Setting up an out-of-office message is an essential step before you leave the office or working environment. It helps you keep track of work requests to respond to when you return, even during breaks and holidays. It’s also the perfect way to line up the proper contacts and inform the message about your working hours. If writing out-of-office messages is new to you or you’re looking to automate this task, we’ve got you covered. 

In this article, we’ll look at what out-of-office messages are and explore some of the best examples. 

If you’re ready, let’s get started!

TL; DR

  • An out-of-office (OOO) message is an auto-reply email or message that lets the recipient know that you are unavailable to respond.
  • The situations where you will set an out-of-office message are vacation or holiday situations where you cannot respond to messages and emails from your clients or colleagues.
  • An out-of-office message consists of a subject line, greeting, reason for absence, contact information and signature sections.
  • If you want to generate personalized out-of-office messages for any situation and automate this process, TextCortex is designed for you.

What is an Out-of-Office Message?

An out-of-office (OOO) message is an auto-reply email or message that lets your colleagues or clients know you’re unavailable to respond to them while you’re away from work. Holidays, sick leaves, non-working hours, and time off are typically times when employees are away from work. Even when you’re away from work, the business goes on without you, so you may be needed for departmental tasks. With an out-of-office message, you can inform the sender that you’re out of the office and when you’ll be back. This way, you can maintain professionalism in your work life and provide your clients or colleagues with the expected return date and time.

What is an Out-of-Office Message?

When to Use an Out-of-Office Message?

The basic logic of setting an out-of-office message is the same, in cases where you are away from work or on holiday, you will revert it to the received message in the extended amount of time. If you're actively working on time-sensitive projects or you're a decision-maker, an out-of-office message lets your coworkers know that you'll be right back as soon as possible. Cases where you need to set out-of-messages include:

  • Vacations
  • Holiday Leaves
  • Maternity or Paternity Leaves
  • Medical Leaves
  • Attending Conferences or Company Events
  • Emergency Absences
  • Training or Professional Development
  • Remote Working Adjustment

Core Parts of an Out-of-Office Message

An out-of-office message is usually a short phrase consisting of a few sentences, but it has essential and informative parts. Core parts of an out-of-office (OOO) message include:

  • Subject Line
  • Personal Greeting
  • Reason for Absence
  • Unavailability Time
  • Contract Information
  • Signature
Core Parts of an Out-of-Office Message

50 Professional Out-of-Office Message Examples

Let's look at some professional out-of-office message examples. You can copy and paste the following templates before adding your information. The following out-of-office messages are created for specific cases, and each message includes an emergency contact in case someone contacts you about something urgent.

1-) General Professional Out-of-Office Message Examples

Here are three examples of out-of-office messages that can be used in a professional setting:

  1. General Out-of-Office Message:

   Subject: Out of Office - [Your Name]

   Hello,

   Thank you for reaching out. I am currently out of the office and will not be available until [Return Date]. During this time, I will have limited access to my email. If your matter is urgent, please contact [Colleague's Name] at [Colleague's Email] or [Colleague's Phone Number]. Otherwise, I will respond to your message as soon as I can upon my return.

   Thank you for your understanding.

   Best regards,

   [Your Name]

   [Your Position]

   [Your Contact Information]

  1. Vacation Out-of-Office Message:

   Subject: Out of Office - On Vacation

   Hi there,

   I hope this message finds you well. I am currently on vacation and will not be checking emails until [Return Date]. In my absence, please reach out to [Backup Contact's Name] at [Backup Contact's Email] for any urgent issues.

‍

   Thank you for your patience and understanding. I look forward to connecting with you when I return.

   Warm regards,

   [Your Name]

  1. Conference Out-of-Office Message:

   Subject: Attending Conference - Limited Access to Email

   Greetings,

   I am currently attending the [Conference Name] from [Start Date] to [End Date] and will have limited access to my emails during this period. For urgent matters, please contact [Alternative Contact's Name] at [Alternative Contact's Email].

   I appreciate your understanding and will get back to you as soon as possible upon my return.

   Best wishes,

   [Your Name]

   [Your Position]

   [Your Organization]

2-) Short-term Leave

Here are 10 examples of short-term leave out-of-office messages.

