Out of Office Message Example
Here’s an example of a standard out-of-office message:
Hello,
Thank you for your email. I am out of the office and will not be available until [return date]. If you need immediate assistance, please contact [name of colleague or supervisor] at [email or phone number].
Thank you,
[Your name]
You can use a general out-of-office message, or tailor it to your specific situation:
What Is an Out-of-Office Message?
An out-of-office message is an automated email reply sent on your behalf to colleagues, customers, or business contacts when you are temporarily away from work and not able to immediately respond to emails or provide assistance.
These types of messages (also referred to as OOO messages or autoresponder emails) inform the recipients that there will be a delay in response time. They can be used whether you intend to be gone for a few hours, a few days, or even a few months. Below, we’ll go over how to write the perfect out-of-office email. We’ll also make it even easier for you by compiling a list of 25 ready-to-use out of office email templates that work for different types of situations, like taking a sick leave, parental leave, or even just a vacation.
How To Write an Out-of-Office Message
You may be relieved to find out that writing a standard out-of-office message is easy. There are three components to a well-written out-of-office email.
Mention that you’re away from the office
After your greeting, simply mention that you’re out of the office. You can briefly explain why (e.g., on maternity leave, on sick leave, at a doctor’s appointment, etc.), but make sure not to provide too many details.
Provide the contact name and information of someone who can help
If possible, direct the recipient to a colleague or supervisor who can help while you’re away.
Include your return date
Don’t leave your recipients in the dark. Let them know when you expect to return to the office (if known).
Templates for Out-of-Office Messages
Now that you know how to write an OOO message, here are some ready-to-use templates. All you have to do is fill out the bracketed text with the appropriate information. Or, simply use them as inspiration to come up with your own out-of-office email.
You know your audience best. Some of these templates are strictly formal, while others are a bit more casual and fun. You should use the one you find the most appropriate for the intended recipients.
General Out-of-Office Messages
1.
Hello,
Thank you for your email. I am currently out of the office and will not return until [date]. If your matter is urgent, please contact [colleague or supervisor name] at [contact information]. Otherwise, I will respond to your email upon my return.
Best,
[Your name]
2.
Thank you for reaching out to me.
I am out of the office starting from [start date] to [end date]. If you require immediate assistance, please contact [colleague or supervisor name] at [contact information]. Once back, I will respond to emails in the order they were received.
Thanks for your patience,
[Your name]
3.
Hello,
Thanks for reaching out to me. I will be away from work until [date] and will have limited access to emails. Please expect a delay in response times. If your matter is urgent, you can contact [colleague or supervisor name] at [contact information].
Thank you,
[Your name]
4.
Hi,
I am currently out of the office and will not be available until [date]. I will respond to emails when I return, but if you have an emergency or need immediate assistance, [colleague or supervisor name] can help. [Name] can be reached at [contact email or phone number].
Regards,
[Your name]
5.
Good day!
I am out of the office from [start date] to [end date]. However, [colleague or supervisor name] can help you with whatever you need. [She/He] may be contacted at [email or phone number]. Otherwise, I will respond to your email upon my return, in the order it was received.
Thanks,
[Your name]
Out-of-Office Messages for Maternity and Paternity Leave
6.
Hello there,
I am currently on [maternity/paternity] leave, enjoying quality time with the newest (and smallest) member of my family. I will be back in the office on [date]. Until then, you can contact [colleague or supervisor name] at [contact information]. [Name] will be more than happy to assist you.
I appreciate your understanding and look forward to reconnecting upon my return.
Best,
[Your name]
7.
Hi there,
I am out of the office on [maternity/paternity] leave. I will be back to assist you on [date]. There will be many emails to catch up on, and I will respond to them in the order they were received.
If your matter is urgent, please contact [colleague or supervisor name] at [contact information].
Until then, I will be enjoying this special time with my little one. Thank you for understanding.
Warm regards,
[Your name]
8.
Hello,
Thank you for your email. Currently, I’m out of the office, spending time with my new bundle of joy. I will be back at work on [date]. Until then, please reach out to [contact name] at [contact email or phone number] to assist you.
I look forward to reconnecting once I return.
Thank you,
[Your name]
9.
Hello there,
I’m out of the office taking care of a brand-new human! The baby is crying. I’m crying. We’re all crying. But we’re also enjoying this special time. In my absence, please contact [colleague or supervisor name] at [contact information]. I’ll return on [date].
Thank you for understanding.
A sleep-deprived [mom/dad],
[Your name]
10.
Hello,
Thanks for reaching out to me. I am currently away from work on [maternity/paternity] leave, getting to know my new boss. [She/He] is small, demanding, a bit unpredictable, but oh, so cute.
I will be back to work on [date]. Please do not hesitate to contact [colleague or supervisor name] at [contact information]. [Name] has been briefed and is ready to assist you with whatever you may need.
Thank you for your understanding.
Wish me luck,
[Your name]
Out-of-Office Messages for Sick Leave
11.
Thank you for your message.
Unfortunately, I’m feeling under the weather. I will be back in the office on [date]. If you require immediate assistance, [contact name] can help. Please feel free to reach [her/him] at [contact information].
