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Whether you’re heading on vacation, taking a break, or attending a conference, an out of office message is essential to manage expectations and maintain professionalism while you’re away. It’s more than just letting people know you’re not around; it can enhance your communication and ensure people know when to expect a response.
To help you create the perfect out of office message, we’ve gathered 20+ templates that are not only practical but also engaging.
What is an “Out of Office Message”?
An out of office (OOO) message is an automated email or response that informs senders you are unavailable to respond to emails for a certain period. It is commonly used in professional settings when someone is on vacation, leave, a business trip, or otherwise unavailable.
What Should an Out of Office Message Include?
- Subject Line
- A polite greeting
- The reason for your absence (optional)
- The dates when you will be available
- Information on whether you’ll have limited access to email
- A point of contact for urgent matters (if applicable)
- A closing statement
- Email sign offs
When to Use an Out of Office Message?
An out of office message isn’t just for vacations—it’s a tool that can come in handy in several situations where you’re unavailable or unable to respond promptly. Here’s when you should definitely use one:
1. On Vacation or Personal Leave
2. During Business Trips or Conferences
3. Sick Days
4. During Holidays
5. Extended Time Away (Maternity/Paternity Leave, Extended Breaks)
6. During Time Zone Changes or Remote Work
7. On Days Off or Half-Days
Out of Office Messages Subject Lines
Make your autoresponder stand out with a subject line that is clear, professional, or even a little creative. Here are some effective options:
- Out of Office: Back on [Return Date]
- Thanks for Your Email – I’m Away Until [Date]
- Currently Unavailable, But I’ll Be Back Soon!
- Taking a Short Break – Will Reply After [Date]
- On Leave – Appreciate Your Patience!
- Away from My Desk – Limited Access to Email
- Out of Office – Here’s What You Need to Know
- I’m Away, But I’ll Get Back to You ASAP!
Out of Office Message Examples of 2025
1. Formal or Basic Out of Office Message
Hello,
Thank you for your email and reaching out. I am currently out of the office and will return on [Date]. I will respond to your email as soon as possible upon my return. If your matter is urgent, please contact [Alternate Contact Person] at [Email or Phone Number].
Thank you,
Your name.
This straightforward message works for most situations and provides clear details about your absence.
2. Vacation Out of Office Message
Hello,
I’m currently out of the office on vacation until [Date] with limited access to email. I’ll get back to you as soon as possible upon my return.
For immediate assistance, please reach out to [Alternate Contact Person] at [Email or Phone Number]. Thank you for your patience!
Thank you,
Your name.
Letting people know you’re on vacation adds a personal touch to your out of office message.
3. Conference Out of Office Message
Hello,
I’m attending a conference from [Start Date] to [End Date]. I cannot access my emails at the moment, I’ll provide a response as soon as I return.
If you need immediate help, please contact [Alternate Contact Person]. Thank you for your understanding!
Thank you,
Your name.
This template works great when you’re out of the office for work-related events.
4. Holiday Out of Office Message
Hello,
Happy Holidays! I’m out of the office for the holiday season and will be returning on [Date]. Currently have zero access to my email box.
If you need immediate assistance, please contact [Alternate Contact Person] at [Email or Phone Number]. I’ll respond to your message as soon as possible.
Thank you,
Your name.
This friendly tone fits perfectly for seasonal breaks, helping you stay professional while also sounding warm.
5. Extended Out of Office Message
Hello,
I’m still out of the office until [Date] with no access to email. I will respond to all inquiries when I return.
If your request is urgent, please contact [Alternate Contact Person] at [Email or Phone Number]. Thank you for your patience.
Thank you,
Your name.
If you’re away for an extended period, this message clearly explains the timeline and offers an alternative.
6. Short and Sweet Out of Office Message
Hello,
Thanks for reaching out! I’m currently out of the office. I’ll get back to you as soon as I can.
For urgent matters, please contact [Alternate Contact Person].
Thank you,
Your name.
If brevity is your style, this simple message gets the point across without too much detail.
7. Humorous Out of Office Message
I’m out of the office, probably enjoying a well-deserved nap! I’ll be back on [Date] and will respond to your email then.
If it’s urgent, reach out to [Alternate Contact Person]—they’re likely more awake than I am right now!
Thank you,
Your name.
Humor can work well in an out of office message if your audience is more relaxed and appreciates a lighthearted tone.
8. Professional and Courteous Out of Office Message
Hello,
I appreciate your email! I’m currently out of the office and won’t be able to check my inbox until I return to the office on [Return date]. I’ll respond to your inquiry at my earliest opportunity upon my return.
For urgent matters, please contact [Alternate Contact Person].
Thank you,
Your name.
This one strikes a nice balance between professionalism and courtesy, making it appropriate for almost any business setting.
9. Maternity/Paternity Leave Out of Office Message
Hello,
Thank you for reaching out. I am currently on maternity/paternity leave until [Date]. I will not be checking email during this time.
If you need immediate assistance, please contact [Alternate Contact Person]. Thank you for your understanding!
Thank you,
Your name.
This type of out of office message helps set clear boundaries while you’re on leave.
