How to Write the Best Out-of-Office Message (With Examples)

You’ve cleared your desk, completed your to-do list, and even got a head start on future assignments. You’re almost ready for vacation, but there’s still one last thing you need to do: write an out-of-office (OOO) message.

Writing the best out-of-office message is not as easy as it seems, however. Keep reading to learn how to craft the best out-of-office message so that your clients, colleagues, and supervisors aren’t left in the dark during your well-deserved trip.

Out-of-Office Message: What is it?

An out-of-office (OOO) message is an automated email or text response that lets your colleagues and clients know you’re away from work. But OOO messages don’t just inform people of your absence. They let them know how long you’ll be gone, when they can expect a response, and who to contact in your place if their needs are urgent.

Why is an Out-of-Office Message Important?

Setting up an out-of-office message while you’re on vacation, leave, or even out sick for a few days is a professional courtesy and considered good work etiquette. More importantly, it ensures that business can continue as usual in your absence.

Without an OOO message, your contacts may feel ignored when they attempt to reach you and don’t get a response. Worse, you’ve disrupted the flow of business by not providing any alternative points of contact or solutions. Overall, an effective out-of-office message will protect your professional reputation while you’re away and ensure that business continues as usual.

When Should You Use an Out-of-Office Message?

You should write an out-of-office message whenever you’re unable to answer work emails, phone calls, and texts for an extended period. Depending on your role and the company’s policy around such messages, an OOO message can be used for short periods, like doctor visits and other appointments, as well as longer intervals, like week-long getaways and prolonged illnesses. If you’re still unsure when to use an OOO message, consider the below questions:

• Does my company have a policy on out-of-office messages?
• Does my role require me to respond quickly to inquiries (i.e. customer service or operations roles)?
• Do my coworkers set up OOO messages when they’re away?
• Can my job be done by someone else? In other words, can I redirect my contacts to a colleague to assist them in my place?

If you answered yes to any of these questions, you’ll probably want to start drafting your OOO message. Also, if you manage a team, you want to communicate with your team when you are out of office. But as we mentioned above, a good out-of-office message includes more than a notification of your absence.

What to Include in Your Out-of-Office Message

The best out-of-office messages are short, concise, and include three key elements:

• The duration of your absence. This is the first thing you’ll want to include in your OOO message. Your contacts should know how long you’ll be gone, when you’ll return, and when to expect a response. It’s best to use exact dates (mm/dd) over general dates like “next Wednesday” or “the second week of May.”
• Why you’re gone. You don’t have to include the exact reasoning behind your absence, especially if it’s personal (like family emergencies or illnesses). You can provide a general explanation with minimal detail. “I am OOO with a personal matter” is a good example.
• The names and contact information of your alternative points of contact. You don’t want to let any urgent messages go unanswered. That’s why you should provide the names, titles, phone numbers, and email addresses of the coworkers covering for you while you’re away.

What Not to Include in Your Out-of-Office Message

Now you know what to include in your out-of-office message, but is there anything you should omit? Yes! Let’s review what to avoid in your OOO message:

• Committing to a response upon your immediate return. You might have a lot to catch up on during your first few days back at work, so you don’t want to promise a quick response. Instead, manage expectations by letting them know you’ll get back to them the week of your return or another reasonable time period.
• Promising your coworker’s quick response. Your colleagues will be busy dealing with their own workload. Let your contacts know they’ll respond as soon as possible, but don’t commit to an exact response time.

Best Out-of-Office Message Examples

You have all the information you need to craft an OOO message from scratch, but you can save time by using the below templates as inspiration. We’ve organized each OOO message example by category so you have the best out-of-office message ready for every occasion.

Generic

Hello,

Thank you for reaching out. I’m currently out of the office from (mm/dd) to (mm/dd) for (reason for absence).

If you need assistance while I’m away, please contact (name of coworker + position) at (coworker’s email and/or phone number).

I’m looking forward to connecting when I get back.

Thanks!

Cordial

Hello,

Thanks for your message!

I am (reason for absence) and won’t be checking my email while I’m gone.

I’ll be back on (mm/dd), but if you have any urgent questions or concerns in the meantime, please contact (name of coworker + position) at (coworker’s email and/or phone number). They’ll get back to you as soon as possible.

Have a great day!

Vacation

Hi,

Thanks for getting in touch. I’m on vacation in (state, city, or country where you’re vacationing) from (mm/dd) to (mm/dd) and will be unplugged from my email while I’m gone.

If you have any urgent questions, comments, or concerns, please reach out to (name of coworker + position) at (coworker’s email and/or phone number).

I will respond to your message as soon as I return.

Thank you.

Business Conference

Hello,

Thank you for your email. I am currently attending the (conference name + location) and will return to the office on (mm/dd).

I’ll be occasionally checking my emails while I’m away, but for urgent matters, please contact (name of coworker + position) at (coworker’s email and/or phone number).

If you’re also attending the (conference name) or are in (location), I would love to grab a coffee and connect!

Thank you.

Holidays

Hello,

Thank you for your message. Our offices are closed from (mm/dd) to (mm/dd) for the (holiday name) holiday.

I will be back at work on (mm/dd) and look forward to reconnecting when I return.

If you have an emergency and need my immediate assistance, you can contact me at (phone number or personal email).

Thanks!

Parental Leave

Hi,

Thanks for reaching out. I am out of the office on maternity leave from (mm/dd) to (mm/dd).

Please direct all inquiries to (name of coworker + position), who will be stepping in for me while I’m away. (Name of coworker) can be contacted at (coworker’s email and/or phone number).

Thanks!

Medical Leave

Hello,

Thanks for getting in touch. I am on medical leave and will be out of the office from (mm/dd) to (mm/dd).

For urgent matters, please connect with (name of coworker + position), who will be covering for me while I’m gone. You can reach (name of coworker) at (coworker’s email and/or phone number).

Thank you for understanding.

Other Types of OOO Message Examples

The above examples aren’t the only types of out-of-office messages you can set up. Feel free to get creative by showing off your sense of humor—but be careful not to go too far. Etiquette is important in the workplace, and you don’t want to accidentally make an inappropriate or insensitive remark in your OOO message.

Regardless of occasion or style, you can use this guide to help you write the best out-of-office message in a matter of seconds. Once your OOO message is complete, you only have one other thing left to do: enjoy your time off.