Career Management Skills / Career Advice

How to Write an Out-of-Office Message




Out-of-office messages are automated email responses that inform contacts about your unavailability, when you’ll return, and alternative ways to get assistance. They ensure effective communication while maintaining professionalism during your absence.

What to Include in an OOO Message

  1. Reason for Absence: Briefly explain why you’re unavailable (vacation, conference, etc.).
  2. Dates of Absence: Specify the start and end dates.
  3. Expected Response Time: Indicate when you’ll respond.
  4. Alternative Contact: Provide details for someone who can help in urgent situations.

What to Avoid in an OOO Message

  • Overly Detailed Explanations: Keep it concise.
  • Unrealistic Commitments: Avoid promising an immediate response upon return.
  • Sharing Colleague Information Without Permission: Confirm with them first.

15 Out-of-Office Message Examples

1. Basic

"Hi,
I am out of the office until [date]. If you need immediate assistance, contact [name] at [email/phone]. Otherwise, I’ll respond to your email upon my return.

Thank you,
[Your Name]"

2. Funny

"Hi there,
I’m currently out of the office, likely enjoying [activity, e.g., sipping coffee by the beach]. I’ll respond when I’m back on [date]. For urgent matters, reach out to [name] at [email].

Best,
[Your Name]"

3. Internal Use

"Hello Team,
I’m away until [date]. Key resources for the Apex Project are in the shared folder. For urgent queries, contact [colleague’s name].

Best regards,
[Your Name]"

4. Vacation

"Greetings,
I’m on vacation until [date]. For immediate assistance, contact [name] at [email/phone]. I’ll reply to your message when I return.

Best,
[Your Name]"

5. Conference

"Hello,
I’m attending [conference/event] until [date]. I’ll periodically check emails. For urgent issues, contact [name] at [email].

Thank you,
[Your Name]"

6. Short-Term Absence

"Hi,
I’ll be away from my desk today from [time] to [time]. For urgent matters, reach out to [name] at [email].

Thanks,
[Your Name]"

7. Out of Reach

"Hello,
I’m out of the office and will not have access to email until [date]. Please contact [name] at [email/phone] for urgent assistance.

Best regards,
[Your Name]"

8. Checking Emails Occasionally

"Hi,
I’m away from the office but will check emails periodically. For urgent matters, contact [name] at [email].

Best,
[Your Name]"

9. Holiday

"Season’s Greetings!
I’m out for the holidays from [date] to [date]. For urgent assistance, contact [name] at [email/phone].

Happy Holidays,
[Your Name]"

10. Maternity/Paternity Leave

"Hello,
I’m on maternity leave until [date]. [Colleague’s name] will manage my responsibilities. You can reach them at [email/phone].

Thank you,
[Your Name]"

11. Medical Leave

"Hi,
I’m on medical leave until [date]. For urgent matters, contact [name] at [email].

Thank you for your understanding,
[Your Name]"

12. Promotional

"Hello,
I’m away until [date]. Meanwhile, check out our new [resource/product] at [link]. For urgent matters, contact [name] at [email].

Best,
[Your Name]"

13. Lead Generation

"Hi,
I’m out of the office until [date]. Sign up for our webinar at [link] or contact [name] at [email] for urgent help.

Thank you,
[Your Name]"

14. Social Media Plug

"Hello,
Stay updated with [Company Name] by following us on [social media platforms]. For immediate assistance, contact [name] at [email].

Best,
[Your Name]"

15. Contact Sharing

"Hi,
I’m unavailable until [date]. For [specific issue], contact [colleague 1] at [email]. For [another issue], reach out to [colleague 2] at [email].

Thank you,
[Your Name]"

Tips for Writing a Professional OOO Message

  • Be clear and concise.
  • Adapt tone based on the audience (formal or casual).
  • Test your automated reply to ensure accuracy.

These examples ensure effective communication while maintaining professionalism during your absence!

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