10. Sick Leave Out of Office Message
Hello,
I am out of the office due to illness and will return on [Date]. I may have limited access to email during this time.
If you need immediate assistance, please contact [Alternate Contact Person]. I appreciate your patience.
Thank you,
Your name.
A respectful, informative message for when you’re unexpectedly out of the office due to illness.
11. Team-Wide Out of Office Message
Hello,
Thank you for your email. The [Your Team Name] is currently out of the office for [Reason, e.g., training, holiday] and will be returning on [Date].
During this time, responses may be delayed.
If you need immediate assistance, please contact [Alternate Contact Person].
Thank you,
Your name.
This one is useful when you’re not the only one out of the office.
12. Personal Event Out of Office Message
Hello,
I’m currently out of the office for a personal event/family function and will return on [Date]. I may not be able to respond to emails right away.
If your matter is urgent, please contact [Alternate Contact Person]. I’ll get back to you as soon as I can.
Thank you,
Your name.
Sometimes personal matters require you to step away—this message keeps things professional yet understanding.
13. Remote Work Out of Office Message
Hello,
I am currently working remotely and may not be available for immediate responses. I’ll be back in the office on [Date].
If you need urgent assistance, please contact [Alternate Contact Person].
Thank you,
Your name.
For remote work situations, this out of office message is a perfect fit, showing you’re still working but not in the office.
14. End of Day Out of Office Message
Hello,
I am out of the office for the day and will be back tomorrow. I will respond to your email then.
If this is urgent, please contact [Alternate Contact Person]. Thank you for your understanding!
Thank you,
Your name.
Sometimes, you just need to inform people that you’re out for the rest of the day but still reachable tomorrow.
15. Vacation with Limited Access Out of Office Message
Hello,
I’m currently on vacation and will have limited access to email until [Date]. I will respond to your message when I return.
If you need immediate assistance, please contact [Alternate Contact Person].
Thank you,
Your name.
This version is great when you’re on vacation but still want to keep people informed about your limited availability.
16. International Travel Out of Office Message
Hello,
I’m currently traveling abroad with limited access to email and will return on [Date].
If your matter is urgent, please contact [Alternate Contact Person]. I will get back to you as soon as I am able.
Thank you,
Your name.
Perfect for international travel where time zone differences or access issues might delay your response.
17. Weekend Out of Office Message
Hello,
Thanks for your email! I’m currently out of the office for the weekend and will return on Monday.
I’ll respond to your message as soon as possible on my return. If you need immediate assistance, please contact [Alternate Contact Person].
Thank you,
Your name.
For weekend getaways or short breaks, this message is quick and to the point.
18. Customer Support Out of Office Message
Hello,
Thank you for contacting customer support. I am currently out of the office until [Date].
If you need immediate assistance, please visit our [support page/contact another representative] at [Email or Phone Number].
Thank you,
Your name.
For customer service professionals, this type of out of office message can redirect inquiries to the appropriate channels.
19. On a Project Out of Office Message
Hello,
I’m currently focused on a project and will be out of the office until [Date]. I may not be able to respond to emails right away, but I will get back to you as soon as I can.
Thank you,
Your name.
Let people know you’re working hard on something important while you’re away.
20. On a Mental Health Break Out of Office Message
Hello,
Thank you for your email. I am currently out of the office on a mental health break and will return on [Date]. I will respond to your message upon my return.
Thank you,
Your name.
This message is great for showing self-care and offering an alternative contact.
Check out some great alternatives to “Thank you for your hospitality,” “Thank you for listening,” “Thank you for your patience,” “Sorry for the inconvenience.” “How to end an Email” Plus, learn the best ways to use each phrase to make your email more meaningful and relatable!
How to Set Up an Out of Office Message?
Setting up an out of office message is a simple process that can be done on most email platforms and communication tools. Here’s a step-by-step guide on how to set it up on popular platforms:
1. How to Set Up an Out of Office Message on Gmail?
- Step 1: Open Gmail and click the gear icon in the upper right corner, then select “See all settings.”
- Step 2: In the settings menu, go to the “Vacation responder” tab.
- Step 3: Check the box that says “Vacation responder on.”
- Step 4: Fill in the subject (e.g., “Out of Office”) and the message (e.g., “Thank you for your email. I’m out of the office and will return on [Date]. I will respond to your email as soon as possible after my return. For urgent matters, please contact [Alternate Contact].”)
- Step 5: Set the start and end dates for your absence.
- Step 6: Click “Save Changes.”
2. Set “Out of Office Message” on Outlook
- Step 1: Open Outlook and click on “File” in the top left corner.
- Step 2: Select “Automatic Replies (Out of Office).”
- Step 3: Choose “Send automatic replies” and set the time range for when you’ll be away.
- Step 4: Type your message in the “Inside My Organization” tab for colleagues within your company, and the “Outside My Organization” tab for external contacts.
- Step 5: Click “OK” to activate your out of office response.
3. How to Set an “Out of Office Message” on Microsoft Teams?
- Step 1: Open Microsoft Teams and click on your profile picture in the top-right corner.
