return [Time]. For medical inquiries, please contact [Alternative Medical Contact] or visit our emergency department for urgent care.
• Tech: I’m currently debugging the future and will be offline until [Date]. For immediate tech support, please escalate to [Tech Support Email].
• Real Estate: I’m out scouting dream homes for clients and will have limited email access until [Date/Time]. For urgent property matters, [Alternative Contact] is your go-to.
• Thanks for reaching out! Our office is currently closed. We’re open [Business Hours]. I’ll make sure to get back to you when I return.
• Hello! You’ve caught us after hours. We value your message and will respond during our next business hours, [Business Hours].
• Our office is currently closed, but your message is important to us. We’ll be back in action [Next Business Day] and will reply promptly.
• Thank you for your message! We’re out of the office right now but will return [Business Hours]. Your message will be on top of our list.
• You’ve reached us after hours! Rest assured, we’ll get to your message first thing when we’re back in the office [Next Business Day].
• Thank you for your email. I’m currently on a project with a tight deadline and will have limited email/phone access until [Project End Date].
• I’m deep in the trenches of a major project and will be resurfacing on [Date].
• Hello! I’m out on a project mission and will have sporadic email access until [Date].
• I am currently fully engaged in an important project and will be less responsive until [Date].
• I’m in project mode and focused on delivery until [Date]. For urgent matters, please contact [Alternative Contact].

I. Wellness breaks

• Thank you for reaching out. I am currently on a wellness break to recharge and will return to the office on [Date]. Your understanding is appreciated.

II. Volunteering and social good

• Hello! I’m currently out of the office, volunteering with [Organization/Project] to make a difference in our community. I will return on [Date].
• I am away from the office, participating in a charity event to support [Cause]. I’ll be back and responsive by [Date].

III. Seasonal work pattern adjustments

• Thanks for your message! Please note, our office is on summer hours and I’ll be checking emails less frequently. I’ll ensure to respond by [Next Check-in Date].
• During the holiday season, our office operates on a modified schedule. I’ll be available for limited hours until [Return Date].

IV. Working abroad or travel

• I’m currently working remotely from [Location], and you may find responses delayed due to time zone differences. I’ll do my best to reply promptly.
• Hello! I’m exploring [Location] while working remotely until [Return Date], which might affect my response time.

V. Technology-free retreats

• I am on a digital detox retreat until [Return Date] and will not be accessing email. For urgent matters, please contact [Alternative Contact].
• Thank you for your message. I’m undergoing a technology-free retreat to rejuvenate and will be completely offline until [Return Date].

VI. Bereavement leave

• I am currently away from the office on bereavement leave and will return by [Return Date] . For urgent matters, please contact [Alternative Contact].
• Thank you for your email. I’m on bereavement leave and will have limited access to my emails until my return. For urgent help, please get in touch with [Alternative Contact] at [contact details]

VII. Transition periods

• As I transition to a new role within our organization, my response time may be slower than usual. I’ll be fully available again by [Return Date].

Creative vs. Professional Out-of-Office Messages

Out-of-office (OOO) messages are a critical communication bridge during your absence. Depending on your workplace culture and intended audience, the perfect OOO message can range from strictly professional to creative and funny.

Professional out-of-office messages are straightforward, providing essential information without extra frills:

• “Thank you for your email. I am currently out of the office and have no internet access, but I will return on [Return Date].”
• “I am away from the office until [Return Date]. Please email [Contact Email] or call [Number] for immediate assistance. Your message is important to me, and I will respond as soon as possible upon my return.”

A touch of humor can make your out-of-office messages memorable and reflect your personality, especially in less formal industries or company cultures:

• I am currently out of the office on an intergalactic space adventure. My ETA for returning to Earth is [Return Date].
• I’m on a quest to find the Holy Grail of coffee until [Return Date]. For truly urgent matters (or excellent coffee recommendations), please reach out to [Alternate Contact].

Out-of-Office Messages in Different Email Platforms

Different email platforms offer various functionalities for setting up your out-of-office email, allowing users to customize their absence notifications effectively.

Microsoft Outlook provides a user-friendly interface for setting up auto-response:

• Go to the ‘File’ tab and select ‘Automatic Replies (Out of Office)’
• Choose ‘Send automatic replies’ and specify the time range if desired
• Enter your out-of-office message in the provided text box. You can set different messages for inside and outside your organization
• Click ‘OK’ to activate your out-of-office reply

This feature ensures that anyone who emails you during your absence is automatically informed of your unavailability and provided with alternate contact details if necessary.

• Gmail: Offers an intuitive setup for vacation responders via Settings, allowing you to define the duration and tailor messages for all incoming emails
• Microsoft Outlook: As mentioned, Outlook users can specify different messages for internal and external business contacts, offering flexibility in communication. You can also set up the message from the Outlook app
• Apple Mail : Uses rules to set up automated responses, providing a more manual setup compared to other platforms
• Yahoo Mail: Allows users to activate vacation responses with a simple setup, similar to Gmail, though with fewer customization options

Additional Tips for Writing Out-of-Office Messages

Crafting an effective out-of-office message is key to maintaining professionalism and clarity when you’re not available. You can use several AI writing tools or email writing tools with integrated AI to assist you in crafting the perfect message.

Here are some tips on writing a great OOO message and common mistakes to avoid. We’ll also show you how ClickUp can streamline this process for you.

• Identify the purpose of your absence: Be clear about why you’re away. Is it for a vacation, a business trip, or a personal day? This helps set the right expectations
• Specify the duration: Mention the dates of your absence. Knowing the exact or approximate return date can help manage correspondents’ expectations
• Provide an alternate contact: Offer the name, position, and contact information of a colleague who can assist in your absence. This ensures continuity of communication
• Keep it professional and positive : Maintain a professional tone while being courteous and positive. Thank your correspondents for their understanding
• Review before sending: Double-check for typos, correct dates, and the clarity of your message. A well-written out-of-office message reflects your professionalism
• Vague information: Avoid being vague about your availability and return date. Specific details help in managing responses and expectations
• Overly personal details: Keep the message professional by not sharing too much about your personal activities or location specifics unless it’s a relaxed company culture where such details are appreciated
• Forgetting to set or update your message: Ensure your out-of-office message is activated before you leave and updated or deactivated upon your return
• Neglecting to provide alternate contacts: Failing to mention an alternate contact leaves the sender without options for urgent assistance
• Too much text: Keep your message concise. A lengthy message might not be fully read, leading to important information being missed

Also Read: The best alternatives to email

ClickUp is a comprehensive productivity platform designed to consolidate workplace tools into a single application. By integrating tasks, documents, email, chat, and AI, the ClickUp project management tool allows teams to seamlessly coordinate and communicate during absences.

Users can automate their out-of-office messages directly within ClickUp, ensuring colleagues and clients are informed and redirected appropriately.

Here are a few ways you can use ClickUp to set up your OOO messages efficiently:

• ClickUp Brain : Automate and personalize the process, ensuring your business communications remain professional and informative even in your absence. ClickUp’s AI Writer for Work can help you quickly generate an out-of-office message that suits your work and team dynamics
• ClickUp Docs : Draft your OOO messages and set Reminders in ClickUp for when to activate them. This ensures you don’t forget to set your email autoresponder before leaving
• ClickUp Email : Send, receive, and manage emails directly within the platform. This allows for a seamless transition between task management and email communication. ClickUp integrates with leading email platforms like Gmail, Outlook, etc., for simplified email management
• ClickUp Automation : Set up Automations in ClickUp to automatically send an out-of-office reply to incoming email during your absence. This can be particularly useful for email campaigns or if you receive a high volume of emails.

The right approach can significantly impact how your absence is perceived. Whether you’re stepping away for a brief period or an extended leave of absence, the tips and examples provided here will ensure your workplace communications remain reflective of your professional image.

For those looking to refine their out-of-office messaging further or explore advanced email management strategies, ClickUp provides a robust platform to centralize, streamline, and automate your email workflow.  

Whether it’s drafting your next out-of-office message in ClickUp Docs, setting reminders, or managing email communications directly within ClickUp, you have a comprehensive tool at your disposal to enhance your productivity and maintain professionalism, even when you’re away from the office.

Take this opportunity to explore ClickUp’s features and integrate them into your communication strategy . Start today by signing up.

Frequently Asked Questions ( FAQ )

1. what is a good auto-response message.

A compelling auto-response message balances professionalism with personal touch, ensuring continuity in workplace communication. It clearly states the duration of your absence, mentions limited internet access, and provides an alternate contact for urgent matters.

For example, “Thank you for your email. I’m currently away with limited access to my inbox and will return on [Date]. For immediate assistance, contact [Name] at [Contact Information]. Appreciate your understanding.” This message upholds your communication goals while respecting collaborative communication norms.

2. What do you write in an auto-reply message?

In your auto-reply message, include the essential elements: the reason for your absence (if appropriate), the period you’re away, less access notification, and alternative contact for urgent inquiries. Incorporating terms like “limited access” subtly communicates your situation, aligning with inbox management tools’ best practices.

A balanced message might read, “Hello! I’m out of the office until [Date], focusing on [Reason, if applicable]. For urgent matters, [Alternative Contact] will assist. Thank you for your patience.” This ensures seamless team communication and respects the workflow.

3. What is a good out-of-office subject line?

An effective out-of-office subject line is concise and informative, directly informing the sender of your unavailability. It acts as a preemptive communication strategy, akin to using the best email alternatives to manage expectations.

A subject line like “Out of Office: [Your Name] Returns [Date]” or “OOO [Date Range] | [Your Name]” is straightforward, allowing recipients to quickly understand your availability without opening the message. This approach fosters clear team communication and supports your overarching communication goals, ensuring stakeholders are informed and can adjust their expectations accordingly.

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Put out-of-office messages to work for you when you’re away

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What’s an out-of-office message?

When do you need an ooo message, what should you include, what to avoid when writing an out-of-office message, 11 out-of-office message examples, keep communication channels open.

Everyone takes time away from the office at some point. Whether it’s for professional development , to recover from an illness, or to enjoy a well-earned vacation , sometimes you won’t make it in.

And while it doesn’t always feel that way, busi ness goes on without you. It’s your responsibility to ensure that operations run smoothly, even when you’re not there. 

An OOO message is an automated response, typically via email, to any correspondence you receive while away. Aside from being good email etiquette , a simple OOO message serves two purposes: it manages expectations and prevents you from becoming overwhelmed when you return. 

Email is the primary means of business communication for 62% of clients and 31% of colleagues . Because so many people use this communication method and know others do, too, they expect a timely response. Your OOO email also:

• Keeps communication channels open while you’re away
• Acknowledges a contact’s need
• Lets people know why you’re away, for how long, and who to contact in your absence 

And with so many people working hybrid nowadays , not everyone may be aware you’re away. Your auto-response keeps colleagues who work asynchronously in the loop and identifies support and resources to maintain their schedule in your absence.

OOO emails also prevent you from becoming overwhelmed when you return to the office. Most people dread taking time off for fear of returning to a mountain of work , but an OOO message redirects general inquiries to coworkers and keeps your inbox from overflowing.

When you return, the only issues you should find will be low-priority or matters only you can resolve, making prioritization much more manageable.

Generally, you should implement an automatic reply anytime you won’t be able to answer emails for an extended period of time.

And if you regularly deal with urgent matters that require a short turn-around time, you can use a temporary OOO notification in your workplace communication platform (like Slack or Teams) to notify coworkers and clients when you’re away from your desk.

Occasions that call for an OOO message include the following: 

Vacation leave

Conference or workshop

Parental leave

Company event

Doctor’s appointments that take up half a day or more

Mental health day

Business trip

Personal leave

Consider an OOO reply an official business correspondence and write it as professionally as any other work email . The optimal length of an email is between 50–125 words , so keep it short and sweet. 

Your OOO message should include the following:

A precise, attention-grabbing subject line

A friendly, general greeting to start the email

The end date for your leave (you can add your expected return time if you're at an appointment)

The reason for your absence, if you feel like sharing

Contact information for colleagues available to assist, including name, email address, and phone number if necessary. If multiple coworkers provide coverage in your absence, explain how and when to contact each one

Your sign-off and signature to close the email

Some email platforms allow you to segment your auto-responses depending on whether the person writing is an internal colleague or external contact. Consider increasing the details of your message depending on your audience, if your email provider allows it. 

Remember that an OOO message’s goal is to ensure the smooth operations of your team, department, or company. To do so, you need to avoid the following practices.

Offering too much detail

Your OOO should be direct and to the point. Avoid adding unnecessary or personal details — you don’t want to lose the most important information, like coworker contact details, in other content.

And if you’re off work for a personal reason, don’t feel you need to say why you’re gone. The most important parts of your message are the dates you’re out and who to contact in your absence. 

Using your coworker as a contact without their consent

Ask before adding your colleague’s name to your auto-reply message to ensure they have the resources to take on extra work while you’re away so no one feels blindsided or frustrated. 

Setting unrealistic expectations

Don’t offer tight timelines if you can’t deliver. You’ll need space to catch up when you return to the office, so avoid saying you’ll answer your emails immediately or by an exact date. 

And avoid putting undue pressure on your point of contact. Don't tell clients your backup is available for immediate help. Instead, offer realistic timelines so your coworker can better organize their schedule to limit disappointing others .

Using off-brand messaging

It can be tempting to inject a little humor into your OOO, especially if you’re going on vacation. That’s alright, but keep it professional.

You never know who might be reaching out, such as a potential client. Your message could leave a negative impression if they don’t share your sense of humor. 

Here are eleven OOO examples for nearly every situation. Copy and paste them into the out-of-office autoresponder as is, or use them as message templates to customize your own emails.

1. Simple out-of-office message

Short. Professional. To the point. This example is all you need to communicate your absence.

Subject: Out of office – April 30th–May 18th

Thank you for your email. I’m away from the office and have limited email access until May 18th. In case of an emergency, contact [your coworker’s name] by email at [their email] or via phone at [their phone number].

I look forward to speaking when I get back. 

[your name]

[your role]

2. Vacation

Your manager has approved your vacation leave request — perfect. Now, you need to craft an appropriate OOO. Be sure the tone of your response matches its intended audience.

Subject: Beach vacation – OOO start date: July 2nd 

Greetings from Punta Cana!

I’m currently enjoying the sun, sand, and surf of the Caribbean. Unfortunately, those three things don’t mix well with electronics, leaving me without access to my cell phone. If you need immediate support, contact [your coworker] at [their email]. I’ll be back in the office on July 25th and look forward to speaking with you then.

Have a great day,

3. Informal

Just because you’re a professional doesn’t mean you can’t have a funny OOO message for friends at work. A light-hearted auto-response is fine if it aligns with your office culture.

Subject: Championship hoops day – OOO

Good afternoon,

It’s Middle-School March Madness! 

I’m out of the office for the remainder of the day, encouraging my point guard extraordinaire as they compete in their championship game. Even if I throw out my back trying to outdo the cheerleading squad, I’ll return phone calls and emails when I return on Monday morning.

Until then, please contact [your coworker’s name] with any urgent matters at [their email]. 

Enjoy the weekend. Go Wildcats!

4. Paternity/maternity leave out-of-office message 

Because you’ll be away for an extended period, your paternity or maternity leave OOO message needs to make it clear that you’re not accessible by phone or email and provide alternative sources of assistance. 

Subject: Baby Aesha has arrived – out of office September 23rd–February 28th

Thanks for reaching out. I’m away from the office for my paternity leave , returning on February 28th. During this time, I’ll be in full-time parent mode without access to company email.

My colleagues are available to assist you until I return.

Please contact [your coworker’s name] to coordinate any website updates at [their email]. In my absence, [your coworker’s name], [their email], is taking over all social media accounts.

Thank you for your understanding. I look forward to speaking with you when I return. 

5. Short term

Having to run out for an appointment is quite common. Let your coworkers and clients know you’re away but will reconnect ASAP.

Subject: Out of office until 2 p.m. – dentist appointment

I’m away from my desk from 12–2 p.m. this afternoon for a dentist appointment without access to my electronic devices. Don't hesitate to contact [your coworker’s name] at [their email] for help if your message is urgent. Otherwise, we can connect when I return.

Enjoy the day,

6. Sabbatical

If you’re lucky enough to work for a company that offers sabbatical leave , you can let your contacts know you’ll be away for an extended period and how you plan to spend your time.

Subject: Earning my MBA – sabbatical leave, OOO until May 8th

I’m happy to let you know I’m currently on sabbatical to focus on completing the final three credits of my MBA. I expect to be back in the office on May 8th. [your coworker’s name] is taking over my duties until I return. You can reach her at [their phone number] or [their email]. 

I look forward to speaking upon my return.

7. Medical leave

If you have to call in sick or will be away due to a medical procedure, you can add this information to your message, but there’s no need to go into detail about your condition. 

Subject: Medical leave – OOO until June 5th

I appreciate your message. Unfortunately, I’m away on medical leave until June 5th. While I’ll check messages as my return date gets closer, please consider contacting [your coworker’s name] for assistance with your recruiting needs at [their email] or by phone at [their phone number]. Thank you for your consideration, I look forward to reconnecting upon my return.

Policy surrounding time off during the holidays varies between companies. It could be a good idea to create an autoresponder email message letting coworkers and clients know about your availability in the days leading up to and after the celebrations.

Subject: Seasons greetings – office closure, December 23rd–28th

Happy holidays!

Our office will close for Christmas celebrations at noon on December 23rd and reopen for regular business hours on the 28th. I’m available by phone in case of an emergency at [your phone number]. Otherwise, I’ll speak with you again when I return.

9. Conference

If you’re away at a professional conference or workshop, you can invite your network to join you using your OOO email. 

Subject: OOO until May 10th, attending Core Mining Conference 2023 – join me in Chicago!

I’m sorry I missed your message. I’m currently attending the Core Mining Conference in Chicago until May 10th. I’ll occasionally check email, but if you need urgent assistance, you can speak to my assistant, [your coworker’s name], at [their email], or [their phone number].

If you’re at the conference and would like to meet, you can find me at Booth 315 or call [your phone number]. I’d love to connect.

10. Lead generation

Put your OOO response to work by prompting recipients to sign up for your company’s newsletter, webinar, or other business offerings.

Subject: Away from the office – return date: March 14th

Hello, I’m sorry I missed you,

I’m away from the office attending an industry workshop with limited email connectivity until March 14th. If you need urgent assistance, contact [your coworker’s name] at [their phone number] or via email at [their email]. 

In the meantime, why not sign up for our weekly newsletter analyzing the latest promotional trends? Our expert team will keep you updated on what’s happening in the world of marketing technology, tactics, and approaches so you know how best to target your audience.

Sign up today!

Best wishes,

11. Social media

Social media is a powerful tool to keep contacts up to date on your company’s activities, even when you can’t speak to them personally. Adding promotional channel links to your automatic email notifications builds an invested, engaged audience.

Subject: OOO until August 12th, but have you seen our latest Instagram post?

Hey there, sorry I missed you.

I’m away from the office for personal reasons until August 12th. Please direct your inquiries to [your coworker’s name] at [their email address] until my return.

Meanwhile, why not check out our Instagram stories and posts for updates about our workshops and to see behind-the-scenes progress on our ongoing projects? 

Good communication is essential to the workplace . Your OOO message demonstrates respect for everyone impacted by your absence and your desire to be helpful even when you’re away from your desk. 

That sends a powerful message, no matter how you deliver it.

Thrive in your workplace

Connect with our Coaches to build stronger workplace relationships and cultivate a culture that drives success.

Allaya Cooks-Campbell

With over 15 years of content experience, Allaya Cooks Campbell has written for outlets such as ScaryMommy, HRzone, and HuffPost. She holds a B.A. in Psychology and is a certified yoga instructor as well as a certified Integrative Wellness & Life Coach. Allaya is passionate about whole-person wellness, yoga, and mental health.

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100 Professional Out of Office Message Examples (A Comprehensive List)

By Status.net Editorial Team on December 1, 2023 — 29 minutes to read

• Tips for Crafting Out-of-Office Messages Part 1
• Out-of-Office Message Examples for Vacation Time Part 2
• Out-of-Office Messages for Professional Conferences and Workshops Part 3
• Out-of-Office Messages for Sick Leave Part 4
• Out-of-Office Messages for Maternity and Paternity Leave Part 5
• Out-of-Office Messages for Freelancers and Consultants Part 6
• Out-of-Office Messages for Unexpected Absences Part 7
• Holiday-Specific Out-of-Office Messages Part 8
• Out-of-Office Messages for Company-Wide Retreats Part 9
• Out-of-Office Messages for Executives Part 10
• Remote Working Notices Part 11
• Out-of-Office Messages During Training Periods Part 12
• Out-of-Office Messages for Extended Breaks Part 13
• Educational Leave Messages for Courses and Seminars Part 14
• Out-of-Office Messages for Customer Service Roles Part 15
• Messages Informing of Response Delays Part 16
• Out-of-Office Messages During Business Trips Part 17
• Out-of-Office Messages for Non-Work-Related Activities Part 18
• Sabbatical and Study Leave Messages Part 19

Out-of-office messages serve as your digital stand-in when you’re away from the workplace, ensuring that your colleagues, customers, and clients are not left in the dark regarding your availability. These automatic email replies are more than mere courtesy; they’re an important component of professional communication, providing a clear expectation of when you’ll be able to address inquiries and tasks. The content of your out-of-office message may vary depending on the circumstances of your absence — be it a vacation, business engagement, or personal leave — but the essence remains the same: to inform and manage the expectations of those reaching out to you.

In this insightful article, we provide you with a variety of out-of-office message examples, each tailored to different scenarios, to help you craft your own. Whether you need to convey urgency, relay alternative contact information, or simply wish to maintain a tone of approachability, these examples will serve as your guide to creating effective and professional auto-responses for your email.

Tips for Crafting Out of Office Messages

• Make sure to mention the dates when you’ll be away and when you’ll be back. This way, people know when they can expect a response from you. For example: “Hi there, I am currently out of the office from Dec 4th to Dec 10th. I will be checking emails intermittently and will respond to your message as soon as possible upon my return.”
• Consider providing an alternative contact for urgent matters. This can be a colleague or supervisor who is available during your absence. This ensures that senders know who to reach out to if their issue is time-sensitive: “If you need immediate assistance, please contact Jane Doe at [email protected] or (321) 123-4567.”
• When crafting an out of office message for specific situations, customize the content accordingly. For example: “I am currently attending the (…) conference and will have limited access to email. I will be back in the office on Feb 9th and will respond to your message as soon as possible.”

Out-of-Office Message Examples for Vacation Time

Short-term vacation.

When you’re taking a short vacation, keep your Out of Office message focused and informative. Let your contacts know the duration of your time away and who to reach out to in your absence.

Subject: Out of Office: [Your Name] Hi there, I’m currently on vacation from [Start Date] to [End Date], and I won’t be able to respond to your email during this time. Please reach out to [Alternative Contact] at [Contact Email] for any urgent matters. Best regards, [Your Name]

Long-Term Holiday Breaks

For a longer holiday break, your Out of Office message should be more detailed. Share the start and end dates of your vacation, along with any relevant ongoing projects or responsibilities. You could also consider providing a list of alternative contacts rather than just one.

Subject: Out of Office: [Your Name] – Holiday Break Hello, I’m currently enjoying a holiday break from [Start Date] until [End Date]. As a result, your email may not receive a timely response from me. In the meantime, please feel free to reach out to any of the following team members for assistance: Product inquiries: [Product Contact], [Contact Email] Sales assistance: [Sales Contact], [Contact Email] Technical support: [Technical Contact], [Contact Email] Warm regards, [Your Name]

Out-of-Office Messages for Professional Conferences and Workshops

Industry-specific events.

Attending industry-specific events is a great way to enhance your knowledge, network with professionals, and stay up-to-date on the latest trends. When you’re away at such a conference, you’ll want an out-of-office message that reflects your commitment to professional development.

Subject: Out of Office: [Event Name] Hi there, thank you for your email. I’m currently attending the [Event Name] conference and won’t be able to respond immediately. Rest assured, I will get back to you as soon as possible once I return on [Date]. Best regards, [Your Name]

Subject: Expanding My Horizons at [Conference Name] Hey! I’m excited to share that I’m at the [Conference Name] to learn about the latest in [Industry]! While I’m away, my response time may be slower than usual. I promise to reply to your email once I return on [Date]. Thank you for understanding! Cheers, [Your Name]

General Professional Development

Workshops and courses that focus on general professional development are vital for personal growth and enhancing your skills. While you’re attending such events, use an out-of-office message that showcases your dedication to your development.

Subject: Out of Office: Professional Development Workshop Hello! Thank you for contacting me. I’m currently attending a professional development workshop to sharpen my [Skill/Career] skills. I’ll be away from my email until [Date]. Please don’t hesitate to reach out to [Backup Contact Name] at [Backup Contact Email] for urgent matters. Warm regards, [Your Name]

Subject: Investing in My Growth: Unavailable Until [Date] Hi, I appreciate your email! Just a heads-up that I’m currently participating in a [Course/Workshop] to expand my skills in [Topic]. During this time, my responses might be delayed. If you need immediate assistance, please get in touch with [Backup Contact Name] at [Backup Contact Email]. I’ll be back to my regular schedule on [Date]. Thanks for your patience! [Your Name]

Out-of-Office Messages for Sick Leave

When you’re feeling under the weather or need to take a personal health day, it’s essential to communicate your absence with a clear and concise out-of-office message.

Example 1: Brief illness

If you’re out for a short time due to a minor illness, you can go with a simple message like,

“Hi there, I’m out of the office today due to an illness. I’ll be back tomorrow and will respond to your email as soon as possible. Thank you for your understanding.”

Example 2: Extended sick leave

For longer absences, it’s helpful to share relevant information and an alternative point of contact. Try something like,

“Hello, I’m currently on medical leave and will be unavailable for the next [number] days. For urgent requests, please contact [colleague’s name] at [email/phone number]. I appreciate your patience and cooperation during this time.”

Example 3: Mental health day

Taking care of your mental health is equally important. You could use a message like,

“Hi, I am taking a personal health day and will be unavailable. I will return [date or day of the week] and reply to your email as soon as I can. In case of any urgent matters, please reach out to [colleague’s name] at [contact information].”

Example 4: Doctor’s appointment

For scheduled appointments, it’s good to let colleagues know when you’ll be back and provide an alternative contact if needed.

“Hi, I will be out of the office today due to a scheduled doctor’s appointment. I will return later in the afternoon and respond to your emails then. For urgent matters, please contact [colleague’s name and contact info].”

Example 5: Hospital stay

If you’re going to be in the hospital for a while, it’s essential to keep your colleagues in the loop. Try a message like,

“Hello, I am currently in the hospital and will be unavailable for work until further notice. In my absence, please contact [colleague’s name] at [email/phone number] for any assistance. Thank you for your understanding.”

Out-of-Office Messages for Maternity and Paternity Leave

As you prepare for your maternity or paternity leave, it’s important to set up a clear and informative out of office message for your clients, colleagues, and other contacts. A well-crafted message can help maintain professionalism and keep others informed while you’re out caring for your newborn.

Subject: Out of Office: [Your Name] on Maternity/Paternity Leave

I’m currently out on maternity/paternity leave, welcoming our new bundle of joy into the world. I will be back in the office on [date]. If you have any urgent matters, please contact [colleague’s name] at [colleague’s email]. Thank you for your understanding, and I look forward to reconnecting soon.

Subject: [Your Name] Away on Parental Leave

I’m currently on parental leave, cherishing the precious moments with our newborn. I won’t be checking emails or voicemails during this period, but don’t worry! [Colleague’s name] will be happy to assist you at [colleague’s email]. I will be back in action on [date]. Thanks for your patience and understanding.

Subject: Baby On Board: [Your Name] on Leave

As you may know, we’ve recently welcomed a new family member, so I am taking some time off to bond with our little one. I will not be available by email or phone until [date]. You can reach out to [colleague’s name] at [colleague’s email] for any assistance in the meantime.

A gentle reminder while crafting your out of office message for maternity or paternity leave:

• Clearly mention your expected return date to keep expectations managed
• Ensure you provide an alternative contact person for any urgent matters

Out-of-Office Messages for Freelancers and Consultants

As a freelancer or consultant, your “Out of Office” message should be both professional and friendly. Here are some examples that you can use or personalize depending on your needs:

Hi there! Thanks for reaching out. I am currently on an assignment and will have limited access to email. Your message is important to me, and I will get back to you as soon as possible. Have a great day!

Hello! I appreciate your email. Unfortunately, I am out of the office and won’t be able to respond until [date]. Please don’t hesitate to reach out to [colleague’s name] at [colleague’s email] if you need immediate assistance. Thank you!

Sometimes, you might be attending a training or conference that keeps you away from your email. In such cases, you can use messages like:

Greetings! Thank you for your message. I am currently attending a [conference/training] to enhance my skills and provide better service to my clients. I will be back in action on [date] and will respond to your email then. If it is urgent, please contact [alternate point of contact]. Enjoy your day!

When you are on vacation, make sure your clients know that you value their business and will be back to work soon. Try messages like:

Hi! I appreciate you getting in touch. I am currently out of office on vacation until [return date]. I will respond to your message as soon as possible upon my return. If you have an urgent matter, please don’t hesitate to contact [colleague’s name] at [colleague’s email]. Thanks and have a great day!

Lastly, you may have personal matters that require time off. Set up an “Out of Office” message like:

Hello and thank you for your email. I am currently dealing with a personal matter and will be out of the office. I will return on [date] and promise to respond to your message as soon as possible. In the meantime, please reach out to [colleague’s name] at [colleague’s email] for immediate assistance. Your patience is appreciated.

Out-of-Office Messages for Unexpected Absences

Family emergencies.

When a family emergency arises and you need to step away from work quickly, your out of office message can convey this urgency. Keep your message simple and to the point, so your colleagues and clients understand that you’re dealing with a family matter and will be responsive when you return.

Subject: Out of Office: Family Emergency Hi there,

Due to an unforeseen family emergency, I’m unable to respond to emails at the moment. I’ll do my best to get back to you as soon as possible.

Regards, [Your Name]

Subject: Unavailable: Family Matters Hello,

I’m currently out of the office attending to a family emergency. My response may be delayed, but I’ll make sure to get back to you as soon as I can.

Best, [Your Name]

Urgent Unplanned Events

When an urgent event comes up that requires your immediate attention, it’s important to inform your contacts that your responses might be delayed.

Subject: Out of office: Urgent Situation Hey,

I’m unexpectedly out of the office dealing with an urgent matter. My response might be delayed, but I’ll do my best to get back to you as soon as possible.

Sincerely, [Your Name]

Subject: Unavailable: Handling an Urgent Event Hi,

Due to an unforeseen situation, I’m currently unable to respond to emails. Your patience is appreciated, and I’ll get back to you as soon as I can.

Kind regards, [Your Name]

Holiday-Specific Out-of-Office Messages

Christmas and new year’s.

• “Season’s Greetings! I’m currently out of the office celebrating with my loved ones. I’ll return on [Date] and respond to your email then. Happy holidays!”
• “Merry Christmas and a Happy New Year! I’ll be back on [Date] to assist you.”
• “Happy New Year! I’m taking a break to recharge and reflect on the past year. I’ll be back in the office on [Date] and will respond to your email promptly. Wishing you a fantastic year ahead!”