  1. Thank you for your email. I'm out of the office and will return on [Date]. For urgent matters, please contact [Colleague's Name] at [Colleague's Email].  
  2. I'm currently out of the office and will be back on [Date]. If you need immediate assistance, please email [Colleague's Name] at [Email Address].
  3. I'm on a short leave and will return on [Date]. In my absence, please contact [Colleague's Name] at [Colleague's Email] for urgent issues.  
  4. I am away from the office until [Date]. For urgent inquiries, please reach out to [Contact Person] at [Email]. Thank you for your patience.  
  5. I am out of the office right now and will return on [Date]. Kindly contact [Colleague's Name] at [Email Address] if you need immediate help.  
  6. I'm currently away from the office on short leave and will be back on [Date]. For urgent assistance, please contact [Colleague's Name] at [Contact Email].  
  7. Thank you for reaching out. I’m away until [Date]. For immediate needs, please connect with [Colleague's Name] via [Colleague's Contact].  
  8. I am unavailable until [Date]. Please reach out to [Colleague's Name] at [Colleague's Email] for any immediate assistance.  
  9. Thank you for your message. I'm out of the office until [Date]. If you need assistance before my return, please contact [Alternative Contact] at [Email].  
  10. I’m currently on a short leave and will be back on [Date]. For immediate concerns, please email [Name] at [Email Address].  

3-) Conference Attendance

Here are ten examples of out-of-office messages specifically for conference attendance:

  • Subject: Out of Office: Attending Conference

Hello,

Thank you for your email. I am currently attending a conference from [Start Date] to [End Date]. During this time, I will have limited access to my email. If your message requires immediate attention, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone]. Otherwise, I will respond to your email as soon as possible upon my return.

Best regards, [Your Name]

  1. Subject: Out of Office

Hi there,

I am out of the office attending a conference and will return on [Return Date]. I appreciate your patience during this time. If you need immediate assistance, please reach out to [Alternate Contact Name] at [Alternate Contact Email/Phone].

Thank you, [Your Name]

  1. Subject: Temporarily Unavailable

Dear [Sender's Name],

I am currently out of the office attending a conference and will return on [Return Date]. I will respond to your email as soon as I return. If you require urgent support, please contact [Alternate Contact Information].

Enjoy your day, [Your Name]

  1. Subject: Out of Office – Conference Attendance

Hello,

I am attending a conference from [Start Date] to [End Date] and will have limited access to email. For urgent matters, you may reach out to [Colleague's Name] at [Colleague’s Email/Phone].

Thank you for your understanding, [Your Name]

  1. Subject: Out of Office Notification

Hi,

I am currently attending a conference and will return on [Return Date]. During this period, I may not be able to respond promptly to emails. For immediate assistance, please contact [Alternate Contact Information].

Kind regards, [Your Name]

  1. Subject: Away from Office

Greetings,

I am out of the office attending [Conference Name] from [Start Date] to [End Date]. Please note that my response may be delayed. For urgent matters, contact [Colleague's Name] at [Colleague’s Email/Phone].

Warm regards, [Your Name]

  1. Subject: Attending Conference – Limited Email Access

Hello,

I am currently at a conference from [Start Date] to [End Date] and will have limited access to my emails. I will return your message as soon as possible after my return. For urgent queries, reach out to [Alternate Contact Name] at [Alternate Contact Email/Phone].

Best, [Your Name]

  1. Subject: Conference Attendance

Hi,

I'm temporarily out of the office for a conference until [Return Date]. Replies may be delayed. If you require assistance, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone].

Sincerely, [Your Name]

  1. Subject: Conference Travel Notice

Dear [Sender's Name],

I am attending a conference from [Start Date] to [End Date]. I apologize for any inconvenience this may cause and will respond to your email once I return. For pressing matters, please contact [Colleague's Contact Information].

Best regards, [Your Name]

  1. Subject: Out of Office: Conference

Hello,

I am out of the office for a conference from [Start Date] to [End Date]. If you need immediate help, please reach out to [Alternate Contact Name] at [Alternate Contact Email/Phone]. I will get back to you as soon as possible upon my return.

Thank you, [Your Name]

4-) Holiday Season

Here are ten out-of-office message examples you can use during the holiday season:

  • Festive and Warm:
  • Subject: Out of Office for the Holidays
  • Message: Happy Holidays! I'm currently away from the office, enjoying the festive season with family and friends. I'll be back on [Return Date]. If your message is urgent, please contact [Colleague's Name] at [Colleague's Email]. Wishing you a joyful holiday season!

‍

  1. Professional and Brief:
  • Subject: Out of Office
  • Message: Thank you for your email. I am out of the office for the holidays and will return on [Return Date]. If you need immediate assistance, please contact [Colleague's Name] at [Colleague's Email].

‍

  1. Humorous:
  • Subject: Santa's Little Helper Out of Office
  • Message: Ho ho ho! I’m currently out of the office helping Santa with his deliveries. I’ll be back on [Return Date]. If your message is urgent, kindly reach out to my elf-in-charge, [Colleague's Name], at [Colleague's Email]. Merry Christmas!

‍

  1. Personal and Warm:
  • Subject: Season's Greetings!
  • Message: Hello, and thank you for reaching out! I'm currently taking time to celebrate the holidays with loved ones and will not be available until [Return Date]. I hope this season brings you joy and peace. For urgent matters, contact [Colleague's Name] at [Colleague's Email].

