Setting up an Out of Office (OOO) message is essential whether you’re heading on a vacation, participating in a conference, or taking a leave for any personal reason. It’s not just about informing your colleagues or clients that you’re unavailable; it’s a polite etiquette that helps manage their expectations and ensures that urgent matters are taken care of in your absence. The best out-of-office messages are concise, clear, and professional. Here are ten examples to inspire you.
What Should an Out-of-Office Message Include?
Before jumping into the examples, let’s quickly recap the essential components of an effective out-of-office message:
- Concise Subject Line: Clear notification about your OOO status.
- Personal Greeting: A friendly yet professional opening.
- Reason for Absence: Optional, but it can be brief.
- Duration of Absence: The dates when you’ll be unavailable.
- Alternate Contact: Information on whom to contact in your absence.
- Sign-off and Signature: A polite closing with your name and contact details.
1. Basic Professional OOO Message
Subject: Out of Office: [Your Name] returns [Date]
Hi,
Thank you for your email. I am out of the office until [Return date] and will reply to your message when I return. If you need assistance before I return, please contact [Colleague Name] at [email, phone, etc.].
Sincerely, [Your Signature]
2. Vacation Leave
Subject: Out of Office: On vacation until [Date]
Hi there,
Thanks for your message! I’m on vacation and won’t return until [Return date]. I’ll be happy to respond when I return, but if you need urgent assistance, please contact [Colleague Name + their job title] at [email, phone, etc.].
Thanks again, [Your Signature]
3. Holiday Leave
Subject: Out of Office for [Holiday] [Date range]
Hi,
Our offices will be closed from [Date range] for [Holiday]. I’ll respond to your message when I return on [Date]. However, you can reach me at [phone number] in an emergency.
Happy holidays, [Your Signature]
4. No Access to Email
Subject: Out of Office: [Date range]
Hi,
I will be away from the office until [Return date] for [Reason] and will not have access to email. If your request is urgent, please contact [Colleague Name + their job title] for assistance at [email, phone, etc.]. Otherwise, I’ll get back to you when I return.
Thank you, [Your Signature]
5. Limited Access to Email
Subject: Out of Office [Date] with limited email access
Hello,
Thanks for your message. I’m away from the office on [Date], but I’ll be checking my emails intermittently and will try to respond to messages promptly. Please flag urgent messages as high importance or contact [Colleague Name] at [email, phone, etc.] for immediate assistance.
I appreciate your patience, [Your Signature]
6. Multiple Points of Contact
Subject: [Your Name] Out of Office [Date range]
Hello,
Thanks for reaching out. I’m away from the office until [Date]. If you need assistance, please contact:
- [Colleague Name + their job title] at [email, phone, etc.] for [task or project]
- [Colleague Name + their job title] at [email, phone, etc.] for [task or project]
- [Colleague Name + their job title] at [email, phone, etc.] for [task or project].
I’ll regroup with you when I return.
Have a great day, [Your Signature]
7. Short-Term Absence
Subject: Out of Office until [Time of Day]
Hi,
Thanks for reaching out. I’m away from the office for an appointment until [Time of Day] and will get back to you shortly. If you need urgent assistance, contact [Colleague Name + their job title] at [email, phone, etc.].
Look forward to speaking soon, [Your Signature]
8. Out Sick
Subject: Out sick today
Hi,
Thanks for reaching out. Unfortunately, I’m out sick today, but I’ll get back to you when I return. If you need urgent assistance, contact [Colleague Name + their job title] at [email, phone, etc.].
Take care, [Your Signature]
9. Attending a Conference
Subject: Out of Office: Attending [Conference Name] [Date range]
Hi,
Thanks for your message. I’m out of the office attending [Conference Name] in [Location] from [Date range]. I’ll be checking email periodically, but if you need immediate assistance, please contact [Colleague Name + their job title] at [Email, phone, etc.]. If you’re also at [Name of conference], I’d love to connect at [Booth number, Conference Session, Networking Event, phone number, etc.].
Best, [Your Signature]
10. Adding Humor to Your Message
Subject: Out of Office Until [Date]
Hola, from Spain!
I know you probably don’t want to hear this, but I’m on holiday. I won’t be able to connect with you until [date]. However, there’s good news too: my colleague [Name] will help you with pleasure.
I promise to write back as soon as I return.
Enjoy your week! Sincerely, [Your Name]
Final Tips for a Professional Out-of-Office Message
Remember to check for typos and ensure your message is clear and concise. You can also customize your OOO message based on the company culture and your relationship with the recipients. Ensure your alternate contact is well-informed and can handle any queries in your absence.
These out-of-office message examples should serve as a handy guide to help you craft your own polite and effective autoresponder. Whether it’s a professional, straightforward note, or a humorous one, keeping your coworkers and clients informed of your absence helps maintain professionalism and ensures smooth communication in your workplace.