Thanksgiving

Subject: Out of Office – Thanksgiving “Thank you for your message. I’m out of the office for Thanksgiving from [start date] to [end date]. I’ll be sure to respond to your email when I return. Wishing you a happy and bountiful Thanksgiving!”

National and Public Holidays

• “Happy [Holiday]! I am currently out of the office enjoying this special day. I’ll be back on [Date] and will respond to your email as soon as possible. Enjoy the holiday!”
• “In honor of [Holiday], we’re taking a day off to celebrate and spend time with our families. I’ll return on [Date] and will be more than happy to assist you then. Have a great day!”
• “Greetings! I am currently away from my desk to observe [Holiday]. I’ll be back on [Date] and will promptly respond to your message. Wishing you a wonderful day!”

Summer Vacation

Subject: Out of Office 🏖️ “Thank you for reaching out. I’m currently out of the office for a summer vacation from [start date] to [end date]. I’ll be sure to respond to your email as soon as I return. Enjoy the sunshine!”

Subject: Taking a Summer Break – Out of Office “Hello! I’m currently taking a summer break from [start date] to [end date]. Your message is important to me, and I’ll respond as soon as possible upon my return. Have a great summer!”

Out-of-Office Messages for Company-Wide Retreats

When attending a company-wide retreat, it’s important to set an appropriate out of office message. Make sure you mention the reason for your absence and provide a contact person for urgent queries:

• Attending a retreat focused on team-building : Hello, I am currently away from the office participating in a company-wide team-building retreat. I’ll be back on [date] and respond to your email then. If you need immediate assistance, please contact [alternative contact person] at [email/phone]. Thank you for your understanding!
• Participating in a professional development event : Hi, I’m away from my desk, taking part in a professional development event with my colleagues to provide you better service in the future. I’ll be back in the office on [date] and will be happy to respond to your email then. Should your inquiry be urgent, kindly reach out to [alternative contact person] at [email/phone]. Best regards.
• Retreat involving volunteering : Greetings, I’m currently out of office participating in our company-wide volunteering retreat. I will return on [date] and attend to your email at my earliest convenience. If your matter requires immediate attention, please feel free to contact [alternative contact person] at [email/phone]. Thank you for your patience and support!
• Team offsite/outing : Hi there, our company is having a team offsite event and I will be away from my desk until [date]. Rest assured, I will address your email as soon as I am back. For urgent concerns, please reach out to [alternative contact person] at [email/phone]. Have a great day!

Out-of-Office Messages for Executives

• Short business trip : Heading to a conference for a few days. I’ll be back on [date] and will respond to your email as soon as possible. If you need immediate assistance, please contact [colleague’s name] at [email or phone number]. Thanks for your understanding.
• Long vacation : I’m currently on vacation until [date] and will have limited access to email. For urgent matters, please reach out to my assistant, [assistant’s name], at [email or phone number]. Otherwise, I’ll respond to your email upon my return. Have a great day!
• Unexpected absence : Due to unforeseen circumstances, I am away from the office and may not be able to respond to your email promptly. I appreciate your patience, and will get back to you as soon as possible. For immediate help, please contact [colleague’s name] at [email or phone number].

Remote Working Notices

When you’re working remotely and need to set an out of office message, it’s essential to convey your availability and provide alternative contact information. Here are a few examples to help you craft the perfect message:

• Balancing remote work and personal life: Hi there! I’m currently working remotely and may have limited availability to respond to emails promptly. Please be patient, and I’ll get back to you as soon as possible. If it’s urgent, feel free to reach out to [Alternative Contact]. Thanks!
• Traveling while working remotely: Greetings! I’m working remotely while traveling, and my response times might be delayed. Rest assured, I’ll respond to your message as soon as I can. If you need immediate assistance, please contact [Alternative Contact]. Safe travels!
• Adjusting to different time zones: Hello! Thanks for reaching out. I’m working remotely from a different time zone (GMT+3), so my response may take a bit longer than usual. I appreciate your understanding and will reply as soon as possible. Alternatively, you can contact [Alternative Contact] for assistance during regular office hours. Cheers!
• Intermittent connectivity issues: Hi there! I’m currently working remotely in an area with limited internet access. I will do my best to respond to your messages, but please be aware that my responses might be sporadic. For urgent matters, please reach out to [Alternative Contact]. Thanks for your understanding!
• Scheduled breaks during remote work: Hello! As part of my remote work arrangement, I’ve scheduled breaks throughout the day. During these times, I may not be able to respond to your messages immediately. Rest assured, I’ll get back to you as soon as I’m available. In case of urgency, please contact [Alternative Contact]. Have a great day!

Out-of-Office Messages During Training Periods

• Short-term training: “Hi there! Thank you for reaching out. I am currently attending a training session and will be out of the office until [date]. I’ll get back to your email as soon as I return. If you need immediate assistance, please contact [alternative contact]. Have a great day!”
• Long-term training: “Hello! I appreciate your email. I am currently participating in a training program that will keep me out of the office until [date]. During this time, I’ll have limited access to email. For urgent requests, kindly reach out to [alternative contact]. Thanks for your understanding!”
• Team or department training: “Greetings! Our team is currently undergoing training and will have limited access to email. We’ll be back in the office on [date]. For immediate assistance, please contact [another department or contact person]. Thank you for your patience!”

You can also mention the type of training you’re attending to give your clients and colleagues more context, if you wish.

For example:

“Hey there! Just a quick note that I’m currently attending a [type of training] session and will be out of the office until [date]. Your email is important to me, and I’ll respond as soon as I get back. If your matter is urgent, please contact [alternative contact]. Thanks!”

Out-of-Office Messages for Extended Breaks

Taking an extended break from work is sometimes necessary, and it’s important to communicate your absence professionally. Crafting an appropriate “Out of Office” message is essential to ensure your colleagues and clients understand your unavailability.

• Vacation time: Hi there, I’m currently on vacation until [date]. I’ll have limited access to my email during this time. For urgent matters, please contact [colleague’s name] at [colleague’s email]. I’ll get back to you as soon as possible upon my return. Enjoy your day!
• Medical leave: Hello, I’m currently on medical leave and won’t be able to respond to your email immediately. I’m expecting to return on [date]. For urgent requests, please reach out to [colleague’s name] at [colleague’s email]. I appreciate your understanding and look forward to connecting when I’m back.
• Parental leave: Hey there! I’m currently on parental leave and will be away from my email until [date]. For immediate assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding, and I’ll respond to your email as soon as possible upon my return.
• Sabbatical leave: Hello! I’m currently on a sabbatical leave until [date] and might not be able to check my email regularly. If you require immediate assistance, please get in touch with [colleague’s name] at [colleague’s email]. I’ll do my best to respond to your email upon my return. Thank you for your patience.
• Unplanned absence: Hi, I apologize for the inconvenience, but I’m unexpectedly away from work and unable to respond to your email at the moment. If your message is urgent, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you as soon as I’m able. Thank you for understanding.

Educational Leave Messages for Courses and Seminars

When you’re taking time off for a course or seminar, your out of office message should let people know that you’re temporarily unavailable and actively enhancing your skills. Here are a few examples to use or customize for your specific situation:

• Hey there! I’m attending a professional development course from [start date] to [end date]. I won’t have access to my emails during this time, so I’ll respond as soon as I can upon my return. Thanks for understanding.
• Hello! From [start date] to [end date], I’ll be participating in a seminar to sharpen my expertise. While I’m away, I won’t be checking my emails. If your matter is urgent, please contact [alternate contact]. Have a great day!
• Hi! I’m currently out of the office, attending a course to expand my knowledge in [subject]. I’ll be back on [return date] and will catch up on all emails then. In case of emergencies, reach out to [alternate contact].
• Greetings! Just a heads up that I’m on educational leave from [start date] to [end date] and won’t be available to respond to emails. You can expect a reply from me as soon as I am back. Thank you.
• Hello there! Between [start date] and [end date], I’m away attending a training program. While I’m gone, I won’t be able to check my emails regularly. For immediate assistance, please contact [alternate contact].

Out-of-Office Messages for Customer Service Roles

• Vacation notice: “Hello! I’m away on vacation until [date] and may not have access to my email. Feel free to reach out to [colleague’s name] at [email address/phone number]. They’ll be happy to assist you. Thanks!”
• Departmental assistance: “Thank you for contacting our support team. I am currently out of the office and unavailable to respond. Please email [department email] for assistance, and someone will get back to you as soon as possible. Have a great day!”
• Training day: “Hi there! I’m currently attending a training session and may not be able to respond to emails today. Rest assured, I’ll get back to you as soon as I can. If you need immediate assistance, please contact [colleague’s name] at [email address/phone number]. Thanks!”
• Company event: “Hello and thanks for reaching out! Our team is attending an off-site event today, so responses may be delayed. If your matter is urgent, please call our main office at [phone number]. We appreciate your understanding.”
• Weekend absence: “Thank you for your email! I am currently away for the weekend and will return on [date]. If you need assistance in the meantime, please contact our support department at [phone number]. Enjoy your weekend!”
• Extended leave: “Greetings! I am currently on an extended leave and will not be checking emails during this time. For any inquiries, please contact [colleague’s name] at [email address] or our main support line at [phone number]. We’re here to help!”

Messages Informing of Response Delays

• Apologies for the delay, I’m currently swamped with work and will get back to you as soon as I can. Thank you for your patience!
• Thank you for your email. Due to high email volume, there might be a slight delay in my response. Rest assured, your message is important to me and I’ll get back to you as soon as possible.
• I am currently attending a conference and might take longer than usual to reply to your email. I’ll make sure to respond as soon as I get a chance. Thanks for your understanding!
• Thank you for getting in touch! I’m out of the office today, but I’ll make it a priority to respond to your email when I return tomorrow. Your patience is appreciated.
• Please note that my response time may be slower than usual during this busy period. I apologize for any inconvenience and will do my best to get back to you as soon as I can.

To ensure the recipient knows when they can expect a reply, consider including a timeframe in your message. For instance:

• I’m currently on vacation and will have limited access to email. I’ll do my best to respond to your message within 48 hours. Thank you for your understanding!
• Thank you for your email. I’m away for a team-building retreat and will have limited email access. I will make sure to reply to your message by [specific date]. Your patience is appreciated!

Providing alternative contact information might be useful in cases where the sender needs immediate assistance:

• I am currently out of the office and will return on [date]. If you need immediate assistance, please contact my colleague [colleague’s name] at [colleague’s email or phone number] who will be more than happy to help.
• Thank you for your email. I am attending a training workshop and may not be able to respond quickly. In case of urgent matters, please reach out to our customer support team at [support email] or [phone number]. They’ll be able to assist you right away.

Out-of-Office Messages During Business Trips

While you’re away on a business trip, it’s essential to keep your colleagues, clients, and contacts informed about your unavailability. Here are some supportive “Out of Office” message examples that convey your professional, yet friendly tone:

• Taking Care of Business: Hi there! I’m currently on a business trip until [date]. I may have limited access to email, but I’ll do my best to respond as soon as possible. If you need urgent assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding!
• On the Move: Hey! Just a heads up – I’m out of the office for a business trip from [start date] to [end date]. If you require immediate help, feel free to reach out to [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you upon my return. Cheers!
• Networking Guru: Hello! I’m currently attending a conference for work from [start date] to [end date]. My response time might be slower than usual, but I’ll make sure to get back to you as soon as I can. For anything time-sensitive, please contact [colleague’s name] at [colleague’s email]. Have a great day!
• Jet-Setter: Hey there! I’m traveling for work from [start date] to [end date] and may have limited email access. Rest assured, I’ll reply to your message once I’m back. If you can’t wait, please reach out to [colleague’s name] at [colleague’s email] for support. Safe travels!
• On a Quest for Knowledge: Hi! I’m currently attending a training course to improve my skills from [start date] to [end date]. While I’m away, I might be slow to respond to emails. For urgent matters, please contact [colleague’s name] at [colleague’s email], and they’ll be happy to help. Talk to you soon!

Out-of-Office Messages for Non-Work-Related Activities

When you’re taking some time off for a non-work related activity, it’s essential to let your colleagues know you will not be available for a specific period. Here are a few examples of out-of-office messages to use in various situations:

• Personal day: “Hi there! Thank you for reaching out to me. I am currently enjoying a day off and will not be able to respond to your email immediately. However, I will return on [date] and will be more than happy to address your concerns then. Have a great day!”
• Sick leave: “Hello, I hope you’re well. Unfortunately, I am feeling under the weather and will be unavailable until [date]. Please be patient, and I’ll respond as soon as I am back in action. For urgent matters, contact [alternative contact person]. Stay healthy!”
• Family event: “Greetings! I am out of the office today attending a family event. I apologize for any inconvenience this may have caused and will be sure to reply to your email as soon as possible upon my return on [date]. For urgent matters, please reach out to [alternative contact person]. Best regards.”
• Hobbies and special interests: “Hey there! Today, I am off to pursue my passion for [activity] and will not be available to respond to your email. Don’t worry; I’ll be back on [date] and ready to tackle your request. For anything urgent, please contact [alternative contact person]. Cheers!”
• Volunteering: “Hello! Today, I am dedicating my time to a volunteer event and will be unavailable to answer your email. I appreciate your understanding, and I will promptly respond once I am back in the office on [date]. If you need immediate assistance, please contact [alternative contact person]. Thank you for your patience!”

Sabbatical and Study Leave Messages

• Taking a sabbatical: Hi there, Thank you for your email. I am currently on sabbatical and will have limited access to email. I will be back on [return date] and will respond to your message as soon as I can. Have a great day!
• Studying for a certification: Hello, Thanks for getting in touch! I am currently on study leave to prepare for my [Certification Name] exam and will have limited email access. I will return on [return date], but if you need assistance before then, please contact [alternate contact person] at [email address]. Best regards!
• Attending a workshop or seminar: Hi, Thank you for your email. I am currently attending a [workshop/seminar name] to enhance my skills in [subject]. I will have limited access to my email during this time and will get back to you as soon as possible upon my return on [return date]. If you need immediate assistance, please contact [alternate contact person] at [email address]. Thank you for your understanding!
• Pursuing further education: Hello, I appreciate your message. I am currently undertaking further studies in [subject] and will have limited access to my email. I will return on [return date] and respond to your message as soon as I can. If you need assistance in the meantime, please reach out to [alternate contact person] at [email address]. Best wishes!

Don’t forget to include the specific details of your absence, such as the duration and the reason, as well as an alternate contact person for urgent matters. This will ensure that your colleagues and clients are informed and can plan accordingly while you’re away.

Frequently Asked Questions

What are some concise and professional out of office message examples for a day of absence.

For a day of absence, you might want to keep your out of office message straightforward and professional. Here are a few examples:

• Thank you for your email. I am out of the office today, [Date], and will respond to your message upon my return tomorrow, [Date+1].
• I am currently unavailable and will be back in the office on [Date]. Your message is important, and I will get back to you as soon as possible.
• Out of office: I am away for the day, [Date], and will respond to your email as soon as I can, likely tomorrow.

How can you craft an effective auto-reply message for email when you’re on annual leave?

When you’re on annual leave, it’s important to set an auto-reply message that informs the sender of your absence and sets expectations for your response time. Here’s an example:

Subject: Out of Office: Annual Leave

Thank you for reaching out. I am currently on annual leave from [start date] until [end date]. I may have limited access to my email during this time. For urgent matters, you can contact my colleague [Colleague’s Name] at [Colleague’s Email]. Otherwise, I will respond to your message upon my return.

Could you provide a friendly yet professional out of office reply for holiday vacations?

A holiday vacation out of office message should strike a balance between friendliness and professionalism. Here’s an example:

Subject: Happy Holidays! Out of Office

Hello! Thank you for your email. I am currently out of the office enjoying the holiday season with my family from [start date] until [end date]. I won’t be checking emails during this time, so please expect a delay in my response. For urgent matters, you can reach out to [Colleague’s Name] at [Colleague’s Email]. Wishing you a joyous holiday season!

