Everyone takes time away from the office at some point. Whether it’s for professional development, to recover from an illness, or to enjoy a well-earned vacation, sometimes you won’t make it in.
And while it doesn’t always feel that way, business goes on without you. It’s your responsibility to ensure that operations run smoothly, even when you’re not there. One way to do this is to create a professional out-of-office message, or OOO message, to advise clients, coworkers, and contacts that you’re away and direct them to immediate assistance if they can’t wait for your return.
What’s an out-of-office message?
An OOO message is an automated response, typically via email, to any correspondence you receive while away. Aside from being good email etiquette, a simple OOO message serves two purposes: it manages expectations and prevents you from becoming overwhelmed when you return.
Email is the primary means of business communication for 62% of clients and 31% of colleagues. Because so many people use this communication method and know others do, too, they expect a timely response. Your OOO email also:
- Keeps communication channels open while you’re away
- Acknowledges a contact’s need
- Lets people know why you’re away, for how long, and who to contact in your absence
And with so many people working hybrid nowadays, not everyone may be aware you’re away. Your auto-response keeps colleagues who work asynchronously in the loop and identifies support and resources to maintain their schedule in your absence.
OOO emails also prevent you from becoming overwhelmed when you return to the office. Most people dread taking time off for fear of returning to a mountain of work, but an OOO message redirects general inquiries to coworkers and keeps your inbox from overflowing.
When you return, the only issues you should find will be low-priority or matters only you can resolve, making prioritization much more manageable.
When do you need an OOO message?
Generally, you should implement an automatic reply anytime you won’t be able to answer emails for an extended period of time.
And if you regularly deal with urgent matters that require a short turn-around time, you can use a temporary OOO notification in your workplace communication platform (like Slack or Teams) to notify coworkers and clients when you’re away from your desk.
Occasions that call for an OOO message include the following:
- Vacation leave
- Conference or workshop
- Parental leave
- Company event
- Doctor’s appointments that take up half a day or more
- Mental health day
- Sick leave
- Business trip
- Personal leave
- Sabbatical
What should you include?
Consider an OOO reply an official business correspondence and write it as professionally as any other work email. The optimal length of an email is between 50–125 words, so keep it short and sweet.
Your OOO message should include the following:
- A precise, attention-grabbing subject line
- A friendly, general greeting to start the email
- The end date for your leave (you can add your expected return time if you’re at an appointment)
- The reason for your absence, if you feel like sharing
- Contact information for colleagues available to assist, including name, email address, and phone number if necessary. If multiple coworkers provide coverage in your absence, explain how and when to contact each one
- Your sign-off and signature to close the email
Some email platforms allow you to segment your auto-responses depending on whether the person writing is an internal colleague or external contact. Consider increasing the details of your message depending on your audience, if your email provider allows it.
What to avoid when writing an out-of-office message
Remember that an OOO message’s goal is to ensure the smooth operations of your team, department, or company. To do so, you need to avoid the following practices.
Offering too much detail
Your OOO should be direct and to the point. Avoid adding unnecessary or personal details — you don’t want to lose the most important information, like coworker contact details, in other content.
And if you’re off work for a personal reason, don’t feel you need to say why you’re gone. The most important parts of your message are the dates you’re out and who to contact in your absence.
Using your coworker as a contact without their consent
Ask before adding your colleague’s name to your auto-reply message to ensure they have the resources to take on extra work while you’re away so no one feels blindsided or frustrated.
Setting unrealistic expectations
Don’t offer tight timelines if you can’t deliver. You’ll need space to catch up when you return to the office, so avoid saying you’ll answer your emails immediately or by an exact date.
And avoid putting undue pressure on your point of contact. Don’t tell clients your backup is available for immediate help. Instead, offer realistic timelines so your coworker can better organize their schedule to limit disappointing others.
Using off-brand messaging
It can be tempting to inject a little humor into your OOO, especially if you’re going on vacation. That’s alright, but keep it professional.
You never know who might be reaching out, such as a potential client. Your message could leave a negative impression if they don’t share your sense of humor.
11 out-of-office message examples
Here are eleven OOO examples for nearly every situation. Copy and paste them into the out-of-office autoresponder as is, or use them as message templates to customize your own emails.
1. Simple out-of-office message
Short. Professional. To the point. This example is all you need to communicate your absence.
Subject: Out of office – April 30th–May 18th
Hello,
Thank you for your email. I’m away from the office and have limited email access until May 18th. In case of an emergency, contact [your coworker’s name] by email at [their email] or via phone at [their phone number].
I look forward to speaking when I get back.
Sincerely,
[your name]
[your role]
2. Vacation
Your manager has approved your vacation leave request — perfect. Now, you need to craft an appropriate OOO. Be sure the tone of your response matches its intended audience.
Subject: Beach vacation – OOO start date: July 2nd
Greetings from Punta Cana!
I’m currently enjoying the sun, sand, and surf of the Caribbean. Unfortunately, those three things don’t mix well with electronics, leaving me without access to my cell phone. If you need immediate support, contact [your coworker] at [their email].
I’ll be back in the office on July 25th and look forward to speaking with you then.
Have a great day,
[your name]
[your role]
3. Informal
Just because you’re a professional doesn’t mean you can’t have a funny OOO message for friends at work. A light-hearted auto-response is fine if it aligns with your office culture.
Subject: Championship hoops day – OOO
Good afternoon,
It’s Middle-School March Madness!
I’m out of the office for the remainder of the day, encouraging my point guard extraordinaire as they compete in their championship game. Even if I throw out my back trying to outdo the cheerleading squad, I’ll return phone calls and emails when I return on Monday morning.
Until then, please contact [your coworker’s name] with any urgent matters at [their email].
Enjoy the weekend. Go Wildcats!
[your name]
[your role]
4. Paternity/maternity leave out-of-office message
Because you’ll be away for an extended period, your paternity or maternity leave OOO message needs to make it clear that you’re not accessible by phone or email and provide alternative sources of assistance.
Subject: Baby Aesha has arrived – out of office September 23rd–February 28th
Greetings!
Thanks for reaching out. I’m away from the office for my paternity leave, returning on February 28th. During this time, I’ll be in full-time parent mode without access to company email.
My colleagues are available to assist you until I return.
Please contact [your coworker’s name] to coordinate any website updates at [their email]. In my absence, [your coworker’s name], [their email], is taking over all social media accounts.
Thank you for your understanding. I look forward to speaking with you when I return.
Regards,
[your name]
[your role]
5. Short term
Having to run out for an appointment is quite common. Let your coworkers and clients know you’re away but will reconnect ASAP.
Subject: Out of office until 2 p.m. – dentist appointment
Good afternoon,
I’m away from my desk from 12–2 p.m. this afternoon for a dentist appointment without access to my electronic devices. Don’t hesitate to contact [your coworker’s name] at [their email] for help if your message is urgent. Otherwise, we can connect when I return.
Enjoy the day,
[your name]
[your role]
6. Sabbatical
If you’re lucky enough to work for a company that offers sabbatical leave, you can let your contacts know you’ll be away for an extended period and how you plan to spend your time.
Subject: Earning my MBA – sabbatical leave, OOO until May 8th
Hello!
I’m happy to let you know I’m currently on sabbatical to focus on completing the final three credits of my MBA. I expect to be back in the office on May 8th. [your coworker’s name] is taking over my duties until I return. You can reach her at [their phone number] or [their email].
I look forward to speaking upon my return.
Sincerely,
[your name]
[your role]
7. Medical leave
If you have to call in sick or will be away due to a medical procedure, you can add this information to your message, but there’s no need to go into detail about your condition.
Subject: Medical leave – OOO until June 5th
Good day,
I appreciate your message. Unfortunately, I’m away on medical leave until June 5th. While I’ll check messages as my return date gets closer, please consider contacting [your coworker’s name] for assistance with your recruiting needs at [their email] or by phone at [their phone number].
Thank you for your consideration, I look forward to reconnecting upon my return.
[your name]
[your role]
8. Holiday
Policy surrounding time off during the holidays varies between companies. It could be a good idea to create an autoresponder email message letting coworkers and clients know about your availability in the days leading up to and after the celebrations.
Subject: Seasons greetings – office closure, December 23rd–28th
Happy holidays!
Our office will close for Christmas celebrations at noon on December 23rd and reopen for regular business hours on the 28th. I’m available by phone in case of an emergency at [your phone number]. Otherwise, I’ll speak with you again when I return.
Enjoy,
[your name]
[your role]
9. Conference
If you’re away at a professional conference or workshop, you can invite your network to join you using your OOO email.
Subject: OOO until May 10th, attending Core Mining Conference 2023 – join me in Chicago!
Hello,
I’m sorry I missed your message. I’m currently attending the Core Mining Conference in Chicago until May 10th. I’ll occasionally check email, but if you need urgent assistance, you can speak to my assistant, [your coworker’s name], at [their email], or [their phone number].
If you’re at the conference and would like to meet, you can find me at Booth 315 or call [your phone number]. I’d love to connect.
Sincerely,
[your name]
[your role]
10. Lead generation
Put your OOO response to work by prompting recipients to sign up for your company’s newsletter, webinar, or other business offerings.
Subject: Away from the office – return date: March 14th
Hello, I’m sorry I missed you,
I’m away from the office attending an industry workshop with limited email connectivity until March 14th. If you need urgent assistance, contact [your coworker’s name] at [their phone number] or via email at [their email].
In the meantime, why not sign up for our weekly newsletter analyzing the latest promotional trends? Our expert team will keep you updated on what’s happening in the world of marketing technology, tactics, and approaches so you know how best to target your audience.
Sign up today!
Best wishes,
[your name]
[your role]
11. Social media
Social media is a powerful tool to keep contacts up to date on your company’s activities, even when you can’t speak to them personally. Adding promotional channel links to your automatic email notifications builds an invested, engaged audience.
Subject: OOO until August 12th, but have you seen our latest Instagram post?
Hey there, sorry I missed you.
I’m away from the office for personal reasons until August 12th. Please direct your inquiries to [your coworker’s name] at [their email address] until my return.
Meanwhile, why not check out our Instagram stories and posts for updates about our workshops and to see behind-the-scenes progress on our ongoing projects?
Take care,
[your name]
Keep communication channels open
Good communication is essential to the workplace. Your OOO message demonstrates respect for everyone impacted by your absence and your desire to be helpful even when you’re away from your desk.
That sends a powerful message, no matter how you deliver it.
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