‍

  1. Simple and Direct:
  • Subject: Out of Office Notification
  • Message: I am away from the office for the holiday season and will return on [Return Date]. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email]. Happy Holidays!

‍

  1. Countdown Reminder:
  • Subject: On Holiday Break
  • Message: It’s the most wonderful time of the year! I am currently out of the office celebrating the holidays and will return on [Return Date]. Until then, you can connect with [Colleague's Name] at [Colleague's Email]. Only [Days Until Return] days to go!

‍

  1. Grateful and Positive:
  • Subject: Out of Office - Happy Holidays!
  • Message: Thank you for your email. I'm currently out of the office for the holidays to reflect on a wonderful year. I'll be back on [Return Date]. For urgent matters, reach out to [Colleague's Name] at [Colleague's Email]. Have a fantastic holiday season!

‍

  1. Automated Contact:
  • Subject: Out of Office for the Holidays
  • Message: I am currently out of the office celebrating the holiday season and will return on [Return Date]. Your email will not be forwarded during this time. If it's urgent, please contact [Colleague's Name] at [Colleague's Email].

‍

  1. Casual and Friendly:
  • Subject: Out of the Office – Happy Holidays!
  • Message: Hey there! I'm off enjoying some holiday cheer and will be back on [Return Date]. Meanwhile, for anything pressing, [Colleague's Name] has got my back at [Colleague's Email]. Wishing you a wonderful holiday!

‍

  1. Creative and Playful:
  • Subject: Out of Office – On a Sleigh Ride!
  • Message: Jingle all the way! I'm out of the office until [Return Date], taking a much-needed sleigh ride. If you need assistance, Santa's helper [Colleague's Name] can be reached at [Colleague's Email]. Have a magical holiday!

5-) Extended Period of Leave

Here are ten examples of out-of-office messages for an extended period of time.

  • Professional and Brief
    Subject: Out of Office
    Message: Thank you for reaching out. I am currently out of the office until [Date]. During this period, I will have limited access to email. For urgent matters, please contact [Alternate Contact Name] at [Email Address/Phone Number]. Otherwise, I will respond to your email upon my return.
  • Friendly Tone
    Subject: Out of Office Notice
    Message: Hi there! I’m currently out of the office enjoying some time away until [Date]. I look forward to catching up on emails once I return. If you need immediate assistance, please reach out to [Alternate Contact Name] at [Email Address/Phone Number].
  • Detailed and Informative
    Subject: Out of Office - [Your Name]
    Message: I am away on an extended leave from [Start Date] to [End Date] and will not be checking emails regularly. For questions related to [Topic A], contact [Contact Name] at [Contact Email]. For all other inquiries, please get in touch with [Another Contact Name] at [Another Email]. Thank you for your understanding.
  • Simple with Alternate Contacts
    Subject: Out of Office
    Message: I am out of the office until [Date]. For anything urgent, please contact [Colleague’s Name] at [Email/Phone]. Thank you for your patience.
  • Holiday Season
    Subject: [Your Name] - Out of Office
    Message: Season’s greetings! I am out of the office until [Date] celebrating the holiday season. I’ll be sure to get back to you when I return. If your matter is urgent, please contact my colleague, [Colleague’s Name], at [Email/Phone Number].
  • Business Trip
    Subject: Out of the Office on Business
    Message: I’m attending a series of conferences from [Start Date] to [End Date]. During this time, my email access will be limited. For immediate responses, please direct your emails to [Colleague’s Name] at [Email/Phone Number]. I’ll reply to your message as soon as possible upon returning.
  • Humorous Touch
    Subject: Out of Office Alert!
    Message: Greetings! I’m currently on a digital detox, aka vacation, until [Date]. My inbox will be waiting patiently for my return but, until then, please contact [Colleague’s Name] at [Email/Phone Number] for urgent queries. Thanks for understanding!
  • Long Sabbatical
    Subject: Extended Leave Notification
    Message: I am on an extended leave from [Start Date] to [End Date]. Please contact [Colleague’s Name] at [Email/Phone Number] for immediate assistance. Thank you for your patience and understanding.
  • Formal with Project References
    Subject: Out of Office
    Message: I am currently out of the office until [Date] and will have limited access to emails. For project-related inquiries, please contact [Project Manager’s Name] at [Email/Phone Number]. For other matters, reach out to [Colleague’s Name] at [Email/Phone Number]. Thank you.
  • Automatic Response with Gratitude
    Subject: Out of Office
    Message: Hello, and thank you for your email! I’m currently out of the office until [Date] and will respond to your message as soon as possible upon my return. For urgent issues, please direct your inquiries to [Contact Name] at [Email/Phone Number]. Warm regards!

6-) Emergency Absence

Here are five out-of-office messages for emergency absence:

  1. Professional Tone:

   Subject: Out of Office – Emergency

   Thank you for your email. I am currently out of the office due to an unexpected emergency. I am unable to access my emails and will respond to your message as soon as possible upon my return. If your matter is urgent, please contact [Alternative Contact Name] at [Email Address] or [Phone Number]. Thank you for your understanding.

   Best regards,

   [Your Name]

  1. Concise and Direct:

   Subject: Out of Office – Urgent Response

   I am away from the office due to a personal emergency and cannot respond to emails at this time. Please reach out to [Alternative Contact Name] at [Email Address] for immediate assistance.

   Thank you,

   [Your Name]

  1. Friendly and Reassuring:

   Subject: Out of Office – Unexpected Absence

   Hello,

   I’m currently out of the office due to an unexpected situation. I'm unable to respond to emails at this moment, but I’ll get back to you as soon as I can. For urgent matters, please contact [Alternative Contact Name] at [Email Address], who will be happy to assist you.

   Thanks for your understanding,

   [Your Name]

  1. Detailed and Informative:

   Subject: Out of Office – Emergency Leave

   Dear [Recipient’s Name],

   Due to an unforeseen emergency, I am out of the office and will not be able to check e-mails. I apologize for any inconvenience this may cause. If your matter is urgent, please reach out to [Alternative Contact Name] at [Email Address] or [Phone Number]. Otherwise, I will respond to your email as soon as possible when I return.

   Thank you for your patience and understanding.

   Sincerely,

   [Your Name]

  1. Casual and Personal:

   Subject: Out of Office – Quick Note

   Hey there,

   Just a heads-up that I’m out of the office due to an emergency and can’t check emails right now. I’ll reply when I’m back, but if you need help pronto, reach out to [Alternative Contact Name] at [Email Address].

   Thanks for your patience!

   Cheers,

   [Your Name]

Certainly! Here are two additional out-of-office messages for emergency absence:

  1. Empathetic and Supportive:

   Subject: Out of Office – Immediate Attention Required

   Hello,

   Due to a sudden personal emergency, I am currently unavailable and unable to check email. I truly appreciate your patience. If there's an urgent matter, please contact [Alternative Contact Name] at [Email Address] or [Phone Number]. I assure you that I’ll respond to your message at the earliest opportunity upon my return.

   Thank you for your understanding and support,

   [Your Name]

  1. Brief and To-the-Point:

   Subject: Out of Office – Temporary Absence

   Hi,

   I am out of the office due to an emergency and unable to respond to emails. For urgent issues, please contact [Alternative Contact Name] at [Email Address]. I’ll be back to address your emails as soon as I can.

   Take care,

   [Your Name]

How to Automate Personalized Out-of-Office Messages?

Out-of-office messages are content that is often used to automatically respond to emails and aim to inform the recipient. If you want to automate your personalized out-of-office message creation and sending process, you can use AI’s natural language and integration capabilities. You can automate any email responding task, including out-of-office messages, using TextCortex’s Quick AI Reply feature and email app integrations. The simplest way to automate out-of-office messages through TextCortex is to use TextCortex’s Zapier integration and create a trigger that interacts with your email app.

Frequently Asked Questions

What’s the best out of office message?

The best out-of-office message depends entirely on your reason for leaving, your department, and your role. You can use TextCortex to write the best out-of-office messages and generate personalized out-of-office messages. What’s more, you can integrate TextCortex into your workflow and automate most of your writing tasks, including out-of-office messaging.

How do I write an out of office message?

You can write an out-of-office message from scratch or use a professional out-of-office message template generated by TextCortex, such as:

Subject: Out of Office - [Your Name]

   Hello,

   Thank you for reaching out. I am currently out of the office and will not be available until [Return Date]. During this time, I will have limited access to my email. If your matter is urgent, please contact [Colleague's Name] at [Colleague's Email] or [Colleague's Phone Number]. Otherwise, I will respond to your message as soon as I can upon my return.

   Thank you for your understanding.

   Best regards,

   [Your Name]

   [Your Position]

   [Your Contact Information]

What is a good message for auto reply?

The out-of-office message you set for auto-reply depends entirely on the reason you are leaving and the length of time you will be away. If you want to create personalized out-of-office messages for a variety of situations, from short-term leave to the holiday season, you can utilize TextCortex and its advanced writing features.

What is a simple ooo message in teams?

Here is a simple OOO message template by TextCortex.

Subject: Out of Office: [Your Name]

Hello,

Thank you for reaching out. I am currently out of the office and will not be available until [Return Date]. During this time, I will have limited access to email and may not respond promptly.

For urgent matters, please contact [Colleague's Name] at [Colleague's Email/Phone Number].

I appreciate your understanding and will get back to you as soon as possible upon my return.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]