Can you give an example of a supportive out of office message to share with your team?

Here’s an example of a supportive out-of-office message to share with your team:

Subject: Out of Office: Cheering You On!

Hello team,

I am currently attending a [workshop/training/conference] from [start date] to [end date] to [provide context for the event]. During this time, I may be slow to respond to emails. However, I trust that you can handle any issues that may arise. For urgent matters, please reach out to [Alternative Contact] at [Contact’s Email].

You’re doing fantastic work, and I look forward to catching up with you upon my return!

How do you compose a polite out of office message for unexpected leave situations?

When composing a polite out of office message for unexpected leave situations, try this approach:

Subject: Unexpected Absence: Out of Office

I apologize for the inconvenience, but I am unexpectedly out of the office from [start date] to [end date]. I may have limited access to email during this time. If your matter is urgent, please contact [Alternative Contact] at [Contact’s Email]. Otherwise, I will do my best to respond to your email as soon as possible upon my return.

Thank you for your understanding.

What are key elements to include in a delayed response out of office message?

In a delayed response out of office message, be sure to include:

• Your current availability status (out of office, limited access to email, etc.).
• The reason for the delay (vacation, conference, personal leave, etc.).
• Expected response time or the date you will return.
• An alternative contact for urgent matters.
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How to Write an Effective Out of Office Message + Examples

Briana Morgaine

10 min. read

Updated February 25, 2024

With so many people working remotely and constant access to multiple devices these days, it can be challenging to truly step away from your work even when you’re out of the office. It’s tempting to want to reply to emails that come in on your time off, but that’s not always an option (not to mention it’s better for your mental health and work-life balance to avoid it). It’s important to allow yourself to be truly offline when out of the office, but it’s also understandable to feel like you owe a timely response to your customers and others contacting you. 

A thoughtful automated message set for your time out of the office is a kind way to let people know that you’re on vacation but you’ve received their message and can give them a sense of reassurance as to when they can expect to hear from you.

• Why is an out-of-office message important?

Having an out-of-office message prepared helps to  keep your customers and contacts informed  of your whereabouts. If someone is trying to reach you, they can be politely notified that you are not available to get back to them at the moment but can give them a piece of mind knowing that you received their message. 

This automated out-of-office message also helps to decrease the number of unanswered emails when returning from vacation. Having already notified people of your vacation in your message, you have the freedom to get back to them in a manner that is more convenient and organized for you.

Above all, having an out-of-office message ensures that your customers’ needs are met in your absence. You can include other forms of contact or point them in the direction of other teammates by incorporating that information into the message. 

• How to write an out of office message

Setting up a thoughtful out-of-office auto-responder can be a great way to leave your email behind with confidence.

That said, there’s nothing worse than getting an automated response that isn’t helpful.

You want your out-of-office email to give information and clear up why you aren’t responding right away—and you don’t want to add additional confusion and frustration.

Your out of office message should include the following:

• State that you’re out of the office (include  why  if you are comfortable with sharing, but don’t feel pressured to)
• Include the date you plan to return
• Have links to resources answering common questions
• Clarify who to contact in your absence (for urgent messages/requests)

This way you eliminate back and forth, confusion, and an overwhelming inbox when you return. The more clear you are, the fewer follow-up emails you’ll receive—and hopefully, a less congested inbox to get back to after you’re away from the office.

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• Is an out-of-office email response enough?

We’ll get into some templates for out of office messages here shortly, but one quick note beforehand:

When you’re going to be out of the office, sending templated automatic replies is just one aspect of the solution. We do recommend that you have other systems in place, such as delegating the responsibility of managing an inbox to another team member. It’s important to avoid letting a message sit too long without going unanswered, so even if you have an auto-response setup, it’s smart to set up additional strategies for managing email while you’re away.

You can read more about how to handle your email while on vacation in this article, including what to do before, during, and after you return from vacation.

• Should you use more than one out-of-office email message?

If you just manage one inbox, then having one out-of-office message to cover your emails while on vacation is just fine. However, if you are involved in multiple inboxes, it may make sense to have a few out-of-office messages with slight variations depending on the different information you may need to share.

Keep in mind all of the types of inquiries you usually receive in your inbox and cater your message or messages to be the most helpful in those situations.

• Out of office message examples

Your out-of-office message will look different depending on the type of information you wish to share. It may be something as simple as a mention that you are out and will return on a specific date.

You might choose to point the person in a different direction to get help from another teammate, or you may even want to send them some helpful resources while you are away. Here are some helpful out-of-office message examples for you to try in your own professional email:

Professional out of office messages

Let’s start with the basics.

The most common out-of-office message you’ll want to set up is your no-frills, professional out-of-office email message.

Here are some examples of professional out of office messages to draw inspiration from:

Professional out-of-office example #1.

Thank you for reaching out. I’m currently out of the office [option to include why—on vacation, at a conference, etc.] until [date], but I’ll get back to you as soon as I can.

[Your Name]

Professional out-of-office example #2

Hey—thanks for your email. I’m currently out of the office and without access to email; I’ll be back in the office on [date] and follow up with you as soon as possible.

Out of office messages offering a new point of contact

While you’re away, you might want to give those trying to contact you a new point person to connect with.

Note that this might not be the way to go if you’re setting up an autoresponder for an inbox that gets a large amount of varied traffic—such as a general customer service inbox. If you’re using a shared inbox tool, this would be a good time to make sure that someone else with access is able to take over for you while you’re gone. You can increase customer satisfaction by removing friction for them—make it easy for them to get a quick response to their message, even while you’re away.

However, for a personal or smaller-scale email account, setting up a secondary point of contact is a good idea.

Examples of out-of-office email messages offering an alternative contact:

Alternative contact out-of-office example #1.

Thank you for your email; I’m currently out of the office [option to include why] until [date], but I’ll get back to you as soon as I can.

In the meantime, feel free to reach out to [point person]. Please contact them at [contact info].

Alternative contact out-of-office example #2

Hey—thanks for reaching out. I’m out of the office right now for [reason], but I’ll be back on [date]. If it’s an emergency, or you really need your question answered ASAP, [contact] will be happy to help. You can reach them at [contact info].

Out of office messages for when you need to share some resources

Do you manage an inbox where you get a lot of questions that can be answered by your knowledge base or FAQ? You might want to put together an out-of-office responder that conveniently offers some of these resources.

As a note: Ideally, you’d leave someone else in charge of this inbox in your absence, so that customers aren’t left waiting for answers. But if that’s not an option, or if you just want to supply some helpful resources, here are some ways to frame this type of email response.

How to share information in your out of office message:

Info sharing out-of-office example #1.

Thanks for your email. I’m currently out of the office, but I’ll get back to you as soon as I can. I’ll return on [date].

In the meantime, here are some resources that might help:

If you’re writing about [question x], find out more about that here [with a link].

If you’re writing about [question y], you can learn more about that here [with a link].

Still have questions? Feel free to reach out to [contact] at [contact info] for more information.

Info sharing out-of-office example #2

Hey—thanks for contacting us. We’re away from the office right now, but the whole team will be back bright and early on [date].

Until then, check out our [linked FAQ/knowledge base/etc.]. We’ve covered a lot of commonly asked questions, so you might find an answer to your question there.

We’ll reach out ASAP, and thanks for your patience.

Funny out of office messages

It should go without saying: handle these with care.

Your idea of an amusing out-of-office message might not quite hit home for someone else. While it might feel glib and cute to put something like “ Hi—I’m out of the office, probably drunk from all the margaritas I’m drinking on the beach!”  in response to your summer vacation, your colleagues (and investors, and customers) might not find it as funny.

That being said, your out-of-office message is a great place to inject a little personality into your email. “Some of the best out-of-office messages I’ve read have included dashes of humor and wit,” says Alyssa.

So, just make sure it suits your overall email voice and tone, and still relays any necessary info. With that in mind, here are some suggestions for fun out-of-office responses.

Ideas for funny out of office messages:

Funny out-of-office example #1.

Thanks for your email. [Your Name] is out of the office [on vacation/relevant info].

When [she/he/they] get back to the office on [date], [her/his/their] inbox will be really overwhelming.

Seriously. It’ll take forever. It’s exhausting just thinking about it. That’s the one annoying part about taking time off work, isn’t it?

So, thanks for your patience—[she/he/they] will get back to you ASAP, I promise.

Funny out-of-office example #2

Thanks for your email—but unfortunately, the entire team was abducted by aliens yesterday, and no one has heard from them since.

Nah, just kidding. But we are away at [event/conference/etc.]. For urgent inquiries, please reach out to [contact] at [contact info].

In the meantime, here are some resources that might help you answer your question quicker:

Thanks for your patience—we’ll get back to you as soon as possible.

Out of office messages should be helpful—not a hindrance

As a final note, keep in mind to manage expectations when setting up your response.

Will you actually  answer  all the emails you’ve received on the first day you return to the office? Realistically, probably not. Even if you regularly try to achieve inbox zero, it will likely be something you chip away at over the course of a few days.

So, consider this before you promise to get back to everyone on a specific date, or “as soon as you return,” as it might set up unrealistic expectations.

Remember, an out of office responder isn’t just a formality—it should be working  for  you to answer questions (even if the question is simply, “Why haven’t they responded?”) and allowing you time away from the office without worrying about responding to emails.

So, set it up accordingly, in a way that will help both you and those contacting you—rather than cause more confusion.

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Bri Morgaine is a seasoned content marketing leader with a decade of experience in copy editing, social media operations, and content strategy— having honed her skills at industry giants like Palo Alto Software and Andreessen Horowitz.

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Craft Effective Out-Of-Office Messages (+15 Free Templates)

December 5, 2022

by Soundarya Jayaraman

In this post

Your out-of-office message matters, what to include in your out-of-office message, how to write a good out-of-office message, what to avoid in an out-of-office message, when to set up an out-of-office message, up for grabs: 10 professional out-of-office message examples, 5 unique out-of-office message templates, 7 funny and creative out-of-office examples to inspire you, how to set up your out-of-office auto-reply.

Day in and day out, you show up to your job and work hard, so you and your team hit your goals. Now you’re taking a much-needed break, and you need to write a quick out-of-office (OOO) message. 

Fret not; we’ve got you covered.

In this article, you’ll learn how to write an effective out-of-office message using templates and examples for inspiration. You’ll also see how to set up your automatic reply in email services .

What is an out-of-office (OOO) message?

An out-of-office or OOO message is an automated email response sent to anyone who emails you while you’re away. It explains how long you’ll be gone and who’s covering your responsibilities in your absence. Sometimes, an OOO message tells the reader your reasons for being gone.

Sending an out-of-office message is a professional and polite way to let others know you are offline and unavailable. It’s considered proper work etiquette when you are on vacation, at a business conference, or on sick leave. The auto-reply message shows that you can’t respond immediately, but you’re not ignoring the email, either.

People usually expect a reply to their emails within a day or two. A no-reply typically means the sender is guessing why you aren’t getting back to them. 

This communication error is particularly troublesome if you work in a client-facing role like customer service, communication, sales, or marketing. When you return, you have an overflowing inbox from a long list of frustrated people. You risk getting overwhelmed with the number of emails you have to answer or missing important emails, leading to a loss in productivity.

Your automatic out-of-office email reply solves this problem. It sets clear boundaries for your time off in our era of perpetual electronic availability. When the sender knows you are away for a particular period, they’re less likely to bombard you with multiple emails on the same subject.

They can decide whether they want to wait for your return or contact you in another way.  They can also contact whichever co-worker is covering for you in your absence, reducing pile-ups when you return. This avoids delays or disruptions to ongoing work or partnerships with clients .

A well-crafted out-of-office message helps you connect with the recipient. It can be as simple as sharing something about your vacation or holiday. The little personal notes make the recipient feel cared for, which can deepen the business relationship.  

You don’t have to write a lengthy email explaining you are OOO. A good out-of-office message needs to include: 

• The exact start date and end date.
• Contact information of the person(s) to reach out to for immediate assistance; if you mention multiple point-of-contacts, specify whom to contact for each type of task.
• At times, the reason why you are out of the office. You know yourself and your office culture, so ultimately you decide if anyone needs to know your business.

Make sure to include that you’re out of the office in your subject line with the date. 

Here’s a simple OOO message template.

Subject line: I am OOO from [date] to [date].

I am currently out of the office till [date] for [reason] with no access to email. I will respond to you in a timely manner once I am back. In case of urgent requests, please reach out to [colleague name] , [designation] at [email/phone] .

[your signature]

Gather all your details that need to be in the out-of-office response. Follow the general rules of writing a professional email. 

• Include a good subject line , catchy if possible.
• Add greetings.
• Keep your OOO message short.
• Add pleasantries like “Thank you for reaching out” or “Talk soon” at the end.
• Insert sign-off and signature.
• Proofread your out-of-office message before you hit save.

Tip: Use a proofreading tool to check for spelling and grammatical errors in your emails.

There’s no standard format for writing an out-of-office response, but avoid these practices in your professional out-of-office message. 

Don’t give too much information

Your out-of-office message need not be an autobiographical essay. Use OpenAI or any other  ChatGPT alternatives  and k eep it simple, short, and to the point. You only need to inform people about when you’ll be away, perhaps why, and whom to communicate with in your absence.

Don’t include your colleague's name without their consent

Putting in a co-worker’s name without their approval is unprofessional. You don’t want to get confused and angry calls from your colleague asking why they’ve got extra work with your clients when you are on vacation. So ask your co-worker beforehand and add them if they agree. 

Don’t promise you’ll respond on a date or asap

While it’s a common practice to say, “you’ll respond once you return,” don’t put too much pressure on yourself by giving an exact date or time frame. It will take time to catch up with work, emails, and calls. Don’t make a promise that you might have to break. If you still prefer to include a timeframe, set realistic expectations. 

Reel in the humor and creativity

Want to say you’re going on vacation to detox from the job you despise? Don’t. 

Your attempts to be funny or creative might backfire if a client or supervisor doesn’t share your sense of humor. This doesn’t mean you don’t get to be creative or funny. It’s standard today to have silly out-of-office messages. But assess your position, company culture , and expected professionalism before letting an Icelandic horse write your autoreply . You never know who might read it.

Related: Follow these eight best practices to master email communication .

Set up an out-of-office message when you’ll be gone, no matter how long – or not long – you’re going to be away. This includes when you go on leave for:  

• Vacation 
• Holidays 
• Conferences, workshops, business meetings or trips
• Personal emergencies
• Sabbatical  
• Parental leave

If you’re struggling to find the right words to put in your out-of-office message, borrow one of these ready-made, professional, out-of-office message templates that you can use right away. You can also customize your email based on your needs.

 1. Simple out-of-office message without a reason

Send a standard OOO message without explaining the reason for your absence. 

Subject line: Out of office until [return date] 

Thank you for your email. I am out of the office till [date] and have limited access to my email. 

In case of any urgent request, please contact my colleague [name], [designation], at [email/phone]. 

I appreciate your patience and will respond to your email when I return. 

Sorry for the inconvenience.

[Your signature] 

2. Vacation out-of-office message 

Subject line: On vacation from [date] to [date] ✈️ 

Thank you for your message. 

I am on vacation from [date] to [date] and am taking time off from all devices. I will see your messages when I return.

If you need immediate assistance, reach out to my colleague [name],  [designation], at [email]. 

Thank you for understanding.

Have a great day! 

[Your signature]

Tip: Always thank your senders and end with proper pleasantries. Being courteous makes the reader more receptive to your message.

3. Holiday season out-of-office message 

Subject line: OOO until [return date] for the holiday season 

Season’s greetings! 

Thank you for reaching out. 

I am currently away from my inbox for the holiday season. If your message can wait, I’ll reply once I return on [return date].

If you need any immediate assistance, please contact [name], [designation] at [email].

Wishing you a wonderful holiday season,

4. Maternity/Paternity out-of-office message 

Subject line: Out of office for parental leave till [return date]

Greetings! 

Thanks for your email. Currently, I am out of the office for my [maternity/ paternity/parental] leave.

I expect to return in [month of return/return date]. Until then, I won’t be checking my emails. 

You can reach out to my colleagues for any assistance in the meantime. 

For any queries on [ongoing project name], contact [name], [designation] at [email/phone number].

For [specific task], contact [name], [designation] at [email/phone number].

If your message isn’t time-sensitive, feel free to resend it in  [month of return]. 

Looking forward to connecting with you upon my return.

5. Medical leave out-of-office message 

Subject line: Medical leave till [date] 

Thanks for reaching out. Unfortunately, I am out of the office on medical leave. I expect to return by [date]. 

If you need immediate help, please message [name], [designation] at [email/phone]. They are managing my responsibilities while I am away. 

Thank you for understanding,

Tip: If you do not want to mention parental or medical leave in your email, make sure you tell recipients you will be out of the office for an extended period.

6. Company event out-of-office message

Subject line: Away for a company event till [date]

Thanks for getting in touch. I am currently away from my desk as I am busy at our company’s [event name] from [date] to [date]. 

I’ll check emails periodically and respond as time permits. 

For any urgent queries, feel free to reach out to [name], [designation] at [email/phone].

Your patience is appreciated. 

Best regards,

7. Business trip out-of-office message 

Subject line: Out on a business trip to [city] until [date] 

I am out on a business trip to [place] until [return date]. I will respond to your email when time permits or upon my return.

If you have any urgent matters, please contact [name], [designation] at [email/phone]. 

If you are also in [place], let me know. I would love to connect with you! 

Tip: If you’re going out of town for your trip, and if you feel safe doing so, mention where you’ll be in your OOO message. Let people know you are open to networking with your connections.

8. Conference out-of-office message 

Subject line: Out of office attending [conference name] 

Thanks for the mail. I am currently attending the [conference name] from [date] until [date] with limited access to my emails.

For any pressing matters, reach out to my colleague [name] at [email/phone]. Otherwise, I'm happy to respond to your request when I return.

Sorry for the inconvenience. 

9. Short-term out-of-office message 

Going out of the office for a short period is now pretty common among teams working from home . Use the following template to inform your colleagues you’ll be away for some time. 

Subject line: Away until [time]/Away this [morning/afternoon/evening]

I’m away from my devices for an appointment/personal errand from [time] to [ time]. If your message can’t wait, please reach out to now [name], [designation] at [email/phone]. Otherwise, I will respond to you once I’m back online. 

10. Internal out-of-office message

Email software providers now offer options to send a separate auto-reply to internal teams and external collaborators. Tell your colleagues about your absence with this template. 

Subject line: OOO till [date]. Send your urgent request to [team] 

Thank you for your email, but I am currently OOO until [date]. You can find updates on all [project name] in the [folder name] folder shared with the team. 

Contact my team member [name], [designation] at [email/phone] if you have any concerns or questions. 

Your automatic out-of-office reply messages don’t have to be solely about your absence. You can turn this into a way of engaging with people. Make it informative, memorable, and even fun. The sender won’t be as disappointed to get your auto-reply. And you can create some connections or get some unexpected benefits by adding just a line to your email. Consider using these five ways to do it.

1. Offer a resource and promote your content

Include a resource. It can be a simple blog article or inspiring newsletter recommendation, or a webinar you recently enjoyed. You can also promote your company’s content to get some new readers. Try this template message.

Subject line: Not here, but I’ve got some resources for you!

Thanks for reaching out! I am away from the office till [date].

If you need immediate help, reach out to my colleague [name], [ designation], at [ email].

If your message can wait, I will respond once I return.

Meanwhile, I recommend you check out this excellent article [“article headline] by [name], explaining [subject]. I hope you enjoy it.

Thanks again,

2. Promote your product

For anyone in sales or marketing, nothing is better than promoting their brand or product. If this is you, use your out-of-office reply to do just that. 

Subject line: I’m OOO, but your free guide for [product name] awaits!

Thanks for your message. I am offline from [date] to [date].

Are you reaching out to me to learn more about our [expertise/product/service name]? 

Fortunately, we have ready-made resources to get you started. Read our guide on [product/service] and also see what our customers say about it here [add link]. 

Feel free to reach out to my co-worker [name], [designation] at [email] if you have any urgent queries. 

I’ll get in touch with you when I’m back. 

3. Generate leads

Plug in your newsletter, linkable assets like a downloadable whitepaper, or lead magnets like quizzes in your out-of-office autoreply. It’s one of the simplest ways to work on lead generation while you are away. 

Subject line:  I am out, but I’ve got something for you. 

Thanks for reaching out! I am currently away from work till [date] with no access to my inbox. 

If you need something right now, reach out to [name] at [email]. 

In the meantime, have you read our weekly newsletter [newsletter name + link]? We share exciting stories, updates, and tips and tricks on [subject matter]. I think you’ll enjoy it. Sign up here [link]!

I’ll be sure to respond to you once I return. 

This template is for lead generation via newsletter. You can use it to insert any of your lead generation forms.

Attending an event or going on a business trip? Don’t just tell them you’re going to a conference. Use this chance to network with business partners and acquaintances. You can even allow them to book a time in your calendar for a meeting later. 

Subject line: I’m at [event name] in [place] Are you?/Maybe we can meet at [conference]

I am currently away from my desk attending [event name] at [place] from [date] to [return date]. 

I will respond to your email when time permits. 

If you would like to attend the event, let me know. I would love a chance to connect with you over there. You can learn more about our presence at booth number [x] at the conference.

Or if you’re in [place] during this time, let me know if you wanna grab a coffee together. Contact my colleague [name], [designation] at [email] if your message requires immediate attention.

Talk soon! 

Related: Learn how to harness your personal network with network marketing .

5. Boost your brand's social media

Add a simple line and market your company’s social media account while you’re gone. This works particularly well to hook people if you have a great social media presence. 

Subject line: I am OOO, but did you see our latest post? 

Thanks for the message. I am away from the office till [date] for [reason].

Please get in touch with [name], [designation] at [email] if you have any immediate questions. 

Meanwhile, did you see our latest post on [social media site] ? We shared some pretty interesting info on [subject]. You don’t want to miss it. 

Follow us on [social media links] for more fun stories. 

Talk to you soon,

You can also get creative and funny with your out-of-office replies without going overboard. If your mail can bring a smile to a sender’s face and brighten a stressful day, you create an instant, emotional connection with that individual. After all, humor makes people more relatable and authentic. 

Some of the folks at G2 found some funny and creative out-of-office message examples to inspire you. 

1. Selecting tuxedos for my dog’s wedding

Source: Shreya Mattoo

 It’s not often that you take a day off to select tuxedos for your dog’s wedding. And when you do it, why not tell the rest of the world and get their help, too? The email works because the sender shares their personal and unique situation, humanizes the impersonal mail, and makes it funny.

2. I am at the BEACH

Source: Holly Hunt

Flaunt what you got. If you can be entertaining and amusing without offending, hit the autoresponder to boast a little about your whereabouts and share what you enjoy with a cheeky message like this. The sender is truthful about the fact that they are on vacation but warns the recipient about delayed or inebriated responses. 

3. Busy eating pasta and pizza

Source: Twitter

That’s it. Simple, straight, and frank admission that the person on the other end of the email is less likely than usual to respond.  

4. Contact Casie for any emeowgencies

I'm on vacation. Like, a real vacation. Like, I threatened people that I wasn't taking my laptop vacation. So I'm pretty unlikely to respond before August 1st. 

Now, if you really, really need something, you can try and find someone from the list below to deal with your requests, problems, and crises. Note that [supervisor] is also off during this time, so honestly, the department is currently completely lacking in leadership. Like when I'm there. If you need immediate help, you can contact [name] and Cassie, my cat, for any emeowgencies. 

Now I realize there's a chance that you're still reading this, and I'm starting to wonder if you don't have something better to do. 

I mean, I know it's the last week of July, but if all you're doing is spending your day reading out-of-office replies (and surely not all of them will be as entertaining as this), I feel you need help. But again, try the emails above, I'm not available. 

Still, if you are still reading at this point, I feel I need to reward you. So, a little poetry.

It's just not fair 

Said the overworked Chair 

As he prepared his out-of-office reply 

I give them direction 

With a hint of affection 

But this week, I'm just not their guy 

See ya soon. 

 Source: Twitter

This is a long out-of-office message, but it’s amusing. It teases the person who continues reading the out-of-office reply but softens the blow with a poem at the end. 

5. Get your pet to respond

Now, what’s better than directing your senders to contact Natalie, the cat? A response from the cat. That’s what Raj did with his autoresponder. Raj – I mean – Natalie’s response injects personality into the automatic reply and will earn some laughs. The person who receives it won’t blame the cat for not responding, now would they?  

Here’s a pawfect template you can use if you have a dog:

Subject line : {Name] is away, [Pet’s name] reporting on duty

Thank you for your message! 

[Your Name] is currently out of office for [reason] till [ return date].

Fortunately, I, [your name]’s dog, [pet name], am here to reply to you.

But unfortunately, the only word I know is BOW BOW,

So I can entertain you with BOW BOW BOW BOW and some cute dog videos. [Attached]

If you need any other assistance, please contact [your name]’s colleague [colleague name] at [email]. 

[Pet’s Name]

And don’t forget: you can always outhorse your emails to Icelandic equines to write on your behalf by simply filling out a form. 

6. Chasing storms

Thank you for your email. 

I am currently in Oklahoma chasing storms and will respond to your email when I return to Massachusetts in June. If your email has a time constraint, I will do my best to answer within 72 hours. Otherwise, if you want my attention before then, you must fall into one of four categories: 

• You are a representative from The Weather Channel writing to let me know Jim Cantore has been struck by lightning in a snowstorm, and I am his chosen successor. 
• You would like to adopt my sister. NOTE: we have a strict no-return policy. 
• You are a Nigerian princess writing to let me know you will be depositing $4 million into my bank account and need my bank account number, SSN, and routing number.
• You are President Drew Faust writing to let me know that Harvard wants to make my Atmospheric Sciences program an actual concentration at Harvard and that I get a building named after me (or at least a parking spot named after me.)

Source: Twitter This clever out-of-office message conveys the sender is unlikely to respond to emails that aren’t time-sensitive with a dose of humor and personality. They dissuade people from reaching out by adding humorous situations under which people can send an email, like the Nigerian princess ready to give him money.  Here’s a template for you to create yours in the same manner. Subject line:  I am away, but if you need help…

Thanks for your message. 

I am away from work till [return data] for [reason]. 

For any assistance, please reach out to [name], [designation] at [ email].

If you still think you need to reach out to me for an urgent matter, make sure you fall into one of the four categories: 

• You’ve got tickets to the [band name] concert and want to give one of them to me
• You are a Nigerian princess who wants to deposit $5 million into my account and needs my account number, SSN, and mobile number.
• You sighted a UFO, took pictures and videos of aliens deboarding it, and want me to confirm. 
• You want to adopt my [sibling]; if this is the reason, call me. We have one-day delivery and a strict no-return policy. 

[your signature] 

7. It’s emojis all the way down

If you’re a visual person and your company culture and clientele allow it, you could use cute emojis to convey your out-of-office message, like the one above. The emoji correspondence is simple and effective, makes others decipher what you’re up to, and adds some fun to your autoresponder. 

Remember, not all jokes work, and not all jokes work the same way with everyone. So be mindful of who in your professional circle will be fine with humorous auto-replies and who may not be. You don’t want to have to meet with HR right after your vacation. 

By now, you’re ready with your out-of-office message. Here’s how you can set up your out-of-office autoresponder in different email software.

How to set out-of-office replies on Gmail

If you use Google workspace , follow these steps to set up your auto-reply on Gmail. 

Scroll down to Vacation responder. 

• Click “ Vacation responder on”
• Fill in the dates, subject line, and your simple out-of-office message in the given boxes
• If you want to send an auto-reply to your contacts and people in your organization, click on the respective boxes
• Click “Save changes”

Your out-of-office autoresponder is set. 

Once your vacation responder is on, you’ll get a top bar with an option to end the vacation email like this.

 Click on “ End now”  to turn off the vacation responder.

How to set out-of-office replies on Outlook

If you use Microsoft Outlook for your emails, here are the steps to set up your out-of-office autoreply. 

Source: Microsoft

• Select File > Automatic Replies  
• Select “ Send automatic replies ”
• Click on “ Only send during this time range ” to edit the date and time range
• Type in your autoreply message and click OK . This will turn the auto-reply on for people emailing you from inside the organization
• For those outside the organization, click on the ”Outside My Organization” tab and type in the same message or a different autoreply

You are set for your time off.  

How to set out-of-office messages on Slack

It’s common these days to use instant messaging apps like Slack and Teams more than emails. So consider putting up your out-of-office message on those channels, too. Follow these steps to update your status to out-of-office in your slack :

• Click on your profile picture in the top right of your Slack window. 
• Click on “ Update your status ”
• In the pop-that appears, type in your custom out-of-office status, and then set the time.

How to set an out-of-office message on Teams

The process to schedule an auto-reply in Microsoft Teams is similar to Slack.  

• Click on “ Send replies only during a time period ” to select a date range.
• You can also enable sending automatic replies to people outside your company by clicking on ” Send replies outside my organization ”. You can edit the message you want to send to external contacts. 
• Once you’re done, click save . 

Don’t forget to switch off your autoresponders when you are back if you didn’t set up a time range.

Happy holidays!

Now you’re ready to set up your creative out-of-office email. Use one of our templates, fill in the requisite details, turn on your autoresponder, and put up the message. Remember to check each element of your out-of-office email before you hit save. And one last thing: enjoy your time off – you deserve it!

Still confused? Explore and learn how to write professional emails that people read.

Connect, collaborate, and conduct business with the best email software.

Soundarya Jayaraman is a Content Marketing Specialist at G2, focusing on cybersecurity. Formerly a reporter, Soundarya now covers the evolving cybersecurity landscape, how it affects businesses and individuals, and how technology can help. You can find her extensive writings on cloud security and zero-day attacks. When not writing, you can find her painting or reading.

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16 best out of office message examples to inspire you + tips

• Email marketing
• Autoresponders

When you’re planning to be out of the office, with no intention of checking your inbox, there’s one thing you have to write before closing the laptop and going into your “offline mode.” The out-of-office message.

It might come easy, especially when you just want to get it over with quickly. But maybe you’re feeling fancy or you want to step up your email marketing game and want to change up the uninspired automatic response to something quirkier. Or, maybe you don’t know how to start at all. Luckily, we’re here to help.

If you want to know what an out-of-office message is and how to set it up, skip to the section A Quick Guide to Out of Office Messages .

💌 Get more tips like these in your inbox!  Sign up for our biweekly newsletter today  and join 15,000+ other fellow marketers who count on our content.

Best out of office message examples

Last month, we asked some of our pen-pals for their favorite examples of out of office emails that made them chuckle, were creative, or were interesting in their own way.

Here are the top out of office message examples we received (in no particular order):

1. Another fun fact: I’m OOO!

This email from Dennis of Core Dna was sent to us by Jordie van Rijn, Email Marketing Consultant at EmailMonday . He said that it’s just too funny not to include, and I agree!

The email consists of all the necessary elements, but also LOTS of fun facts to make the recipients smile! It’s a great example of breaking the rules to make people enjoy your emails even more. Is the list irrelevant to the message itself? Yes. Will you spend at least 15 minutes to check out all those links? Also, yes. But, is it hilarious and super interesting? Definitely!

