15 Professional Out of Office Message Examples
You are about to step away from work. You know you should set an out of office message, but striking the right balance between professional and approachable feels harder than it should. Being too formal can feel distant, while being too casual may not sound professional.
Fortunately, we have the best template you can customize, practical out of office message examples, and FAQs to guide you below.
What is an out of office message?
An out-of-office message, or OOO message, refers to an automated email response that informs people you are away and unable to provide immediate responses to their messages.
The purpose of an out of office message in the workplace is to manage expectations by letting senders know when you will return and when they can expect a response.
A Harvard Business Review article even suggested that "Sharing a small piece of information about you, your trip, or your company's product or service can serve to deepen a business relationship or the connection a client feels toward your company."
So, whether you are away for a few days or several weeks, setting an out of office message ensures clear, effective communication. Here are some instances when it is especially useful:
- Taking a vacation or personal leave
- Being out sick
- Attending a conference or work trip
- Going on parental or extended leave
- Transitioning to a new role or leaving the company
What to include in an out of office message
An effective out of office message should be concise, professional, and clear. Here are some key elements to include:
- A clear subject line: Use a subject like "Out of office" or "Automatic reply" so the sender knows right away.
- Your dates of absence: State when you will be away and when you will return. Example: "I will be out from August 25 to August 29 and back on August 30."
- The reason (optional): Though optional, a short note like "on vacation" or "attending a conference" can add context to your absence.
- A promise to reply: Let them know you will respond once you are back. Example: "I will reply as soon as possible after my return."
- An alternative contact: Share a colleague's name and email for urgent matters (with their permission), and optionally include your personal details, such as a phone number or alternative contact information. Example: "For urgent issues, contact John Constantine at johnconstantine@email.com, or reach me on my mobile at +63 912 345 6789."
- A polite closing: End with "Best regards," "Sincerely," or "Thank you," followed by your name and professional email signature (optional).
The best template for out of office messages
Now that you know what to include in an out of office message, use this template to let people know you are away. Customize this to fit your situation and keep it professional yet approachable.
Subject: Out of office Until [Date]
Hello,
I am away until [date] and will return on [date and time] for [reason]. During this period, I will [not] be checking emails. For urgent matters, please contact:
[Name]
Email: [co worker's email]
Phone: [phone number]
I will respond to your emails as soon as I return.
Kind regards,
[Your Name]
15 professional out of office message examples
The out of office message examples below show different situations you may encounter at work and provide ready-to-use templates you can customize to fit your needs.
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For sick leave
Example #1
Subject: Out of Office: [Your Name]
Hello,
Thank you for your email. I am currently out of the office on sick leave and will not have access to email. I will respond to your message as soon as I return.
For urgent matters, please contact [Colleague's Name] at [Colleague's Email/Phone Number].
Thank you for your understanding.
Best,
[Your Name]
Example #2
Subject: Out of Office: [Your Name] - [Start Date] to [End Date]
Thank you for your email. I am currently out of the office and will have limited or no access to email while I am unwell.
I expect to return on [Date] and will reply to your message then.
For immediate assistance, please reach out to [Colleague's Name] at [Colleague's Email/Phone Number].
Sincerely,
[Your Name]
Example #3
Subject: Out of Office
Thank you for your message. I am out of the office on sick leave and will not be checking emails.
If this is an urgent matter, please contact [Colleague's Name] at [Colleague's Email] or by phone at [Colleague's Phone Number]. Otherwise, I will get back to you as soon as I am back in the office.
Thank you,
[Your Name] -
For vacation
Example #1
Subject: Out of Office: [Your Name] on Vacation
Hi there,
Thanks for your email. I am currently out of the office on vacation and will be back on [Return Date].
I will have limited access to email and will respond to your message upon my return.
If you have an urgent request, please contact [Colleague's Name] at [Colleague's Email].
Best regards,
[Your Name]
Example #2
Subject: Vacation Notice: [Your Name]
Hello,
Thank you for your email. I am out of the office from [Start Date] to [End Date] and will not be monitoring my inbox during this time.
I will reply to your message when I return. If your matter is time-sensitive, please contact my colleague, [Colleague's Name], at [Colleague's Email] who will be able to assist you.
Thank you for your patience.
Kind regards,
[Your Name]
Example #3
Subject: Out of Office: [Your Name] - [Start Date] to [End Date]
Hi,
I am currently out of the office enjoying a much-needed vacation and will not be checking email. I will be back on [Return Date].
