20 Best Out of Office Message Examples That Always Work For You

Whether you are in a client-facing role, in the IT department, or running your own small business, it is critical to avoid letting communications (like voicemails and e-mails) go unanswered.

This is especially true for potential client leads or business contacts, as these communications can often lead to direct sales and network connections.

In these cases, an out of office message can be vital in ensuring that those leads and business contacts will still be interested in connecting with you when you can respond to your e-mail – whether that is tomorrow morning or in three weeks.

Unfortunately, an ineffective out of office message might leave you with more work to slog through when you come back, making your hard-earned vacation more stressful and anxiety-inducing than necessary.

It may also discourage clients and business contacts from pursuing relationships with you or your business. Thankfully, an effective out of office message can do more than just state that you are away and unable to respond to e-mails.

20 Best Out of Office Message Examples

General Absence

Example 1:

Hi there! Thanks for your e-mail. I am out of the office from [start date] to [end date]. If you require assistance during my absence, or if this is an urgent matter, please contact [name of contact] at [contact e-mail or phone number]. Otherwise, I look forward to connecting with you after I return. 

Sincerely, 

[Your Name]

Example 2:

Hello, 

Thank you for your message or inquiry. I am out of the office today and without access to e-mail. I will be returning on [date]. If you have an urgent matter, you may reach me at [phone number]. Alternatively, you may contact [name of contact] at [contact e-mail or phone number]. 

Respectfully, 

[Your Name]

Example 3

Thank you for reaching out! I am out of the office, but I will answer your e-mail when I return tomorrow. If this is an urgent matter, please contact [name of contact] at [contact e-mail or phone number]. 

Best, 

[Your Name] 

Short Term Absence

Example 4

Good Afternoon, 

Thank you for your e-mail. I have stepped away from my desk for an afternoon meeting/seminar/appointment today, [insert date]. I will not be checking my e-mail during this time. If you have an urgent concern, please contact [name of contact] at [contact e-mail and phone number]. Otherwise, I will respond to your message tomorrow. 

Thank you, 

[Your Name] 

Example 5

Hi, 

Thanks for your message. I will be away from my desk at an appointment from 8 a.m. to 12 p.m. today, [date]. I will have limited e-mail access, so if this is urgent, please contact [name of contact] at [contact e-mail and phone number]. If your e-mail can wait, I will respond as soon as I’m back in the office. 

Best, 

[Your Name]

Out of Reach

Example 6

Hello, 

I’m out of the office until [end date] with limited/no access to e-mail. If this is an urgent matter, please forward your e-mail to my colleague, [name of contact], at [contact e-mail or phone number]. 

Kindly, 

[Your Name]

Out of Office

Example 7

Hi There! 

Thank you for your e-mail. Unfortunately, I am out of the office due to [reason]. Accordingly, I will do my best to check my e-mail throughout the day and respond to messages when I can, but it may take a few days. For immediate assistance, please contact [name of contact] at [contact information]. Thank you for your cooperation and I look forward to being in touch with you shortly! 

[Your Name]

Example 8

Dear Sir or Madam, 

Thank you for your message. I am away from the office and will do my best to respond to messages promptly. Please flag urgent messages as high importance. If you need immediate assistance, please contact [name of contact] at [contact e-mail and information]. I expect to return to my office by [date]. 

I appreciate your patience, 

[Your Name]

Medical Leave

Example 9

Hi, 

I will be out of the office starting [start date] through [end date] for a medical leave of absence. During this time, my doctors insist that I take the opportunity to relax and recuperate. Accordingly, I will not be responding to e-mails or phone calls. My colleague, [name of contact], has graciously offered to handle my e-mail in the meantime. You can reach [him/her/them] at [contact e-mail or phone number]. I appreciate your understanding and look forward to connecting with you once I’m well enough to be back at the office. 

Sincerely, 

[Your Name]

Example 10

Hello, 

Thank you for your message. I am out of the office on medical leave from [start date] to [end date]. I will be checking my e-mail periodically. If this is an urgent matter, please contact [name of contact] at [contact e-mail or phone number] to address any pressing questions or concerns. 

Thank you for your understanding, 

[Your Name]  

Parental Leave

Example 11

Hello! Thank you for your e-mail. I am away on paternity/maternity leave until [end date]. During this time, my responsibilities and duties will be managed by [name of contact]. Additionally, she will be forwarded e-mails sent to me, and will be in touch with you soon. However, if this is an urgent matter, she can be reached at [contact information]. Thank you for your understanding! 

Best, 

[Your Name]

Example 12

Thanks for your message! Due to a new addition to our family, I will be away on maternity/paternity leave until [end date]. During this precious time, I will not be responding to e-mails. If this is an urgent matter, please contact [name of contact] at [contact information]. He/She will be able to address any of your questions or concerns. 

Kindly, 

[Your Name] 

Sabbatical

Example 13

Thank you for your e-mail. I have currently taken a sabbatical from work that will span from [start date] to [ed date]. During this time, I will not be checking or responding to work-related e-mails. Instead, my duties will be transferred to [name of contact]. [Contact] can be reached at [e-mail or phone]. Thank you for your patience and understanding, and I look forward to connecting with you when I come back. 