2. Mix holiday humor, humanity, and a hook

Subject Line: Missed me by a hair

It’s been a big year for Patrick Coddou, founder of Supply . And his out-of-office reply hooks recipients into that fact without coming off as arrogant. How? By nestling links to two of his brand’s most popular YouTube videos (including its win on SharkTank ) alongside razor-related puns and holiday humor. At the same time, he sets clear expectations about his availability — or lack thereof. Well done!

– Taylor Holiday, Managing Partner & CEO of Common Thread Collective

If you want to learn about automated emails, see our article 30+ Automated Emails You Should Be Sending Today .

3. When you’re enjoying Christmas (and not planning on working!)

Subject Line: Out For The Holidays…But While I Have You:

We were doing some link building outreach for a client and got this brilliant automated response from Michael. Great personality to it, makes it clear he’ll be partying and over-indulging – but is still professional (so we’ll definitely wait until after this period’s over before contacting him again!) And he also puts an entire list of useful blog posts he has written. Which from our perspective comes in extremely useful as we can offer to share one/some of these on social media when he gets back to us.

– Amit Raj, Link Builder & Founder @ Amit Digital Marketing

4. Something clever that only industry insiders will get

Subject line : 302: Temporary redirect

It’s really frustrating when you need to reach someone and they aren’t available. So I like to make that dull “out of the office” auto-response a little more entertaining to lighten the mood. Since Terakeet is an enterprise SEO company, I include a geeky auto-reply that only other SEOs will get. Hopefully, it makes others feel smart and me look clever.

– Jonas Sickler, SEO Manager at Terakeet

5. Show that you care and how to practice self-care

Subject Line: Downtime is part of my self-care routine

While humor and emojis and snark play well in OOO messages, I’m a fan of the disarming sincerity shown by Amber Hawthorne, the founder of Bambu Earth . For a skincare company that purports to care about “Real Beauty” (and laces nutrition and other lifestyle advice in on top of product-focused skincare recommendations), it only makes sense that Amber would say, “Hey, I’m taking time off for self-care, and you should too.” I even read this and thought, “She’s right: those 3 recommendations would probably really help me.” It’s super on-brand, and it just makes me trust and admire Amber and Bambu Earth that much more.

– Andrew Faris, CEO of 4×400

6. KISS (or keep it simple, stupid)

Subject line : OOO till Jan 2

I’m personally a huge fan of communicating the most amount of information with the least amount of words (or keeping things simple). While this OOO is a standard issue and doesn’t compare to some really funny ones shared here; I do add in a bit of the “ha, gotcha!” type of humour in the mix along with a reassurance that I will get back to them as soon as humanly possible.

– Aditya Sheth, Content Marketer at Venngage

7. If you sell snow cones (or anything)… set this up

Subject line: Snowed Under Sno Cones Love You!

It shows the personality behind the brand. No one minds waiting for a response if you’re slaving away making snow cones that kids will be raving about to Mom for years to come (plus a few extra to throw at your annoying younger brother!). But what if someone has a serious snow cone addiction, and needs their fix NOW? Then there is a direct mobile number for the owner (aka Sno Cone Mogul) at the company.

– Chris Von Wilpert, Chief Content Maverick at Content Mavericks

8. Bad and good news

I really like the structure of this message by Niklas Dorn, the CEO of Filestage . It adds a twist to the narrative of the email. It starts with the bad news that the sender is not available but still provides a helpful solution if the recipient has an urgent inquiry: the good news . In the case the recipient hasn’t found the information they were searching for, there’s still another reference to the company blog, which is a clever move.

– Max Benz, Content Strategist at Let’s be crazy

9. Let your emoji do the talking and sell (without selling)

Subject Line: I’m 😶 for 🎁 but don’t be 😢…

This was one of the few holiday OOO replies I immediately took a screenshot of and thought to myself, “I have to steal this!” Why? Three reasons. First, the email oozes personality in an autoresponder world otherwise dominated by the mundane and dreary. Second, it’s easily actionable; namely, the choose-your-own-adventure instructions. Third, it contains the most meta “PS” I’ve ever seen in my life — a sales pitch that doesn’t feel like a sales pitch: “PS. I’m sure you’ve guessed this is an auto-reply… but isn’t it fun? If you need help making your automations feel human, have I got a 🎁 for you !” (the bold part linked to their article) That link sent me to the article pictured below:

My response?  🧠 + 💣 = 🤯 (I told you I was going to steal from it!)

– Aaron Orendorff, Founder of iconiContent

10. Out of office with a CTA

Subject Line: Out of Office till 2 Jan

I like the out of office message from Bertrand, the founder of Youzign . There are a couple of things that I like about this template. The first paragraph: – Sets expectations – there’s a clear subject line, which is reinforced in the first sentence – The second sentence covers what to do in case of an emergency – The paragraph ends with an explanation of when you are likely to hear back from the author That covers pretty much everything you need from an out of office template. The second paragraph is a bit more like a PostScript with a business-relevant Call to Action.

– Nico Prins, Founder of Launch Space

11. If you’re selling something, now would be a good time to remove me from your list… and check out these cool offers!

It’s completely upfront. First, it asks you to quit spamming…. ”If you’re a salesperson and this is your 3rd or 4th unsolicited attempt to sell me something…this would be a really good time to reevaluate our relationship and probably take me off your list.” Then, it offers you links to content, it suggests you donate to a non-profit, and even apply for any of his open positions. How great is that? One of the best I’ve ever seen. It’s an automatic way to make good things happen.

– Andy Crestodina, Co-founder and CMO, Orbit Media Studios

12. Jon Snow out of office reference

This is one that I came across in an article in the New York Times. I’m including it here because I think it’s a great example of using current events or pop culture to catch people’s attention. It’s also a great way of saying you’re on vacation without showing off/ bragging. Of course, this will depend on your organization’s work culture, as some businesses might require a more serious approach. But if you can have a bit more fun with your messages, then this type of message is great. “Thanks for your email but I’m out of office. My family is headed up north with a supply of dragonglass for our friend, Jon Snow. If we have time, we’ll likely go beyond the wall, but not sure yet. So while we go and do that, I will not have my phone or computer with me (terrible reception beyond the wall anyway).”

– Nikola Baldikov, Digital Marketing Manager at Brosix

13. Using GIF’s & timely cultural references

Subject Line: Out of the office until January 6th — This is the way.

It’s short and sweet. It lets me know why you’re gone, when you’ll be back, and most importantly, they’ve immediately created a rapport with me. Being that I’m an avid Star Wars fan and have been watching the Mandalorian, it made me smile and want to build a relationship with the person on the other side of this email.

– Elise Ingram, Editor at HireWriters

14. Time for holidays!

Subject line: Out of the office till January 2

The message said: “Thanks for reaching me out. I am out of the office chilling with my friends. In case you are still working and want to chat – some of my colleagues are hard-working for you and will respond to your email within 24 hours.” Mentioning that you are chilling will create an informal atmosphere. Also, by saying that your colleagues will reach you out – you provide a hope that we will deal with your question.

– Krystyna Krajevskaja, Social Media Manager at Whatagraph

15. Sharing excitement and vacation vibes

You might think I’m tooting my own horn here – because the following message is mine. And you’re not wrong! I’m proud of this email and it reminds me of my big trip to California.

I was going to be out of reach for over two weeks, so I wanted to make sure that people understood how important this absence was for me. That’s why I came up with a lighthearted vacation responder, showing my excitement.

Thank you for your email! I’m currently out of the office until September 2nd.

And, while going to San Francisco, I’ll be very busy ♫ wearing flowers in my hair and meeting gentle people there ♫ meaning that, unfortunately, I won’t be able to reply.

But, our blog doesn’t take a vacation – so stay tuned for updates on getresponse.com/blog 😉

I’ll reply as soon as I come back.

I used my usual, casual tone, so that it didn’t sound robotic. I shared my excitement and combined it with my love for music. And, last but not least, I ended it with a link to our blog, so that my contacts had something great to read while waiting for my reply!

16. An OOO with a cause

Sometimes you have to go on strike. How do you inform why you’re not replying and spread the message you’re fighting for? I would suggest something like the email from ActionRocket:

This message has a trendy design and clever copy (for example the unsubscribe line).

A quick guide to out of office messages

Below, you’ll find the whats, whys, and hows of OOO autoresponders.

What is an out of office message?

An out-of-office message (or an OOO email) is a kind of email autoresponder that is sent automatically to anyone who tries to reach you via email when you’re not available to reply.

Is it out of the office or out of office?

Sometimes it’s confusing, but the rule of thumb is – you can say you’re out of the office, but usually when referring to the autoresponder, it’s out of office.

Why should you set up an out of office autoresponder?

When people expect you to reply quickly, and you know you’ll be away from your inbox for a longer time, it’s important to set up an out-of-office automatic reply, so that your reputation remains intact and your contacts aren’t disappointed. It can also provide valuable information. For example – if you’re usually helping people with urgent matters via email, you can refer them to your cover or other sources of help.

What can I achieve with a good out of office message?

The autoresponder doesn’t have to be a basic notification-like email. You can actually achieve some of your business/marketing goals if you write creative copy with said goals in mind. The benefits of a well-crafted vacation responder can be, e.g., increasing conversions or traffic to your website. You can promote your content, lead people to your social media profiles, or even use the copy to emphasize your brand voice.

But (at least for me) the most important thing you can achieve with such an email is minimizing the number of usually increasingly aggressive “why are you not responding? are you there? just a reminder (…)” emails you’ll have to read when you come back.

How to set up an out of office message?

When you have your copy ready and the details (dates, alternate contact info, etc.) in mind, setting up an OOO is fairly easy and shouldn’t take up more than 5 minutes of your time. Each email provider has a different process, so it’d be best if you checked the exact instructions on their help/support pages.

Here are the two most popular ones if you need a quick fix:

• How to set up out of office message in Outlook/Office 365
• How to set up out of office message in Gmail

How to write good out of office message copy?

Crafting an out-of-office autoresponder can be really easy if you know the basics. That’s because even the shortest proper OOO email should always consist of a few simple elements (and some crucial information).

What to include in an out of office message?

• a subject line – it can be as simple as “an automatic reply”
• some kind of a greeting – it’s always nice to be polite, even if you’re not really there. A simple “hello” or a “thank you for your email” will be highly appreciated!
• info that it’s an automatic reply (to avoid confusion)
• that you’re out of the office / away from the keyboard (well… duh!)
• the dates of your leave or the time when you’ll be reachable again – so, for example, “I’m out of office this week,” “I’m on vacation from MM/DD to MM/DD” or “I’ll be back next Monday”
• whether and when you’ll reply – to be honest, I can’t think of an instance where your OOO email would be stating that you won’t reply to incoming emails when you come back. But, it’s common courtesy to include something along the lines of “I’ll reply to your email as soon as possible.”
• contact information for urgent matters – whether it’s your phone number or your colleague’s email address, you should provide an alternate means for contacting you (or someone who can leave a reply for you). You can simply use “In urgent cases, please contact [name], [email address]” or “While I’m out of the office, message me on Facebook”

Out of office subject line ideas

Whether you want to keep it 100% professional or be fun & casual, these ideas might inspire you:

• Currently unavailable, sorry!
• Thank you for understanding.
• Thanks for your email.
• Out of office from [date] to [date]
• Thank you for your patience!
• Can’t reply now, but here’s who you can reach today.
• OOO this week. But, while I have you here…
• Out of office: seeping wine in Italy
• Oops, I’m not here
• „Can you reach me? No, you can’t” – Lorde
• Returning [date]. Will reply then!
• In: Polite OOO emails. Out: Me.
• On a much-needed break
• Maybe we could meet at [conference name]

Mistakes you should avoid in your out of office email

You can spice the email up in thousands of ways, but (as always) there are lines you shouldn’t cross.

Here’s what you should omit in your autoresponder:

• Being too brief

“OOO. I’ll be back next month.” – unless you’re referencing The Terminator, or you had to leave work very, very quickly, this kind of message is just not enough. Show your contacts some love!

• Sounding too thrilled that you’re not working

Sure, going on vacation is exciting, and taking a break from replying to emails is a huge feat. But, think twice before writing “ugh, what a relief, I hope I don’t ever go back to work!”. It’s a tiiiiiny bit unprofessional and creates a bad image of your brand or employer. Same goes for “have fun working while I’m having the time of my life!” – we’re glad you’re excited, but there’s no need to flex that hard.

• Being highly unprofessional

There’s a fine line between a “fun, but still professional” email and a “please don’t let HR see this” email. That’s why “I’m currently enjoying mimosas by the pool” would be OK, but “Stop writing to me, I’m totally wasted rn, see ya later suckers” DEFINITELY wouldn’t .

Three simple out of office message templates

Want to set up your out of office email in under two minutes? Try one of these three templates:

Formal out of office message template

Subject line: Out of Office – [Your name] [Your personal greeting] I am currently out of the office until [return date] due to [reason] . During this period, I will not have access to email. If you need assistance, please contact [colleague’s name] at [colleague’s email address] . They will be able to assist you with any urgent matters. Thank you for your understanding, and I will respond to your email as soon as possible upon my return. [Your personal closing with signature]

Informal out of office message template

Subject line: Out of Office – [Your name] Hey there, Just a quick note to let you know that I am currently out of the office until [return date] . I won’t be able to respond to emails during this time, but I’ll get back to you as soon as I can. If you need immediate assistance, please reach out to [colleague’s name] at [colleague’s email address] . They will be able to help you out. Thanks for your understanding, and talk to you soon! Cheers! [Your signature]

Witty out of office message template

Subject: Gone Fishing! – [Your name] Hello there, Thanks for reaching out! Unfortunately, I’m currently out of the office until [return date] . I’m off on a mission to catch the biggest fish in the pond! While I’m away, please contact [colleague’s name] at [colleague’s email address] for any urgent matters. They’re the best in the biz! Wish me luck on my fishing adventure, and I’ll get back to you as soon as I can. Best fishes, [Your signature]

Remember – you don’t have to stick to any template. You can make it fun and personal. (Still, bear in mind that this message will probably be received by professionals, colleagues, etc., so it shouldn’t be overly casual.)

And, as I mentioned before, you can achieve various goals with it.

Getting the most out of your OOO message

You can include lots of different things in your autoresponder – explanations as to why you’re away from the keyboard, jokes, promises of a prompt reply… You name it. But why not sprinkle a little strategy here and there?

Here’s what you can do:

• generate leads: encourage people to subscribe to your newsletter with a link – you know, so that they don’t miss you too much while you’re away
• drive traffic to your content: similarly to the tip above, you can mention a recent article on your blog, an ebook, or a case study that you’ve worked on for so long that you had to take a much-needed break
• build opportunities for networking: if you’re unavailable because of a conference your company is attending or a speech you’re giving, encourage people to come to say hi
• grow your social media following: subtly suggest that you can stay connected through social media, or that you’ll be posting amazing stories on Instagram throughout your leave, or that your company’s Facebook profile is the comedic relief they’ll need if they start to miss your witty puns in the email thread
• establish your brand voice: if you usually communicate with fun copy, use emojis and hilarious one-liners – do the same in your autoresponder. It can feel disingenuous if there’s a switch to “Dear Sir or Madam, I am not in the office nor have I access to my inbox, but I express gratitude for your email” all of a sudden

*Bonus*: buy more time to reply. It’s more of a reminder than a tip, but if you’ve learned your mistakes and you know you’ll be totally swamped by emails by the time you get back – say that you’ll reply when you manage to go through your inbox (and not at the exact moment you step your foot at work). You won’t be as stressed about replying to every single email on your first day back at work, and your contacts will be a bit more patient.

What’s your out of the office style?

I wonder: do you prefer the fun out-of-office emails or the straight-to-the-point, brief ones? Have you ever received an automatic reply that you thought was unlike any others? Let me know in the comments below!