- Step 2: Select “Set status message.”
- Step 3: In the status message box, type a message like, “I’m currently out of the office until [Date]. For urgent matters, please contact [Alternate Contact].”
- Step 4: You can choose to set the message as “Clear after [X] hours” to make sure the message expires automatically.
- Step 5: Click “Done.”
4. How to Set an “Out of Office Message” on Slack?
- Step 1: Open Slack and click on your profile picture in the top-right corner.
- Step 2: Select “Set a status.”
- Step 3: Type a message like, “I’m out of the office until [Date]. Please email [Alternate Contact] for urgent matters.”
- Step 4: Choose a relevant emoji (like an airplane or vacation icon) and set the duration for how long you’ll be out.
- Step 5: Click “Save.”
5. Set “Out of Office Message” on Apple Mail
- Step 1: Open the Mail app on your Mac and go to Mail > Preferences.
- Step 2: Select the “Rules” tab.
- Step 3: Click “Add Rule” to create a new rule.
- Step 4: In the rule description, choose “If any of the following conditions are met” and select “Date Received” after or before your set dates.
- Step 5: Under “Perform the following actions”, select “Reply to Message” and type your out of office message.
- Step 6: Save the rule.
By following these steps, you can easily set up an out of office message across various platforms, ensuring clear communication even when you’re away!
Tips for Out of Office Message
A well-written message helps manage expectations and keeps things running smoothly. Here are some practical tips to help you craft the perfect out of office message:
1. Keep It Clear and Concise: Your out of office message should be straightforward. Clearly state when you’ll be away, when you’ll return, and if possible, give an idea of how soon someone can expect a response. People appreciate brevity and clarity, so avoid long-winded explanations.
2. Set the Right Tone: The tone of your out of office message should match your professional setting. If you work in a formal industry, your message should reflect that with a polite, business-like tone.
3. Provide an Alternative Contact (If Necessary): If someone else is available to handle urgent matters in your absence, make sure to include their contact information. This will prevent any delays in response times for people who need immediate assistance.
4. Be Honest About Your Availability: If you’re going to be completely out of touch, let people know. You don’t need to explain why you’re away, but honesty is key in making sure others know when they can expect you to respond. If you will be checking emails intermittently but might take longer to respond, clarify that as well.
5. Include Important Details: For longer absences, it’s helpful to include extra details about your availability. Mention whether you’ll be checking your email at all or if you’ll be entirely offline. You can also provide details about expected delays in responses.
6. Proofread Your Message: Always proofread your out of office message before setting it up. A message full of typos or unclear details can confuse or frustrate the people who are trying to get in touch with you. Double-check that the dates, names, and any other critical information are correct. A well-written message adds to your professionalism.
7. Customize for Special Circumstances: If you have special instructions, such as a specific reason for your absence (like a wedding, family emergency, or business trip), feel free to include those details—within reason. While it’s not necessary to share personal information, it can make your message feel more genuine and tailored.
By following these tips, you can create an out of office message that is both professional and personable. It helps set clear expectations for when you’ll be available, offers alternatives if necessary, and ensures that you’re not leaving anyone in the lurch while you’re away.
Conclusion
In this blog post, we’ve highlighted the importance of a well-crafted out of office message in maintaining professionalism and managing communication while you’re away from work. We’ve explored when to use an out of office message, such as during vacations, business trips, or personal leave, and provided practical tips on how to write one effectively.
Key takeaways include:
- Keeping your message clear, concise, and honest.
- Using the right tone based on your work environment.
- Providing alternative contacts or details if needed.
- Proofreading your message to ensure accuracy and professionalism.
A thoughtful out of office message does more than just notify others of your absence—it helps manage expectations, ensures a smooth workflow, and shows that you value clear communication, even when you’re not in the office. By taking the time to craft a personalized response, you’re setting yourself up for continued professionalism, even while offline.
So, whether you’re heading out for a short break or an extended leave, remember the importance of an effective out of office message. Use the examples and templates we’ve shared to create your own, and make sure your absence doesn’t disrupt communication. With just a little effort, you can stay on top of your professional game—no matter where you are!
FAQs for “Out of Office Message”
When should I set an out of office message?
You should set an out of office message whenever you’re unavailable for an extended period. This includes vacations, personal leave, business trips, sick days, or even public holidays.
Can I update my out of office message if plans change?
Yes, you can update your out of office message anytime if your return date or availability changes. If you find that you’ll be away longer than expected or return earlier than planned, make sure to adjust the message to reflect the new details so your contacts have accurate information.
Is it necessary to set an out of office message if I’m only away for a day?
Even if you’re only away for a day, it’s a good idea to set an out of office message if you’re unable to respond promptly. It helps manage expectations, especially if people are reaching out expecting an immediate reply. A simple message stating your brief absence and when you’ll be back can be effective.
How long in advance should I set my out of office message?
It’s best to set your message at least a day before you leave, so anyone trying to contact you is aware of your absence in advance. For longer absences, it’s helpful to notify colleagues and clients ahead of time, giving them the opportunity to make alternative arrangements if needed.
