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Mastering Out-of-Office Messages: Best Practices, Templates and Setup Tips

Out-of-office messages can help organizations maintain communication during planned absences. These helpful messages inform colleagues and clients that you are unavailable and give them a timeline for a response.

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What is an out-of-office message?

An out-of-office (OOO) message is a professional way to handle communication during vacations or extended absences. This auto-reply can inform others of your unavailability, offer alternative contacts or guidance and help maintain business continuity, preventing misunderstandings caused by delayed responses. While some may set auto-replies for texts and calls, email is typically the primary platform for OOO messages. You can use email to communicate with business or distant contacts, whereas messaging platforms or direct conversations can inform closer colleagues and friends of any leave.

When to use an OOO message?

Setting an out-of-office message anytime you’re unavailable to respond during regular business hours can be beneficial. Your time away can include short absences like appointments or early departures and longer breaks like vacations, parental leave and business travel. Deciding whether to use an OOO message depends on how urgent the emails you receive tend to be. Some consider it business etiquette to at least let the sender know:

  • if their email made it to your inbox
  • if there may be a delay in receiving a response
  • the date of your return to the office
  • what to do if the message is urgent or time-sensitive

Related: The Secret to Improve Company Culture: Effective Workplace Communication

Standard practices for out-of-office auto-replies

Asking yourself the following questions can help you draft the best OOO message:

  • Will you have access to check emails periodically, or will you not be checking at all?
  • Do you have someone who will handle urgent matters in your absence?
  • Do you have their contact information?

What to include in your OOO message

A professional out-of-office message typically includes:

  • a polite greeting
  • the dates of unavailability
  • if you will have access to email
  • a brief explanation of your absence (optional)
  • information on when you’ll return and resume responding
  • an alternative contact person for urgent matters, if applicable
  • a note of appreciation for their understanding

What not to include in your OOO message

It’s best practice to stay professional and avoid unnecessary expectations when creating your out-of-office message. Below are some things to leave out:

Typos and errors

Always read over your message a second or third time to ensure professionalism.

Unnecessary details

Keep it simple and professional without over-sharing personal vacation plans.

Specific times for your reply

Unless you’re certain, avoid promising a response on your return date. You can leave it generic by saying you will get back to the sender soon.

Set times for your colleague’s reply

Referring to a coworker is fine but avoid committing them to immediate assistance unless you have made prior arrangements.

Personal information

Consider leaving out titles, company names or contact details to protect your privacy from spammers and phishers.

Setting up your out-of-office message

The setup for an OOO message can depend on the device (computer, phone or tablet), operating system (Android vs Apple), and email platform (Gmail or Outlook). Below is the general procedure for Gmail using a computer:

  • open Gmail on your computer
  • click settings at the top right, then click See all settings
  • go to the vacation responder section under the general tab
  • click vacation responder on
  • select the start date and last date of your absence in the date-range boxes
  • fill in the subject line
  • write your message
  • optional: if you want to send the reply only to your contacts, click on only send a response to people in my contacts, located under the message box
  • to finish, click save changes at the bottom of the page
  • a banner appears across the top of the page when your OOO auto-reply is on

Here is the typical auto-reply process using Outlook on a computer:

  • select file from the menu bar in Outlook
  • select automatic replies (out-of-office)
  • click send automatic replies
  • write your message in the provided content box
  • click only send during this time range
  • enter the start date and time for the OOO message
  • enter the date and time for the auto-reply message to end
  • you can create separate messages for internal and external email addresses by selecting the appropriate choice just above the message box
  • select ok at the bottom of the page to save

Out-of-office message examples

Below are a few examples of auto-replies you can use as templates for creating basic OOO messages. Feel free to adjust them to fit your specific situation.

Basic messages

This straightforward template is typically for short absences. You can use it when not referring senders to a colleague.

Sample template:

Subject: Out of office

Thank you for your email. I’m currently [away from the office / on an extended weekend / on vacation] until [date] and will respond as soon as possible upon my return.

Hi! I’m out of the office for a brief break and will return on [date]. I am looking forward to reconnecting soon!

Thank you for reaching out. Our team is away from the office but will be back on [date]. We appreciate your patience and will contact you upon our return.

Vacation or sabbatical

This example covers longer breaks away from the office and generally refers the sender to a colleague.

Sample template:

Subject: Away from the office until [date]

Thank you for your email. I’m on extended leave and will return on [date]. For urgent matters, please contact [alternate contact person].

Hello! I’m away, taking some time to recharge and focus on personal growth, and I’ll be back on [date]. I appreciate your message and will get back to you as soon as I can upon my return. Please call Contact [Name, email] or our switchboard [phone number] if you require immediate assistance.

Thank you for your email. I’m currently on vacation and will return on [date]. In the meantime, I’ve forwarded your message to my colleague, [Name], who is managing my accounts. [Name] will respond soon, but please call [phone number] for immediate assistance.

Attending a conference

Here’s how to let your customers, partners, and collaborators know you’re away from the office because you’re attending a business conference.

Sample template:

Subject: Away at a conference

Hi! I’m attending [conference name] to gather the latest insights on [industry trend/technology]. I’ll be away from the office from [start date] to [end date] and will not have access to email. I’ll respond to your message as soon as possible after [date]. For urgent matters, please contact [Name, email].

Hello! I’m currently at [conference name] from [start date] to [end date] and may have limited access to the internet. Please contact [alternate contact] for urgent issues, who will cover my responsibilities.

Hey! I’m away at [conference name] and will return on [date]. I’ll respond when I return, but please contact [alternate contact] if anything urgent arises. I appreciate your patience!

Holidays

Use this template for seasonal holidays and religious celebrations.

Sample template:

Subject: Away for the holidays

Thank you for your email. I’m away celebrating with family and friends and will be back on [date]. For urgent matters, please reach out to [alternate contact]. Wishing you a wonderful holiday season!

Thank you for reaching out. I’m out of the office for the statutory holiday and will return on [date]. I’ll respond to your email as soon as possible when I’m back.

Thank you for your message. I’m currently out of the office for Thanksgiving and will return on [date]. During this time, I’ll have limited access to email but will respond to your message as soon as possible upon my return. Wishing you a wonderful holiday!

I appreciate your email. I’m currently out of the office for the civic holiday and will be back on [date]. I’ll get back to you as soon as possible after my return.

Emergency absences

When an emergency arises, take a minute to set up a quick OOO message.

Sample template:

Subject: Unexpected leave

I’m handling an emergency and will be out of the office until further notice. Thank you for your understanding. If the matter is urgent, please contact [alternate contact].

I’m out of the office due to unexpected circumstances and expect to return by [tentative return date]. For urgent matters, please contact [alternate contact].

I appreciate your message. I’m unexpectedly away due to a personal emergency and will have limited access to email. I will respond as soon as possible. Thanks for your understanding.

 

Giving your employees clear out-of-office guidelines and offering sample messages can help your operations continue to run seamlessly. It also lets others know when someone is unavailable, so they can adjust their needs to maintain workflow without disruptions.


Out of Office Message Templates for PDF & Word

Use these templates to create out of office messages that effectively notify people that you aren’t working and may be slow to respond.

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Download Word for Free
 

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.

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