Taking time off work feels great, right? But before you close your laptop and head out, there’s one important thing you need to do. You need to set up an out of office message.
I know it sounds simple. But many people either forget to do it or don’t know how to write a good one. And trust me, a well-written auto reply can save you from a lot of headaches when you get back.
In this guide, I’ll show you everything you need to know about out of office messages. We’ll cover what they are, why you need them, and how to write one that actually works. Plus, I’ll share some great examples and templates you can use right away.
What Is an Out of Office Message?
Let me start with the basics.
An out of office message is an automatic email reply that goes out when you’re away from work. It’s also called an OOO message, auto reply, or vacation responder.
When someone sends you an email, they get this message right away. It tells them you’re not available and when you’ll be back.
Meaning and Purpose of an Out of Office Reply
The main purpose is simple. You want to let people know you won’t respond to their emails right away.
Think about it. When you send someone an email, you expect a reply within a day or two. But if that person is on vacation and doesn’t tell you, you’ll keep waiting. You might even send more emails asking if they got your first one.
That’s annoying for everyone.
An automatic reply solves this problem. It sets clear expectations. People know when you’ll be back, and they can plan accordingly.
When You Should Set an Out of Office Message
You should set up an OOO message whenever you won’t be checking your email regularly.
Here are some common situations:
- Going on vacation or holiday
- Taking sick leave
- Attending a conference or business trip
- Working from home with limited email access
- Taking maternity or paternity leave
- Going on extended leave for personal reasons
Even if you’re only out for a day or two, it’s good practice to set up an auto responder. It shows professionalism and respect for other people’s time.
Why You Need an Out of Office Message
Some people think out of office messages aren’t necessary. They think they can just catch up on emails when they get back.
But here’s the thing. Not having an autoresponder can create real problems.
Maintains Professional Communication
Your out of office reply shows you care about professional communication.
When clients or colleagues email you and get no response, they might think you’re ignoring them. They might think you don’t care about their message. Or worse, they might think something is wrong.
An automatic email reply prevents all of this. It shows you’re organized and thoughtful. It maintains your professional image even when you’re not working.
Manages Expectations While You’re Away
People need to know what to expect.
If they know you’re on vacation until next Monday, they won’t stress about not getting a reply. They won’t send you three more emails wondering where you are.
Your away message manages expectations. It tells people when you’ll be back and what to do if something is urgent.
This is especially important if you work with clients or customers. They need to know if they should wait for you or contact someone else.
Enhances Workplace Productivity and Courtesy
Here’s something people don’t think about. Your OOO message actually helps your whole team be more productive.
When you clearly state who to contact in your absence, people get help faster. Projects don’t get delayed. Work keeps moving forward.
Plus, it’s just courteous. It’s like telling someone “I can’t talk right now, but I’ll call you back later.” It’s the polite thing to do.
How to Write an Effective Out of Office Message
Now let’s talk about how to actually write a good out of office email.
I’ve seen some really bad ones. And I’ve seen some great ones. The difference is usually just following a few simple guidelines.
Step-by-Step Guide to Creating an OOO Message
Writing an out of office message doesn’t have to be complicated. Here’s how I do it:
Step 1: Think about who will receive your message. Are they colleagues? Clients? Both?
Step 2: Decide what information they need to know. Keep it simple and relevant.
Step 3: Write a short greeting. Something like “Thank you for your email” works well.
Step 4: State clearly that you’re out of office and when you’ll return.
Step 5: Provide alternative contact information if needed.
Step 6: Keep the tone professional but friendly.
Step 7: Proofread your message before setting it up.
That’s it. Seven simple steps.
Key Elements to Include in an Out of Office Email
Every good automatic reply should have these key elements.
Greeting and Reason for Absence
Start with a simple greeting. You don’t need anything fancy.
“Thank you for your email” or “Hello” works perfectly fine.
Then mention why you’re away. You don’t need to give details. Just say “I’m currently out of the office on vacation” or “I’m away on sick leave.”
This gives context. People understand why you’re not responding.
Duration of Unavailability
This is super important. Always include your return date.
Don’t just say “I’m out of office.” That tells people nothing. They need to know when you’ll be back.
Say something like “I’ll be away from March 15 to March 22” or “I’ll return to the office on Monday, April 5.”
Be specific with dates. This helps people decide if they should wait for you or contact someone else.
Alternative Contact Information
If someone needs help while you’re gone, who should they contact?
Include the name, email, and phone number of a backup person. Make sure you ask this person first, though. Don’t surprise them with extra work.
You can write something like “For urgent matters, please contact Sarah Johnson at sarah@aiconnecto.com or call 555-1234.”
If nothing is truly urgent and everything can wait, that’s fine too. Just say “I’ll respond to all emails when I return.”
Closing Note
End your message on a positive note.
Something simple like “Thanks for your patience” or “I look forward to connecting when I return” works well.
Sign off with your name and maybe your job title. Keep it professional.
Best Out of Office Message Examples
Let me show you some real examples you can use.
I’ve organized them by situation because different situations need different messages.
Professional Out of Office Message Examples
Here’s a basic professional template that works for most situations:
Example 1:
“Thank you for your email. I’m currently out of the office and will return on [date]. I’ll have limited access to email during this time. For urgent matters, please contact [name] at [email]. I’ll respond to your message as soon as possible when I return. Best regards, [Your name]”
Example 2:
“Hello, I’m away from the office from [start date] to [end date] with limited email access. If you need immediate assistance, please reach out to [backup contact]. Otherwise, I’ll get back to you when I return. Thank you for your understanding. [Your name]”
Funny Out of Office Messages (Creative Ideas)
Want to add some personality? Here are some creative options:
Example 1:
“I’m currently out of the office pretending to know how to relax. I’ll be back on [date], probably still confused about how relaxation works. For urgent matters, contact [name] at [email]. Thanks!”
Example 2:
“I’m out of office until [date], searching for the perfect WiFi-free zone. If you need me urgently, good luck finding me. Otherwise, email [backup contact] at [email]. See you when I’m back in civilization!”
Use humor carefully, though. Make sure it fits your company culture and audience.
Out of Office Message for Vacation
When you’re on vacation, you probably want to fully disconnect. Here’s how to say that:
Example:
“Thanks for your email! I’m currently on vacation from [start date] to [end date] and won’t be checking emails. I’ll respond to all messages when I return. For urgent matters that can’t wait, please contact [name] at [email]. Enjoy your week!”
Out of Office Message for Sick Leave
For sick leave, keep it brief and professional:
Example:
“Thank you for your message. I’m currently out of the office on sick leave and will return on [date]. I’ll have limited access to email during this time. For urgent assistance, please contact [name] at [email]. I appreciate your understanding.”
Short and Simple Out of Office Examples
Sometimes shorter is better:
Example 1:
“Out of office until [date]. For urgent matters, email [name] at [email].”
Example 2:
“Away from [start date] to [end date]. Will respond when I return. Thanks!”
Out of Office Message for Remote Workers
Remote workers might need a different approach:
Example:
“I’m working remotely this week with limited email access. I’ll respond to messages within 24-48 hours. For time-sensitive matters, please call me at [phone] or contact [backup name] at [email]. Thanks for your patience!”
Out of Office Message Templates You Can Copy
Here are some ready-to-use templates. Just fill in the blanks and you’re done.
Template for Business Professionals
“Thank you for your email. I’m currently out of the office from [start date] through [end date] and will have limited access to email. I’ll respond to your message as soon as possible upon my return. For urgent matters requiring immediate attention, please contact [backup name] at [email] or [phone]. Best regards, [Your name] [Your title]”
Template for Customer Support Teams
“Hello, Thank you for contacting [Company name]. I’m currently out of the office until [date] and unable to respond immediately. For customer support assistance, please contact our support team at [support email] or call [support phone]. They’ll be happy to help you right away. I’ll also follow up with you when I return. Thanks for your patience! [Your name] [Company name]”
Template for Freelancers and Consultants
“Hi there, Thanks for reaching out. I’m away from [start date] to [end date] with limited email access. I’ll get back to you by [specific date] to discuss your project. If your matter is urgent and can’t wait, please call me at [phone]. Otherwise, I look forward to connecting soon. Best, [Your name]”
Template for Extended Leave
“Thank you for your email. I’m currently on extended leave from [start date] to [end date]. During this time, I won’t be checking email regularly. For all work-related matters, please contact [backup person] at [email]. They’ll be handling my responsibilities while I’m away. I’ll reconnect with you when I return. Thanks for understanding. [Your name]”
Common Mistakes to Avoid in Your Out of Office Reply
I’ve seen people make some really bad mistakes with their autoresponder emails.
Let me help you avoid them.
Forgetting to Include Return Date
This is the biggest mistake. Never forget to include when you’ll be back.
People need this information to plan. If they don’t know when you’ll return, your message is almost useless.
Always include specific dates. Say “I’ll return on Monday, June 15” instead of “I’ll be back next week.”
Using Overly Informal Language
I get it. You want to show personality. That’s fine.
But remember, your automatic reply goes to everyone who emails you. That includes clients, bosses, and people you’ve never met.
Keep the tone professional. You can be friendly without being too casual.
Avoid things like “Hey dude” or “Catch you on the flip side.” Save that for your personal emails.
Not Providing Backup Contact
If you don’t provide alternative contact information, what happens when something urgent comes up?
People get frustrated. Projects get delayed. Clients might even look for someone else to work with.
Always include a backup contact if possible. Make sure that person knows they’re your backup and agrees to help.
If nothing is truly urgent, that’s fine. Just say you’ll respond when you return.
Out of Office Message Tips for Different Platforms
Setting up your away message is different depending on which email platform you use.
Let me walk you through the most common ones.
Setting Up an Out of Office Reply in Gmail
Gmail calls it a “vacation responder.” Here’s how to set it up:
- Open Gmail and click the gear icon
- Click “See all settings”
- Scroll down to “Vacation responder”
- Select “Vacation responder on”
- Enter your start and end dates
- Write your message
- Click “Save Changes” at the bottom
That’s it. Your automatic reply is now active.
Gmail only sends the auto reply once to each person who emails you. So people won’t get your message multiple times even if they email you several times.
Setting an Out of Office Message in Outlook
Outlook makes it pretty easy too:
- Click “File” at the top
- Click “Automatic Replies”
- Select “Send automatic replies”
- Choose your date range
- Type your message
- Click “OK”
If you want different messages for people inside and outside your organization, Outlook lets you do that too.
Just use the tabs to create separate messages for internal and external contacts.
Out of Office Autoresponder for Teams and Slack
Teams and Slack are different from email, but you can still set up status messages.
In Microsoft Teams:
- Click your profile picture
- Select “Set status message”
- Write your message
- Set your status to “Out of office”
- Choose when to clear your status
In Slack:
- Click your profile picture
- Select “Set a status”
- Choose the “vacationing” icon or write a custom status
- Set when your status should clear
These don’t send automatic replies like email does. But they do show everyone that you’re away.
FAQs About Out of Office Messages
Let me answer some common questions people ask about OOO messages.
What Should I Write in an Out of Office Email?
Your out of office email should include:
- A greeting
- The fact that you’re away
- Your return date
- Alternative contact information (if needed)
- A brief reason for your absence (optional)
- A professional closing
Keep it short and clear. Most good OOO messages are 3-6 sentences long.
Can I Use Humor in My Out of Office Reply?
Yes, you can use humor, but be careful.
Make sure your humor is appropriate for your audience. If you work in a creative field, funny messages might work great. If you work in a more formal industry like law or finance, keep it professional.
Also, remember that your message goes to everyone. That includes clients you’ve never met and important stakeholders.
When in doubt, keep it professional. You can be friendly without being funny.
How Long Should My Out of Office Message Be?
Keep it short. Most effective OOO messages are between 50-150 words.
People don’t want to read a long essay. They just want to know when you’ll be back and what to do if something is urgent.
Three to six sentences is usually enough. Any longer and people might not read the whole thing.
How Do I Set Up an Automatic Reply?
The process depends on your email platform:
For Gmail: Go to Settings > Vacation responder
For Outlook: Go to File > Automatic Replies
For Outlook Web: Go to Settings > Automatic replies
Most email platforms have built-in features for automatic replies. Check your email settings and look for terms like “automatic reply,” “out of office,” “vacation responder,” or “autoresponder.”
Should I Set Different Messages for Internal and External Contacts?
It depends on your situation.
If you work with clients or customers, you might want different messages. Your internal message to colleagues can be more detailed. Your external message to clients should be more formal and professional.
For example, you might tell your team where to find project files in your internal message. But your external message would just provide a backup contact for client issues.
Many email platforms let you set up two separate messages. Use this feature if you need different information for different audiences.
When Should I Turn Off My Out of Office Message?
Turn off your automatic reply as soon as you return to work and start checking emails again.
Don’t leave it on longer than necessary. If you said you’d return on Monday, turn it off Monday morning.
Leaving your OOO message on when you’re actually back in the office looks unprofessional. It makes people think you’re not organized or that you’re still not checking email.
What If I Forgot to Set Up My Out of Office Message?
If you’re already away and forgot to set it up, you have a few options:
- Log in remotely and set it up (if possible)
- Ask a colleague to set it up for you
- Just respond when you return and apologize for the delay
Most email platforms let you access settings from your phone or laptop. So you can often fix this mistake even after you’ve left.
Next time, add “set up OOO message” to your pre-vacation checklist. Set it up the day before you leave, so you don’t forget.
Conclusion: Keep Your Communication Professional While You’re Away
An out of office message seems like a small thing. But it makes a big difference.
It shows professionalism. It manages expectations. It keeps communication flowing even when you’re not there.
The best part? It only takes a few minutes to set up.
Use the examples and templates I shared in this guide. Customize them for your situation. And remember to include the key information people need: your return date and who to contact if something is urgent.
At aiconnecto.com, we understand the importance of clear communication in business. Whether you’re setting up automatic email replies or exploring AI solutions for your business, professional communication matters.
So before your next vacation, business trip, or time away from the office, take a few minutes to set up a good out of office message.
Your colleagues, clients, and future self will thank you.