More from the GetResponse Blog:

1.  How to create an effective email signature

2.  Best email marketing campaigns & why they work

3.  How to write effective email subject lines

4.  Employee newsletter ideas

17 Out-of-Office Message Examples + Templates

Melissa Williams

What Is an Out-of-Office Message?

What to include in your out-of-office message, what not to include in your out-of-office message, vacation out-of-office message examples, using your out-of-office message for lead generation, business trip out-of-office message examples, funny out-of-office examples, personal leave out-of-office message examples, free for the taking: 8 out-of-office email templates, instructions on setting up out-of-office message in outlook, instructions on setting up out-of-office message in gmail.

Out-of-office messages are autoresponder emails that usually go something like this:

“Hi there, I’m out of the office until DAY OF WEEK, DATE, with limited access to email. If you require immediate assistance, please email […]”

But they can be so much more. You can use them as a tool to show your personality, generate leads, and entertain your audience.

Let’s look at some unique and personable out-of-office messages that you can use as inspiration next time you set automatic replies, for different occasions (plus some templates you can copy and paste today).

Autoresponder emails or out-of-office (OOO) messages are auto-reply messages that inform people reaching out that you’re absent from work for an extended period of time.

The reason for out-of-office messages is to let recipients know that you’re away and won’t be responding to their email until you return. This clarifies you’re not ignoring the recipient and that there will be a delay in your reply.

Out-of-office messages also help to guide the recipient in the right direction if they’re looking for information while you’re away or a point of contact to reach out to about urgent matters.

Common reasons for out-of-office messages are:

• Business trips
• Maternity/Paternity Leave
• Medical Leave

Although every out-of-office message is different, here are some common elements:

• The dates of your absence 
• The reason for your absence (optional)
• Point of contact for urgent requests
• Links or resources to help the recipient while you’re away

Here are some elements you should avoid in your out-of-office messages:

• A lengthy message with too many details
• A specific time you or your point of contact will reply (avoid false promises)
• Grammatical errors and typos
• A point of contact that hasn’t given you permission to include their information

Our brains love surprises . What’s more, research has shown that small surprises that feel like they were “just for you” can spawn some incredibly strong goodwill from the receiver.

Next time you go on vacation, try surprising your customers with an out-of-office message that breaks the mold. Here are four of our favorite examples of out-of-office messages for inspiration.

1. Include a poem in your out-of-office message

Write a poem.

Below is an example from our Product Education Manager ( Note: she truly raised the bar for writing out-of-office messages):

2. Include a GIF to make your auto-response more fun

Everyone can appreciate the excitement of pushing work aside to go on vacation.

Bring this to life by linking to a GIF in your vacation responder message. Here’s an example out-of-office reply:

Not only are you giving your recipient something they can relate to with humor, but a GIF makes your message memorable. As Moz explains , “There’s an emotional component to a great GIF that mainlines sentiments straight through the cerebral cortex.”

3. Funny out-of-office messages to remind others you’re on vacation

When to use : If you’re absolutely unavailable but you want to deliver some humor with your message.

4. Include a photo of an animal so your out-of-office message sticks

Research from Hiroshima University found that looking at animal pictures actually increases focus and productivity at work. Including a photo (or two) could help create a positive attitude toward you and increase the likelihood that they remember your email.

Here is an out-of-office message example using baby animals to attract your attention:

5. Acknowledge your colleagues in your out-of-office

Is someone covering for you while you’re gone? Acknowledge how awesome they are for helping you out. A few kind words can go a long way — especially if you receive an email from an important customer or prospect while you’re gone and are directing them to your colleague’s email address or phone number.

When you compliment your coworker who will receive requests in your absence, it has a two-fold effect.

• It makes that person look trustworthy in the eyes of the reader (and likely strengthens your working relationship)
• It shows your reader that you’re kind-spirited and a team player
• It directs them to whom they should bring urgent matters

Here’s one such out-of-office email example (we received it from a  blog subscriber in response to an email we sent):

6. Make your message memorable with emojis

Emojis are officially a language unto themselves, and they’ll help you catch the attention of whoever has sent you an email.

Your out-of-office message may be read by someone who already knows you, is actively reading email, and wants something from you. Sounds like a great time to share content that helps build trust and drive more sales.

7. Sign up for our course via this autoresponder

Below is an out-of-office message example from our own team, linking to our free 7-day course on sales prospecting.

Unsure of what resources you should be linking to? Try checking in with your marketing team about new collateral worth highlighting.

8. Working the sales funnel with an offer in your out-of-office

We love this example from Upserve’s Director of Marketing, Jesse Noyes . He knows his audience, anticipates what people are emailing about, and provides lead-generating content that offers immediate answers to questions.

Traveling for work might be a standard part of your job, but it doesn’t mean your email can’t be unique.

9. Connect with conference-goers using your autoresponder

If you’re traveling to a conference that you expect many of your contacts to be at, too, then use your out-of-office message as a networking opportunity. By including some information about your trip and your phone number, you may be able to network with colleagues you may not have expected.

Here’s a great example from Sales Consultant Blair Lineham:

10. Use your autoresponder as a cold email

Remember the AIDA cold email formula ? It also works as an out-of-office reply by captivating your reader’s attention all the way through to the call to action.

Here’s a great example of how this works from Ann Handley of MarketingProfs. Ann begins with a rhetorical question that grabs her reader’s attention and builds interest with her subsequent details and fun facts. She then creates desire with the way she describes the conference and lists a call to action with the conference website and a link to her Instagram account.

Pro tip:  To make sure you don’t forget to set an OOO for your next confirmed trip(s), take 5 seconds to schedule a  Send Later email  to remind yourself. Schedule it for your last day of the office, and we’ll place it at the top of your inbox at the best time for you.

These final funny out-of-office examples are purely for entertainment. A little humor can go a long way in building rapport with your network.

11. Add a reference or joke to your message

Here’s a great example of a funny out-of-office message:

12. Use a fun fact in your autoresponder to let people get to know you

Have some interesting facts up your sleeve? This one’s for you .

13. Use your autoresponder to remind people you are human

TL;DR Robots > Humans. Here’s a hilarious example provided by Jim Julius .

14. Holiday

Here’s a great example of a fun and high-spirited out-of-office message for the holidays. 

15. Maternity/Paternity Leave

For Maternity/Paternity leave out-of-office messages, you can go the classic route or have some fun with it. The example below pokes some fun at herself and then guides the recipient in the right direction.

16. Medical Leave

When it comes to medical leaves, not a lot of detail is necessary. Give your recipients a heads up so that they respect your privacy/time, but there’s only so much you want to share publicly. Communicate the details that are necessary.

17. Short-Term Out-of-Office Message

When you’re out of the office for a few hours and don’t want to leave anyone hanging, a short-term out-of-office message lets the recipient know you’ll be back in a few hours. You can even provide a contact for them to reach out to if it’s an urgent matter.

Ready to write your own, but not wanting to start from scratch? Here are 8 examples to copy and paste (then customize).

We surveyed our team, did some research, and asked around to compile the top 8 out-of-office email examples.

Next time you find yourself on the cusp of vacation or a work trip, consider these out-of-office email template examples. Copy and paste as you like.

1. Not All Heroes Wear Capes

Subject: I’m Out, But My Colleague Is In Thanks for your email. I’m currently on holidays with my [friends/family] for the first time in (what seems like) forever. For urgent matters, [first name of colleague] will help you. [S/he] doesn’t have a cape, but [s/he] is basically super[man/woman]. [Your first name]

2. Smoke Signals Welcomed

Subject: Bonding with Nature I am out of the office and bonding with nature from [date of departure] to [date of return]. I have little to no cellphone service and no wifi. Smoke signals are the most reliable form of communication. [Insert colleague or team’s contact information]. Thank you, and if your matter isn’t urgent, I will talk to you on [date of return]. [First Name]

3. Fun Facts

Subject: Not here but facts for you Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, here are some facts that you might find interesting, before I return: [Fun fact 1] [Fun fact 2] [Fun fact 3] [And so on] [Your first name]

4. Adorable Animal

Subject: Out of Office But Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, then please enjoy this [picture/video] of an [type of animal] [action it’s doing]: [Image/video here] [Your first name]

5. Expect Delays

Subject Line: Will Reply, But Expect Delay

Hello — I’m out of the office today [doing X]. While I will be able to answer you today, please expect a slight delay. For anything urgent, please contact [team distribution email].

6. Conference Connection

Subject Line: I’m at [Conference Name], Are You? Thanks for your email. I’ll be away from the office until [date returning] and will respond as soon as I can. For all support requests/needs, please reach out to [team distribution email] and one of my colleagues will be happy to assist you. If you’re interested in signing up for [your product or service], feel free to reach out to my manager [First Name Last Name] at [manager email address]. If you’ll be at [conference name] [Month gone, date leaving – date returning], let me know and I’d love to find a few minutes to connect. You can learn more about [your company name]’s [conference name] presence [“here” — hyperlink applicable landing page], including [X], [Y], and [Z]. Don’t forget to smile!

7. I’m On a Plane

Subject Line: Out of Office: [Day of Week You’re Out, Date] Hi, Thanks for reaching out. I will be out of office on [Day of Week], [Date] with limited availability (depending on the plane’s internet!). I’ll respond to your message as fast as possible, and/or you can call my cell phone and leave a voicemail at the number in my signature. In the meantime, please contact [colleague name] at [preferred method of contact]. Have a great day!

8. Lead Gen

Subject Line: Helpful Content While I’m OOO Hey there, This message is automated because until [date return] because [reason you are out of office]. I’ll get back to you when [something pithy here or a simple “I return to the office”]. Did you email me about [your company’s realm of expertise]? Well then, no need to wait. Get our [piece of lead gen content–insert link here] now. Talk soon, [First Name] Here

Want to file more than one for the future? Good news: you can stash them right in your Gmail or Outlook inbox.

Here’s how to set up an out-of-office message in Outlook:

1. Click File, then “Automatic Replies”

2. Select “Send automatic replies”

3. Inside the “ Inside My Organization ” tab, write your message

4. Click “Ok”

Here’s how to set up an out-of-office message in Gmail.

1. Click Settings, then “See all settings”

2. Scroll down to “Vacation responder”

3. Select “Vacation responder on”

4. Fill in the first day, last day, subject line, and message

5. Click “Save changes”

This article was updated on March 13, 2024.

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Top 6 examples of professional out-of-office messages [Example templates inside]

Best templates to help you craft effective automated emails for when you’re out of the office

Setting an auto-response out-of-office email is probably not the first thing on our mind before we jet off on holiday. But if we don’t do it, we risk eroding the trust between ourselves and our customers and partners. It’s important to remember that response time is a non-verbal sign that shows clients and business partners how responsible and professional a company is.

It’s crucial for clients to feel as if they can rely on you if they have an urgent request. Before taking time off, you need to create an out-of-office email response. Let your clients and business partners know that you are currently unavailable, but will be back soon. They, understandably, expect you to reply promptly… but everybody is entitled to some time off.  Just remember keep your contacts in the loop.

Discover the essential components of the best out of office message, uncover tips for composing a compelling out-of-office email, and read ready-made examples and templates of a truly effective automated emails. By the end of this article, you'll be equipped with all the must-know information to create an outstanding out-of-office message that leaves a lasting impression on your recipients. So without further ado, let's dive right in!

What is out-of-office message?

An out-of-office email (also known as an "away message" or "vacation message") is an automatic email response that is sent to people who try to contact you while you are away from your office or unavailable. Vacation message typically informs that you are away and provides information on when you will return and how to contact someone else in your absence.

Some email systems have a built-in feature for setting up out-of-office messages, while others may require you to set up a rule or filter to automatically send the message when you are away.

What to include in your out-of-office email

When writing your best out-of-office email, it is important to include the following information:

• The exact dates you will be away . Let people know when you will be unavailable so they can plan accordingly. This will help them adjust their expectations and avoid any frustration or confusion.
• Your expected return date. This will give people an idea of when they can expect a response from you. It also helps them to plan when to reach out to you again.
• The reason for your absence. This is not obligatory, but bear it in mind. The thing is, people might still attempt to get in touch with you if you’re on a business trip or at a conference. They are less likely to try to contact you if they know you’re on vacation.
• The people who can assist a client while you’re away . Provide names, phone numbers, and email addresses so that colleagues and clients can keep in touch in case they need urgent help. This ensure that your clients, and partners can still get the support and information they need, even if you are not available.
• Urgency instructions. Provide instructions on how to reach you in case of emergency or high importance matter.

Basic out-of-office email template

To assist you in crafting an effective message, we present two examples of basic out-of-office email templates below. These templates can be customized to suit your specific needs, providing a professional and informative response that keeps everyone informed while you're away.

Basic out-of-office email template - Example 1

Email subject: Out-of-Office: [Your Name]

Thank you for your email. I will be out of the office from (day/month) to (day/month) and will have limited access to email. If you have any urgent questions, please contact [Name] at [email] or [phone]. I will do my best to reply to your email as soon as I can.

[Signature]

Basic out-of-office email template - Example 2

Email subject: Away from the Office: [Your Name]

I'm writing to let you know that I'm currently out of the office on vacation and will not be checking my email until [date of return].

During my absence, I won't have access to my inbox and will be unable to respond to your message. However, if you require immediate assistance, please contact [alternate contact person's name and email address]. They will be happy to assist you.

Upon my return, I will make it a priority to reply to your email as soon as possible. I appreciate your patience and understanding in the meantime.

Best regards,

[Your Name]

Remember to tailor these templates to reflect your own personal style and ensure they accurately convey the necessary information for your specific circumstances.

But you can do better than that. Surprisingly, you can get so much more out of such a simple out-of-office letter. A good out-of-office message can serve as a tool to generate leads, promote content, and help you stand out by showing off some creativity.

It might seem difficult at first, but we’re here to explain how to do it.

Creative out-of-office message templates

Using an out-of-office email template can save you time and ensure that your message is professional and informative. Remember to customize the email template to fit your specific needs and stick to industry standards.

Take a look at the following tips and tricks and six examples of away messages to make your automatic responses more effective:

1. Promote Content

Use your absence as an opportunity to show off to customers and peak their interest in your content. Sending an out-of-office email is a good way to provide clients with more details about your business. Offer a link to an interesting online resource that your company has developed, like a blog post. This way, recipients are made aware of which lines of business your company are actively engaged in.

By knowing more about your activities, customers are more likely to trust your company. In turn, your company’s outreach increases.

Promoting Content Out-of-office email template

I hope this email finds you well. I’m out of the office right now but will get back to you as soon as possible. Expect a reply next Monday. For urgent matters, you can email or call [Name] at [email and phone number].

In the meantime, we’d like to keep you up to date about our latest news, upgraded features, some useful CRM tips, and beyond. Visit our blog https://nethunt.com/blog/ , find something of your interest, and enjoy the articles which we update regularly. Improve your productivity, and make your sales management more effective.

Thank you for being with us!

2. Generate Leads

When we set an out-of-office, we don’t immediately think of lead generation. However, it is a good opportunity to this end. For instance, you could encourage attendance for a webinar or future event, suggest sign-ups for online courses, give links to book downloads, or point recipients in the direction of any other product or service you are pushing. As well as informing the recipient of your unavailability, you are encouraging them to act.

Generating leads Out-of-office email template

It’s great to hear from you. I’m currently out of the office until mm/dd with limited/ no access to my email. Anyway, feel free to contact [email] in case your request is urgent.

While I am out of the office, here’s our awesome e-book on “ How To Choose The Right CRM For Your Business ”. It’s free; enjoy it!

I’ll be sure to get back to you when I return on mm/dd.

3. Build Trust

Not being in the office doesn’t necessarily mean you can’t develop your brand’s reputation. To do this, offer a link to some reviews about your product. In doing this, you drive traffic to your website and leave a good impression of your company… providing the reviews are positive. Here’s an example of this method:

Building trust Out-of-office email template

Thanks for reaching out. Unfortunately, I’m out of the office from [day/month] to [day/month] with limited/ no access to email. If your question can wait, I’ll be responding to any emails I miss when I return. If not, contact [Name] at [email] or [phone] and he/she will take care of your request.