I will review and respond to your message as soon as I can after my return. In the meantime, for any urgent matters, please reach out to [Colleague's Name] at [Colleague's Email] who can help you.
Thanks!
[Your Name] -
For personal leave
Example #1
Subject: Out of Office: [Your Name]
Hello,
Thank you for your email. I am currently on personal leave and will be back in the office on [Return Date]. I will not have access to email during this time.
I will respond to your message as soon as possible after I return.
For immediate assistance, please contact [Colleague's Name] at [Colleague's Email].
Best,
[Your Name]
Example #2
Subject: Out of Office
Hi,
I'm out of the office on personal leave from [Start Date] to [End Date]. I will not be able to respond to emails during this time.
If your message requires immediate attention, please contact [Colleague's Name] at [Colleague's Email].
Otherwise, I will reply to you as soon as I can upon my return.
Thank you for your understanding.
Sincerely,
[Your Name]
Example #3
Subject: Out of Office - [Your Name]
Thank you for your email. I am currently out of the office on personal leave.
I will be back on [Return Date] and will respond to all emails in the order they were received.
For urgent inquiries, please contact [Colleague's Name] at [Colleague's Email].
Best regards,
[Your Name] -
For a business trip
Example #1
Subject: Out of Office: [Your Name] on Business Trip
Hello,
Thanks for your email. I am currently traveling for business and will have limited access to email until my return on [Return Date].
I will respond to your message as soon as I can.
If you require immediate assistance, please contact [Colleague's Name] at [Colleague's Email] or [Phone Number].
Thank you,
[Your Name]
Example #2
Subject: Traveling for Work: [Your Name]
Hi,
I am out of the office on a business trip from [Start Date] to [End Date] and will not be checking my email regularly.
I will reply to your message upon my return to the office.
For any pressing matters, please reach out to [Colleague's Name] at [Colleague's Email].
Best regards,
[Your Name]
Example #3
Subject: Out of Office: [Your Name]
Thank you for your email. I'm currently out of the office on a business trip and will be back on [Return Date].
During this time, I may have limited or no access to email. I will respond to your message as soon as I am able.
If this is an urgent matter, please contact my colleague, [Colleague's Name], at [Colleague's Email].
Sincerely,
[Your Name] -
For parental leave
Example #1
Subject: Out of Office: [Your Name] on Parental Leave
Hello,
Thank you for your email. I am currently out of the office on parental leave and will be back on or around [Return Date].
I will have no access to email during this time.
All emails will be managed by my colleague, [Colleague's Name], at [Colleague's Email]. For urgent matters, please contact them directly.
Thank you for your understanding.
Warmly,
[Your Name]
Example #2
Subject: Parental Leave: [Your Name]
Thank you for your message. I am out of the office on parental leave from [Start Date] to [End Date] and will not be checking emails.
Please contact [Colleague's Name] at [Colleague's Email] for all work-related inquiries.
I will respond to your email upon my return.
Best regards,
[Your Name]
Example #3
Subject: On Parental Leave Until [Return Date]
Hi,
I am currently on parental leave and will be away from the office until [Return Date]. I will not be able to respond to your email during this time.
For any urgent questions or requests, please contact my team at [Team Email Address] or [Colleague's Name] at [Colleague's Email].
I look forward to reconnecting with you upon my return.
All the best,
[Your Name]
Out of office message: FAQs
Here are some common questions about out of office messages:
How to write OOO message in Outlook?
To set up an out of office reply in Outlook, go to File > Automatic Replies. If the button is not available, use rules to create one. Select Send automatic replies, then choose a date range if you only want it active during specific times. Type your message, format it as needed, and click OK to save.
How do I set an automatic out of office reply in Gmail?
To set up an automatic out of office reply in Gmail, open Gmail on your computer, go to Settings > See all settings, and under the General tab scroll to the Vacation responder section. Turn it on, enter your date range, subject, and message, and optionally check the box to send replies only to your contacts. Finally, click Save Changes to activate your reply. The automatic reply remains active for the date range you specified or until you manually turn it off.
Should I use an out of office message for short absences?
Yes, you should use an out-of-office (OOO) message for short absences, even for a few hours or a day, especially if you are handling time-sensitive tasks or making key decisions. It's professional and helps keep business running smoothly by letting people know you're unavailable and who to contact or when to expect a reply.