I appreciate your patience.
Regards,
[Your name]
12.
Hello,
Thank you for reaching out to me. Unfortunately, I am not feeling too well, so I am out of the office binge-watching my favorite shows, drinking lots of chicken soup, and blowing my nose like there’s no tomorrow. I expect to be back in the office on [date].
In the meantime, [colleague or supervisor name] can help you with whatever you need. You are welcome to reach out to [her/him] at [contact information].
Send tissues,
[Your name]
13.
Hello,
I am currently out of the office on sick leave. At this time, I will not be checking emails or answering phone calls. If you require immediate assistance, please reach out to [colleague or supervisor name] at [contact information]
I hope to be feeling better soon and intend to return to the office on [date].
Thank you for your patience.
Best,
[Your name]
14.
Hi there,
Thank you for your email. Unfortunately, I’m out of the office on sick leave. Don’t worry though, it’s not contagious through email. While I’m away, please contact [contact name] at [contact email or phone number]. I hope to be back to assist you on [date].
Thank you,
[Your name]
15.
Hello there,
Unfortunately, I am out of the office due to illness and will not be able to respond to emails until I return.
I have ensured that my colleagues are aware of any urgent matters. You may contact [colleague or supervisor name] at [contact information] if you require immediate assistance.
I look forward to helping you upon my return.
Thank you for your understanding,
[Your name]
Out-of-Office Messages for Vacations and Holidays
16.
Hello,
I am currently out of the office and will be on [vacation/holiday] from [start date] to [end date]. During this time, I will not have access to my emails, nor will I be available for phone calls.
[Colleague or supervisor name] has been briefed on all urgent matters. [Name] will be happy and ready to assist you with whatever you need. Please do not hesitate to contact [her/him] at [contact information].
I appreciate your time and patience while I take some time off to recharge. I look forward to catching up with you when I return.
Best,
[Your name]
17.
Hi there,
Happy holidays! I’m currently away from work, enjoying the holiday cheer with my friends and family. I’ll be back on [date]. If you have an urgent matter, please contact [colleague or supervisor name] at [contact information].
Thank you for understanding and warm wishes to you this holiday season.
Best,
[Your name]
18.
Hello and happy holidays!
I must have been on the nice list this year, as Santa has gifted me with a holiday break. That being said, I will be unavailable to assist you until [date]. If you have any pressing matters, please contact [colleague or supervisor name] at [contact information].
May your days be merry and bright, and your inbox free of work emails.
Ho-Ho-Ho,
[Your name]
19.
Hello there,
I’m currently out of the office, exploring and wandering. Unfortunately, I forgot to pack my laptop charger, so I’ll be unavailable to answer emails. In the meantime, please contact [colleague or supervisor name] at [contact information] if you require immediate assistance.
I’ll be back on [return date], refreshed, invigorated, and ready to assist you in any way that I can.
Surf’s up,
[Your name]
20.
Hello,
I appreciate your email, but I am currently out of the office on vacation. I will not be available until [date]. However, please feel free to contact [colleague or supervisor name] at [contact information]. [He/She] will be able to help you with whatever you need until I return.
Thank you for your understanding.
Best,
[Your name]
Funny Out-of-Office Messages
21.
If you’re reading this…
It’s too late! I’m out of office and the office is out of mind! I will be back to assist you on [date].
If you require immediate assistance, please contact [colleague or supervisor name] at [contact information].
Sayonara,
[Your name]
22.
Hello,
Thanks for reaching out to me, but I’m on a top-secret mission. I’ll be back in action on [date]. Please don't hesitate to reach out to [colleague or supervisor name] at [contact information] if you have a pressing matter.
This message will self-destruct in 3…2…1…(just kidding).
Don’t tell anyone,
[Your name]
23.
Hello,
I’ll be out of the office until [date]. If you have an urgent matter, please contact [colleague or supervisor name] at [contact information]. [Name] is not as cool, witty, or charming as I am, but [she/he] will do their best to assist you with whatever you need.
Thanks for understanding.
Best,
[Your name]
24.
Hi!
Don’t tell anyone, but I’m out of the office trying to catch unicorns. I know, I know…crazy, right? But someone’s got to do it. I’ll be back on [date], hopefully with a new pet. Meanwhile, you can contact [colleague or supervisor name] at [contact information] if you have a pressing matter.
Stay magical,
[Your name]
25.
Hello there,
I’ve got some good news and I’ve got some bad news. The bad news is that I’m out of the office. The good news? I’m out of the office… on vacation!
I’ll be back on [date]. Please don’t hesitate to contact [colleague or supervisor name] at [contact information] if you require an immediate response.
I look forward to reconnecting once I’m back.
Best,
[Your name]
Craft Optimal Out-of-Office Emails With LanguageTool
There you have it. Twenty-five out of office emails for you to use, regardless of why you’re away from work. Want one last secret on writing the best out-of-office emails?
Use LanguageTool as your writing assistant. Not only will this multilingual spelling and grammar checker correct errors, but it can also help you rephrase your sentences, so you can write fluently, simply, concisely, or formally.
Check it out—it’s free:
