While it may seem like a small thing, a well-crafted OOO message can go a long way in maintaining good communication and setting expectations with colleagues, clients, and stakeholders. It also shows that you’re organized, considerate, and on top of things, even when you’re not physically present.
In this comprehensive guide, we’ll explore the art of crafting effective out-of-office messages, including a few examples you can use, top tips, and a guide you can follow to craft them just right. Read on and get your very own checklists and templates so you’re always prepared for your time off.
What you’ll find in this article:
What is an OOO (out of office) message?
When do you send an out-of-office message?
Who do you cc in an OOO message?
How do you write a good out-of-office message?
Choosing the right tone for your out-of-office message
Out-of-office message examples
How to prep for your out of office (OOO) (+ checklists & templates)
Craft your out-of-office message with confidence
What is an OOO (out of office) message?
An out-of-office message or out-of-office email is an email notification that gets sent automatically to people who email you when you’re not at work or can’t respond right away. It’s also called an out-of-office reply or vacation responder, and it is a modern form of email etiquette.
Another example of an out-of-office message is one you send before your time off to inform specific teams, partners or stakeholders that you will be away.
OOO messages are a great way to set expectations and reduce distractions while you’re away so you can relax and not have to deal with vacation stress.
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When do you send an out-of-office message?
An out-of-office (OOO) message needs to be created when you won’t be able to respond quickly to an email. As a good rule of thumb, you can use it if you plan to be out of the office for more than a day.
Below are a few typical scenarios that require an out-of-office message:
Vacation leave or PTO
When you’re taking time off, use an OOO message to let others know you’ll be out and won’t be checking emails.
Business travel
If you’re attending a conference, visiting a client site, or traveling for work, then use an OOO message.
Illness or medical leave
When you’re out sick or need to take time off for a medical procedure or family emergency, an OOO message respectfully informs others of your temporary absence.
Parental leave
New parents often set an OOO message during their maternity, paternity, or adoption leave to enjoy quality time with their growing family.
Sabbatical or extended leave
For longer absences like a sabbatical or personal leave, an OOO message provides transparency about your extended time away.
Training leave
When you’re going to be attending workshops, seminars or all-day trainings, an OOO message sets expectations that even though you’re (technically) working, you won’t be immediately available.
Who do you cc in an OOO message?
When sending an out-of-office message before your time off, the people you cc on your OOO message will depend on your role, the nature of your work, and the relationships you have with your various stakeholders.
Let’s walk through some people you might want to cc, and why.
Your direct supervisor or manager should always be cc’d on your OOO message. They need to be aware of your availability and any potential impact on projects or deadlines. Also, they will be able to reply if it is an emergency or client they can help.
If you work closely with a team, it’s a good idea to cc them on your OOO message. Just like with the manager, your team can help handle some relevant emails on your behalf or even handle your client responses for the day (if it is very important).
Depending on the size of your organization and the scope of your role, you may want to cc department heads or leadership. This keeps them informed and allows them to make any necessary adjustments.
If you have direct contact with clients or external partners, cc them on your OOO message along with a viable alternative contact — this could be a co-worker, manager, or boss. It helps maintain professional relationships and ensures that urgent issues are addressed without delay.
If you have administrative assistants or support staff who manage your calendar or correspondence, cc them on your OOO message. The same with people covering for you or acting as a delegate during your absence, cc them on your OOO message.
What to include in your OOO message
A well-written out-of-office message should include key elements to communicate your absence effectively. These are the essential elements to include:
Greeting
It’s always polite to start off your email messages with a greeting. Even though it’s standard practice, it should not be neglected as it shows professionalism (and good manners).
Starting date and return date
Clearly state the date you’ll begin your OOO and when you expect to return to the office or resume normal operations.
Also, write the date in a way that will be understood by people from other countries or who use a different format than you. Don’t write 1/02/25 because that can be perceived as either 1 Feb 2025 or 2 Jan 2025. Instead, write it out: 1 Feb 2025.
Alternate contacts
During your out-of-office, you may need to assign specific team members to cover activities or provide immediate assistance. While you’re away, the person (or people) in charge of your projects should be outlined in your out-of-office messages. This helps ensure continuity and that nothing slips through the cracks while you’re gone.
Reason for absence (optional)
While not mandatory, you may choose to include a brief explanation for your absence, such as vacation, medical leave, or attending a conference. This can help manage expectations and avoid misunderstandings. If you’re not comfortable with sharing this information, feel free to exclude it from your out-of-office message.
Gratitude and closing
End your message with a kind note. Thank the person for being understanding and patient while you are away from work. It’s also a good practice to include your role and department, specifically when dealing with external stakeholders.
Emojis
Emojis are an easy way to add a positive note to your OOO message.
Before adding emojis and GIFs, consider who will receive your OOO message. If it’s primarily colleagues or internal stakeholders, a few well-placed emojis can help lighten the tone. However, if you’re sending the message to clients or partners, it’s usually best to keep things more formal and professional.
If you’re planning to add emojis, check that they are evergreen. They should not be misinterpreted in any way and have the same meaning for everyone. Each generation in the workplace has their own unique way of using emojis. Therefore, be sure that the emoji you add doesn’t have the potential to offend or rub anyone off the wrong way.
For example: say you’re going to a cooking class that’s centered around all things eggplant. Do you see where I’m going with this? If yes, then you know why being mindful of emojis is important. If not, then you might want to stray away from adding an emoji to your OOO message.
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How do you write a good out-of-office message?
Writing an effective out-of-office email isn’t an art. With some of these best practices (and our examples below), anyone can create a good and useful OOO message:
- Avoid turning your OOO into a novel. Get straight to the point and avoid too many details. State that you’re away from the office, the dates you’ll be gone, and when you’ll be returning. If relevant, include a sentence about your limited email access during this time.
- While you can inject some personality into your OOO message, remember that it’s a professional message, not one you are sending to your high school friend. Avoid overly casual language or inside jokes that may be misunderstood or come across as unprofessional.
- Before setting your OOO message live, carefully proofread it for any spelling, grammar, or factual errors. A well-written OOO message reflects positively on your attention to detail. Use a tool like Grammarly, as it can help you quickly find spelling and grammar mistakes that you might make if you are in a rush.
- If you plan to check emails intermittently, let people know approximately when they can expect a reply from you. (Even though you shouldn’t be checking emails while you’re out of the office!)
- For time-sensitive or urgent requests, supply an alternate contact email address or phone number where people can reach someone else on your team.
- If you interact with both internal and external contacts, consider creating separate OOO messages for each one.
Choosing the right tone for your out-of-office messages
We all like to let our personalities shine through in our emails, but we need to be sure that the tone and approach we take resonate with the target audience. If it’s an out-of-office email between departments, you can make it more playful and fun. But if it’s a message to executives or external teams, keep it neutral and professional.
Yes, you can be funny in your out-of-office email. You just have to find the right balance between witty and professional, depending on your position and role.
Remember, your main goal is to provide essential information. So, if you’re in doubt, it’s always best to go neutral rather than risk getting any judgemental looks once you’re back.
You could even explore email etiquette courses to help you navigate a variety of situations.
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Out-of-office message examples
Below are a variety of automatic reply examples that you can use to customize to your own needs. Use them as a sample out-of-office email, following the tips from above to create your OOO message.
Keep in mind that any text within the square brackets “[ ]” needs to be filled in with your own details or information.
Out-of-office message for maternity leave
Hello,
I am currently on maternity leave between [start date] and returning on [return date]. During this time, activities will be covered by [person/team]. For immediate assistance please contact [email address].
Thank you for your understanding, and I look forward to reconnecting upon my return.
Best regards,
[Your name]
Out-of-office message for sick leave
Hello,
I’m currently out of the office due to [illness/medical reasons] and will be back on [return date]. While I’m away, I might be unable to check my email regularly, so my responses may be delayed.
If you need immediate assistance, please contact [colleague name] at [email] or [phone number]. They will gladly help you or redirect your request to the appropriate team member.
Thank you for your understanding, and I apologize for any inconvenience this may cause.
Best regards,
[Your Name]
Out-of-office message for holiday or vacation
Greetings,
I am currently out of the office to enjoy some time off from [start date] to [end date]. During this time, my email access will be restricted. However, I will address any urgent matters once I am back. For any immediate assistance, please contact [backup name and email].
Thank you for your understanding, and I look forward to reconnecting after my holiday.
Best,
[Your name]
Out-of-office message for business travel
Hello,
I will be out of the office traveling for business from [start date], coming back on [return date].
I will have limited access to email during this time, but I will do my best to respond to urgent matters as soon as possible.
For immediate assistance related to [project/account name], please contact [colleague’s name] at [email] or [phone number].
Thank you for your patience and understanding.
Best,
[Your name]
Out-of-office message for training
Greetings,
I will be away from the office attending a training program from [start date] to returning on [return date]. During this period, I will have limited access to my email, but I will make every effort to reply when possible. For any urgent matters or immediate assistance, please contact [backup name and email].
Thank you for your understanding, and I look forward to applying my newly acquired knowledge upon my return.
Warm regards,
[Your name]
Out-of-office message for customers or clients
Dear valued clients,
I will be out of the office from [start date], returning on [return date]. During this time, I will have limited access to email and may be delayed in responding to you.
For any urgent inquiries or immediate assistance, please contact [backup name and email], who will be happy to support.
Thank you for your patience and understanding. I look forward to helping you again upon my return.
Best regards,
[Your name]
Out-of-office message that’s fun and playful
If your company lets you be more relaxed and funny, clever out-of-office messages can be a fun way to show your personality. At the same time, it’s important to make sure your message is still professional and suitable for the people who will read it.
For example, witty or playful out-of-office messages might be well-received if you work in a creative or informal environment where humor is appreciated. However, if you’re dealing with more serious or sensitive matters, such as a medical leave or a client-facing role, it’s usually best to err on the side of caution—be professional.
Here are some examples of creative, playful, out-of-office messages:
- “I’m out of the office adventuring through [destination] this week. I’ll be exploring [notable attractions/activities] and likely getting lost more than once. Unless it’s an emergency, I’ll respond to your message when I find my way back to civilization and Wi-Fi.”
- “Greetings! I’m off on a digital detox this week, disconnecting from all devices and reconnecting with nature (and hopefully not getting eaten by a bear). I’ll respond to your message when I return to the modern world on [return date].”
- “This inbox is currently closed for renovations. I’m out of the office, giving my brain a fresh coat of inspiration. Normal email operations will resume on [return date].”
Out-of-office message with a neutral and professional tone
When crafting an out-of-office message, it’s essential to consider your company’s culture, policies, and target audience. For many businesses, a professional and neutral tone is the best way to go as it represents your brand best.
A professional out-of-office message should be concise, informative, and respectful.
For example:
Dear colleagues and valued clients,
I’ll be out of the office from [start date], returning on [return date] for [reason, e.g., a business trip, professional development training, etc.]. During this time, I will have limited email access and may be unable to provide an immediate response.
If you have an urgent matter that requires immediate attention, please contact [alternate contact name and email address].
For all other inquiries, I will respond as soon as possible upon my return.
Thank you for your understanding.
Best regards,
[Your name]
AI prompt for out-of-office message
If you want a tailored OOO message, use the following prompt.
Simply fill in the necessary information contained in brackets “[]”, copy/paste it into an AI writing tool (e.g. ChatGPT) and you’ll get:
- A pre-OOO email
- An OOO email for automatic replies
The prompt:
Please create two out-of-office messages for me:
- An email to be sent before my out-of-office period.
- An autoreply message to be used during my out-of-office period.
Tone: [funny, professional, client-facing]
Details:
- Name: [Your name]
- Role: [Your role]
- OOO dates: [Day Month] – [Day Month] (inclusive)
- Reason for OOO (optional): [reason]
- Backup contact: [Name] [Role]
- Handover file: Will be attached/linked [add link/attachment]
- Email subject line: Name & period of absence
- Email body: Include all provided details
How to prep for your out of office (OOO)
It’s key to prepare properly before you step away from work. Use our handy checklists and templates to ensure you’re always prepared for your out of office.
Before setting up your out-of-office message, it’s best to obtain approval from your manager for your planned time off. Also, discuss the expected workload and tasks during your absence to determine who will handle them during your absence.
Once you’ve approved your time off, put a block on your calendar for the planned dates. With a blocked calendar, no one can book new meetings or appointments while you’re away. Anyone who wants to book time with you will also know you won’t be available.
A few days before your scheduled time off, set up your out-of-office reply on autoresponder and schedule your pre-OOO message to internal teams or customers.
If you have ongoing tasks or projects, reassign them to other team members as soon as possible.
Also, prepare a detailed handover document (like the one provided in our template) that contains key information about your time off, including tasks, meetings, client information, useful resources, and ongoing projects.
Lastly, if it is your vacation time, then remember to unplug and enjoy it! Take the time to focus on enjoying your time off and worry about the back-to-work blues later.
Craft your out-of-office message with confidence
As you craft your out-of-office message, remember: this small digital note packs a big punch in portraying professionalism and setting expectations.
A clear and polite message when you’re not working is more than just a formality. It shows how organized you are and how much you respect your coworkers and clients.
Enjoy your time away, and let your out-of-office message do the heavy lifting in your absence!