Sincerely, 

[Your Name] 

Holidays

Example 14

Happy Holidays! Our offices are closed from [start date] to [end date]. Accordingly, I will be taking this time to disconnect from technology and spend more meaningful time with family. I will respond to messages after [end date]. I appreciate your understanding. 

Warmly, 

[Your Name] 

Example 15

Greetings, 

I am currently out of the office for the upcoming holiday weekend. I will return to work on [date]. Please send any immediate concerns or requests to my colleague, [contact name], at [contact e-mail or phone number]. Thank you for your understanding, and I look forward to speaking with you further after I return. 

Regards, 

[Your Name] 

Vacation

Example 16

Thanks for your message! I am currently on vacation until [end date]. During this time, I will not be checking my e-mails. For urgent matters, please contact my [colleague/manager/assistant], [contact name], at [contact information]. If this is not an urgent matter, please resend your e-mail after [end date]. 

Kindly, 

[Your Name]

Example 17

Hello, 

I will be on vacation from [start date] to [end date] with little to no e-mail access. If you need assistance during this time, please contact [contact name] at [contact e-mail or phone number]. Additionally, you may reach [alternate contact name] at [alternate contact e-mail or phone number]. 

Otherwise, I will respond to your e-mail when I return. 

Respectfully, 

[Your Name] 

Conferences/Work Training

Example 18

Hello, 

Thank you for your e-mail! I am currently out of the office attending [Name of conference] in [name of city] from [date start] to [date end]. I will have limited access to my e-mail, so if you require immediate assistance, please contact my [colleague/manager/assistant], [contact name], at [contact information]. If you are attending the conference, please feel free to reach out. 

Respectfully, 

[Your Name] 

Long Term Absence/Permanent Absence

Example 19

Hello, 

Thank you for your e-mail. I regret to inform you that I am no longer employed at [name of organization] and will not be checking my e-mail. Please forward all e-mails to [name of contact] and [contact e-mail] so that they may be able to assist you further. 

I apologize for any inconvenience this may cause, 

[Your Name] 

Example 20

Hi, 

Thanks for your message. I am out of the office from [start date] to [end date] to attend personal matters. During this time, please e-mail all questions, concerns, and requests to [name of contact] at [contact e-mail], as they will be able to assist you further. 

I appreciate your understanding, 

[Your Name] 

What is an Out of Office Message?

An out of office message is a brief e-mail text that serves as an auto-responder to any e-mails you may receive during a set period of time.

It is automatically sent as a reply to contacts who attempt to reach you while you are away. This is useful because it

  1. Only informs those who need to know that you will be away from your office, thereby preventing you from needing to issue an e-mail blast to everyone on your contact list.
  2. Clients, contacts, and colleagues are not kept waiting for a response.

It is intended to temporarily relay why the recipient of the e-mail (you) is unable to respond to a message when contacts can expect an answer, and an alternate point of contact.

How to Craft the Best Out of Office Message?

Crafting a thoughtful out of office auto-responder can be a great way to leave your e-mail behind and genuinely enjoy your time with family, friends, or simply being on vacation.

There is nothing worse than a trip or the holidays being steamrolled by frantic e-mails, and the out of office message grants us the opportunity to disconnect from work truly.

It also encourages us to feel more comfortable delegating work. When we offer an alternative point of contact to those trying to contact us, we give up some control in terms of our work and productivity in exchange for some peace.

Setting up the best out of office message must contain the following elements:

  • It is mindful of the appropriate audience;
  • It is clear and concise;
  • It states that you are out of the office;
  • It includes an expected return date (if there is one); and
  • It provides information regarding who to contact and how to contact them if there is an urgent message or request.

Utilizing these five core principles when building your out of office email reply message will set you up for success upon your return.

That way, you may eliminate any confusion and hopefully have a less crowded inbox once you are back in the office.

What to Omit from Out of Office Messages?

Ooo messages, especially in highly professional, conservative, or white-collar environments, do not need to be especially fanciful.

However, there are some common and unnecessary mistakes that people continue to make. In crafting the best out of office message, make sure to avoid:

  • Giving away too much detail;
  • Injecting humor if this is not part of the culture or the norm for your field;
  • Committing a colleague’s immediate help (or committing a colleague without their consent!);
  • Providing an exact response time; and
  • Grammar, spelling, and syntax errors.

Conclusion

There are numerous ways to craft a compelling and informative out of office message.

Ultimately, the content of your message should be guided by your line of work, your branding, and the relationships you have with clients, coworkers, and colleagues.

You can, and should, tailor your out of office message to take a formal or informal approach depending on how you usually interact with contacts via e-mail.

But remember: as long as you can clearly and concisely communicate the critical information to your recipient, you will have an effective out of office message that impresses anyone trying to get in touch with you.

20 Best Out of Office Message Examples That Always Work For You