If you’re interested in our [product/service]. Great! Read what our customers are saying about how awesome their experience has been – https://www.g2.com/products/nethunt-crm/reviews

I’ll get back to you as soon as I can.

4. Encourage Networking

Obviously, not every out-of-office is set for a vacation. You also need an out-of-office if you go on an extended business trip or to a conference. But instead of simply telling people you’re at a business event, why not use this opportunity to encourage networking of new business connections?

Encouraging networking Out-of-office email template

I hope you’re having an A+ [week, month]. I’m out of the office at this great conference [link to the event]. It takes place on [date] at [time] in [city and location].

By the way, [Name], our [Title], will be giving a speech sharing unique experience in [field]. I think you’ll enjoy it.

If you have the opportunity to come, let me know — I’d love the chance to connect with you.

5. Engage in Your Social Media

In the digital age, most of us follow brands on social media. When a client follows a company on social media, it keeps them fresh in their mind and makes them more likely to do business with them. You can set an out-of-office to make it easy for a customer to connect, stay current, and maintain the brand loyalty that social media provides.

Engaging in social media Out-of-office email template

Sorry, you missed me. I’ll be away from the office until [date]. As my inbox didn’t join me on this trip, I will only be responding to emails only when I return. That will be on [date].

For any requests you might have, feel free to reach out our [Title] [Name] at [email / phone].

To keep up to date with what’s happening at [Company], follow us on Facebook/ Twitter/ LinkedIn/ Instagram (You’ll like our posts on Facebook.)

Have a great week!

6. Add a Sense of Humour

Rather than sounding like a boring email robot, you could add a funny tone to your letter. Use a GIF or a meme to joke about what you’re doing on vacation, but remember not to go overboard.

Out-of-office humor email template

Hola, from Spain!

I know you probably don’t want to hear this, but I’m on holiday. I won’t be able to connect with you until [date]. However, there’s good news too: my colleague [Name] will help you with pleasure.

I, in turn, will cheer you up with some sunny photos of this great place where I’m staying.

I promise to write back as soon as I return.

Enjoy your week!

Regards and hasta luego!

So, don’t forget…

Everybody wants to feel needed. It’s always best to set an automatic out-of-office response when you know you won’t have access to your inbox. Take advantage of the examples we’ve shown you and done right, this is a fantastic way to boost loyalty and gain e-commerce sales without being too pushy. Design a message that is funny or thoughtful to help you stand out from the crowd!

Have you ever received or written an out-of-office message that you really liked? If you’re up to sharing them, we’d love to see your favorites.

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Out of Office Email Message Examples

If you have plans to be out of the office for a period of time, then setting your out-of-office email message is a must. The last thing you want to do is upset clients, coworkers, or vendors by going dark with no explanation. For those new to the business world, your out-of-office message is the […]

If you have plans to be out of the office for a period of time, then setting your out-of-office email message is a must. The last thing you want to do is upset clients, coworkers, or vendors by going dark with no explanation.

For those new to the business world, your out-of-office message is the most common form of automation related to email. Once activated, it sends out a predetermined email message to anyone who emails you while you’re out, telling recipients exactly what they need to know.

How to Set Up Your Out of Office in Gmail

Thankfully, setting this up in Gmail is easy to do and only takes a few minutes. Here are step-by-step instructions for setting your out-of-office message, plus some helpful examples you can steal for your own use: ADD_THIS_TEXT

• Navigate to mail.google.com
• Click the gear icon in the upper right-hand corner below your account name:

• Click Settings:

• Scroll to the bottom of the page to the Vacation Responder block
• Turn your Vacation Responder on:

• Set active dates for the Vacation Responder:

You’ll have options to set a “first day” and “last day,” or just “first day.” If you want things truly automated, picking a “last day” will trigger the autoresponder to automatically turn itself off the day after the selected date. Of course, in those instances when you’re unsure of your exact return date, it’s best to leave this open-ended.

• Set the email response subject line:

• Out of Office
• Out of Office Friday, Nov 8th – Friday, Nov 9th
• I’m Out Til Monday the 12th

On the other hand, you can get more interesting or playful with subject lines such as:

• I’m at Growth Marketing Conference – Are You?
• Bonjour from France! 🇫🇷
• Happy Holidays! I’m at home with my family.

An easy win here is to be specific about your out-of-office dates, or to be upbeat about why you are out of office.

• Type up your out-of-office response:

Don’t forget to click Save Changes at the bottom to finalize your message.

Note: While you could test your out-of-office message, you can also see it’s working because Gmail conveniently overlays a yellow bar at the top of your inbox reminding you that your autoresponder is on, along with options to “ End now” or adjust your settings.

Additional Reading: How to Automate Follow Ups in Gmail

So what do good out-of-office messages look like? Here are a handful of examples that will help you craft the perfect out-of-office message:

Out-of-Office Message Examples

1. professional example.

I will be out of the office on Thursday, November 8th, and Friday, November 9th. I will be back in the office on Monday, November 12th, and will not be responding to any emails until that time.

If you’re a customer who has finished onboarding, and you have questions or concerns about your current database, please submit a support request through your database, or email [email protected] for assistance. You can also reach support at 888-324-8756.

If you are a customer still in onboarding, please reach out to your Data Migration Specialist, Jane Smith, at [email protected] or 971-314-6323.

John Jacobs

2. Lighthearted example

Hola from Ibiza, Spain!

Don’t you wish you were here? I’m snorkeling, deep sea fishing, and doing all the touristy stuff for the entire week starting Monday, November 12th. I won’t be responding to calls or emails until I return on Monday, November 19th.

If you need super-urgent assistance, you are more than welcome to parachute onto the island and meet me on the beach! If that isn’t possible, please contact Jane Smith at [email protected] or 971-314-6323.

3. Sales Example

Hello there!

I’ll be unreachable for a few days starting on December 11th because I’ll be at Growth Marketing Conference . I’ll have limited ability to return phone calls and emails until I return on December 13th, but if you want to talk accounting software options or learn all about the latest growth marketing tactics and tips when I return, please shoot me an email. I’ll get back to you as soon as possible. If you need immediate assistance, please contact my assistant Megan White at 971-841-0098, or at [email protected].

4. Social Media Engagement Example

Thanks for reaching out! I am away from the office and will respond to any emails when I get back on 15th November. 

Until then, keep up with all the exciting developments and important updates at the Red Marketing Agency by following us on all the major social media platforms. Twitter is a must!

I’ll get back to you soon.

Thank you! 

Parker Durrey,

5. Medical Leave Example

Thank you for your message. I am out of office on medical leave from the 2nd to the 15th of April, and I won’t be able to respond to any of your emails during this time. 

For immediate assistance, please contact my colleague Dr. Raoul Dupont at [email protected] or 344-545-9921.

Thank you for understanding,

Dr. James Anderson 

6. Lead Generation Example

Sorry, you just missed me. I went away from the office to take care of some personal affairs. If your message can wait, I’ll be responding to the missed emails on the day I return, which is 10th December. If not, then please reach the person who’s covering for me at [email protected] or 334-554-9981. 

In the meantime, are you following our monthly newspaper? If you aren’t, believe me, you’re missing a lot of good content. Sign up for our newsletter here and enjoy the good stuff while I am away. 

I’ll get back to you as soon as I am back at my desk. 

Take care, 

7. Internal Communication Example

I won’t be at my desk till 7th January. If you are looking for further guidance regarding the Blue Moon project, please contact Mr. McDonald. I’ve provided him with all the details you could ask for. 

Also, if you need the technical files that were discussed in the beginning, I’ve uploaded them to Google Drive, which you can access here. 

Out-of-Office Message Best Practices

There are multiple ways to craft your out-of-office message, but there are a couple of standard best practices to follow that will ensure you don’t come back to angry or confused customers, coworkers, or vendors.

Reiterate Out-of-Office Dates

This might seem obvious, but make sure you clearly state and restate the dates you’ll be out of the office. Even if you put the dates in your subject line, you should also repeat them in the message body. It’s hard to over-communicate here. State exactly when you’ll be back, and whether or not you’ll be responding to calls and emails while you’re out. If you’re on the road but are responding to messages, let everyone know if you’ll be unavailable for an extended period (while on a flight, for example), if you’ll be in a different time zone, and in general, that they should expect a delay in response time. All in all, set realistic expectations and strive to be as specific as possible.

Provide Guidance

It usually isn’t enough to just say you’re out and won’t be responding to messages. You’ve got to give people options for how they can get their issue or request resolved. One of the easiest wins here is to provide alternative contact information. That could mean providing your mobile number while you’re out, or, more commonly, providing the phone number and email of the colleague (or department) that will be covering while you’re away.

Again, be as specific as possible and provide as much detail as possible on how they can get their questions answered or problems resolved. This will ensure you come back to fewer fires and headaches.

Lastly, don’t forget to set your out-of-office greeting for your office and mobile phones while you’re out.

Out of Office Message FAQs

What do i put in an out-of-office message.

A good out-of-office message needs to have the following things:

• Dates of your leave — You need to be clear and precise about how long you’re going to be unavailable.
• Alternative contact — You need to provide an alternative contact for people who need immediate assistance. A phone number or email address of the person who is covering you should be good enough.
• Reason for your leave — Without knowing the reason for your leave, your colleagues might assume that you’ll still be checking your emails and may try to reach you. They’ll be less likely to contact you if they know you’re on a vacation.

Why should I have an out-of-office setup?

If you have an out-of-office email setup, every time somebody emails you, they will get an automated reply containing your message. Normally, this message has details like why you’re unavailable and when people can reach you again. This helps you automatically inform your contacts about your absence.

Not setting up an out-of-office message and ghosting people without an explanation can be rude in a professional setting. And it can lead to miscommunication, business errors, and even financial losses!

How to turn off your out-of-office email?

Step 1: Go to settings in the top right corner of your Gmail account.

Step 2: Scroll down to the “Vacation Responder” section.

Step 3: Select the option “Vacation responder off”.

Is there an easy way to use vacation responders?

The best way to use vacation responders in a stress-free way is to rely on templates. After all, the specific reasoning for going on vacation may change. However, the basic template of telling them the length of your absence will remain constant with the expectation of the timeframe.

Can I reuse an automated out-of-office email response?

Absolutely. Out-of-office email responses do not need to be on the level of a Shakespeare drama. They need to communicate some simple facts to ensure complete clarity between you and the recipients.

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The Best Out-Of-Office Messages

It’s summer, and you’re probably gearing up to take some time off work – including tying up loose ends, putting some final touches on projects, and figuring out the process of delegating. So many factors go into making sure you can actually disconnect , relax, and recharge over your planned vacation. 

Once you’ve finally crossed off those last-minute items on your to-do list and are ready to check out of work mode for while, there’s just one last thing you need to do – set your out-of-office message. 

So what makes a good automated response that will give you the reassurance you need to keep your work email under control so that you can truly enjoy your holiday ?

To help you fully unplug from email, we’ve compiled six of the best out-of-office message examples that are perfectly suited to you, your company, and this vacation-heavy time of year.

The Short and Sweet

If you’re looking for a classic OOO message, this one is for you. Perhaps you work an industry that values directness and getting straight to the point, and playfulness may be off-brand. This response covers all of the most important bits of information every OOO needs: the date you will return to the office, when they can expect a response back, and who to contact in the meantime. That’s it!

Thanks for your note! I’ll be OOO from [date] to [date] and will not have access to email during that time. If this is an urgent matter, please contact [Contact Name] at [contact email].

The Business-Minded

Let your OOO response do some lead generation for you while you’re away, publicizing all of the exciting ways people can still get involved with your company’s community before you return. For example, you can encourage inquires to use your online booking or appointment system on your website, or you can tell them to subscribe to your newsletter to stay updated on upcoming offerings you’ll be announcing soon.

Thanks for your email! I’ll be OOO from [date] to [date] and will not be accessing email during that time.

That doesn’t mean you have to wait to start achieving your professional goals! Visit my website, www.MyAmazingWebsite.com to schedule your free career-transforming consultation with me today. 

For all pressing matters, please contact [Contact Name] at [contact email] for assistance.

I can’t wait to start working with you when I return [date]!

The Promoter

Who says an autoresponder needs to be impersonal? You can use your OOO message to continue building a relationship with present and potential customers by showing off the knowledge and products you have to offer. You can include a case study, a downloadable to your latest report, or a link to an excellent blog post you published. Not only does this further your credibility, but it also allays the feelings of frustration customers might feel while not being able to reach you. 

Thank you for getting in touch! I’ll be out-of-office from [date] to [date] and will not be checking email during that time. 

In the meantime, please feel free to enjoy the latest post from our blog. It has all of the information you need to integrate a cloud-connected service with your smart home device (plus a definitive guide on how our product can help).

I can’t wait to connect when I return [date]. Until then, please contact [Contact Name] at [contact email] for all urgent matters.

The Public Relations Pro

If you are traveling for a work-related conference or business trip and have limited access to email, let people know in the body of the message. This shows that you are active in industry circles and that you’re dedicated to learning and serious about your professional development. This will win major credibility points in the eyes of your email inquirers. 

Thanks so much for reaching out. I’m currently attending the [conference/event name] from [date] to [date] and will have limited access to email during this time. 

To learn more about what we do here at [Company Name], please visit our website here [link] and keep up to date with us by following us on Twitter [link] and subscribing to our newsletter [link]. You’ll be first to know the next time we host a webinar or workshop! 

For specific assistance, I’ll be responding to emails on [date]. If you need something resolved urgently, please contact [Contact Name] at [contact email].

The Fun and Festive

If you’re off to have fun on your vacation, you might as well have some fun in your OOO message! And hey, you might inspire someone else to start planning their next holiday. 

Happy Summer!

It’s my favorite time of year, which means I’m currently out of the office lounging on a Carribean beach, sipping on mojitos, and attempting to achieve the tan I’ve been waiting all year long for.  

I’ll be back in front of my computer on [date] and will respond to your message then. If you require immediate assistance, please feel free to send an email to [Contact Name] at [contact email] so that they can help you out.

[Your Name]

The Total Unplug

Completely unplugging from work? Good for you! Be sure to make this plan clear in your autoresponder so boundaries are set and no one expects any type of work-related correspondence while you’re away. Then, turn on SaneDoNotDisturb and enjoy an empty inbox for days.

Hello there,

Thank you for your note. I’m currently out of the office, returning on [date]. I’ll respond to your message then.

Please note that I will be completely disconnected from email and will not be checking messages until I return. So, if you need urgent assistance, please send an email to [Contact Name] at [contact email].

Whether you prefer to keep it simple or have a little fun with your OOO message, it’s always essential to include the basics so you don’t have a mountain of emails to respond to when you get back. Then, all there’s left to do is stay out of your inbox and enjoy your vacation fully!

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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.

When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.

Out of Office Message Requirements

Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not  need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.

A typical business travel out of office email will have the following components:

• Thank the person for their email.
• Let the person know when you will be returning.
• Provide an alternate contact person or emergency contact number.
• State that you will respond to emails when you return.

Additional components of your out of office message could include:

• Whether you are checking your email, versus if you are out of the country
• Why you are currently out of the office

See some of our business trip out of office messages below.

Out of Office on a Business Trip

If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.

Thank you for your email. I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return. Sincerely, Michelle

The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.

I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return. Thanks, Michelle

Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.

Out of Office during Business Travel

Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.

I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible. Thanks, Michelle

You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:

I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number]. Thanks, Michelle

Out of Office Attending a Conference

If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.

Thank you for your email. I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date]. If you need immediate assistance, please contact me on my cell at [Number]. Sincerely, Michelle

Auto Reply Messages for Business Travel

Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.

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