The Best Examples of Out-of-Office Email Messages

Before packing your luggage and disconnecting your work phone, you should cross the last item on your to-do list: informing your coworkers, business partners, and clients of your imminent absence. You can write your out-of-office email or use one of our free samples; send the out-of-office email by yourself before going on vacation or set up an autoresponder email message.

It's important to maintain a neutral, friendly tone and give all the necessary information without sharing personal details. The out-of-office email should be professional and invite the receivers to future dialog. It should be straightforward and concise. Furthermore, it may be a marketing ingredient that keeps your clients and business partners engaged and assures them you're still there for them even if you'll be away for some time.

If you want to setup an out of office message, an automatic email reply, or autoresponder email messages for your vacation, that go out to colleagues, and customers we have multiple professional examples for you.

Note: Out of office messages are also known as OOO messages. OOO beeing an abbreviation for out of office.

What to include in an out-of-office email message?

Whether you send the email yourself or set up an autoresponder email message, it should include relevant information regarding your absence. Start by mentioning how long you'll be out of the office and why. Assure the receivers that you'll get back to them as soon as you return to the office but stay away from firm dates. If the case, provide your contact data for emergencies or the colleague's contact details in charge of your tasks in your absence.

Don't forget about opening and ending formulas but keep everything professional and neutral. It's usually isn't a good idea to start your vacation email to colleagues with 'Greetings from Hawaii' or other meant to be funny expressions. It's even more important to use an appropriate tone and check your email for typos when you set up an automatic response. You don't know who might contact you.

In short, if you write a professional Out Of Office email autoresponder might include information like:

  • In short the reason why you will be gone
  • How long you will be gone
  • When you will return
  • A contact point in case of immediate help or assistance.

Note that most of the time you will have to use sentences such as the following:

  • I will be out of the office until
  • Please expect a delay in my response to your email
  • I will respond to your email when I return
  • If you require immediate assistance.

What to avoid when writing automatic away email replies:

  • Giving too many details
  • Trying to be funny 
  • Saying you will respond as soon as you return
  • Committing a colleague's support without consent
  • Typo errors or spelling mistakes.

How to set up an out-of-office autoresponder email message in Microsoft Outlook?

Suppose you want to avoid a delayed response and making a bad impression on essential people, set up an out-of-office autoresponder email message. Microsoft Outlook is one way to do it. Based on your Outlook version, the out-of-office settings may be under the Tools menu (Outlook 2007), under the File menu (Outlook 2010), or in the Mail tab of the Settings window under the name Automatic replies (Outlook Web version). Here are the steps you have to follow in Outlook 2010, the desktop version:

  1. Go to File -> Automatic Replies (Out of Office). 
  2. Check Send automatic replies option
  3. Check Only send during this time range option and select the start date and the end date of your vacation
  4. Microsoft Outlook allows you to send different email contents to people inside and outside of your organization. Use this option wisely and personalize the messages.
  5. If it's the case, create rules that will apply to incoming messages while you're out of the office. For example, you may want to ignore spam messages or messages from a specific email address.
  6. Press OK to save your settings.

If you're using Outlook for Office365/Exchange, you can find more details on how to set up an out-of-office automatic reply by watching this video:


How to set up an out-of-office autoresponder email message in Gmail?

To set up an OOO message within Gmail, follow these details provided by Google: 

  • On your computer, open Gmail.
  • In the top right, click the Settings icon and then See all settings.
  • Scroll down to the "Vacation responder" section.
  • Select Vacation responder on.
  • Fill in the date range, subject, and message.
  • Under your message, check the box if you only want your contacts to see your vacation reply.
  • At the bottom of the page, click Save Changes.


Best examples of out-of-office email messages

Based on your specific situation, position within the company, and the people who usually email you, we've created a few different simple email examples for auto replies that you can use anytime. Choose the one that fits you and personalize it as you wish. Remember that it's important to add a personal touch to the out-of-office email you send. It will help you create better work relations and improve communication with your clients, suppliers, and business partners.

Sample 1: Vacation email to colleagues

Hello,

I will be out on my annual leave from [date] to [date]. [I will be available for emergencies at [email address] or [phone number]/ I will not be available during this period of time].

If you require immediate assistance, please contact my colleague [full name] at [email]/[phone number]. 

Thank you for your email. I will get back to you upon my return.

Best wishes,
[Your name]


Sample 2: Out-of-office email to people outside your organization

Hello,

Thank you for your email. I will be out of the office from [date] to [date]. If you require immediate assistance, please contact my colleague [full name] at [email]/[phone number]. 

I will get back to you upon my return.

Best regards,
[Your signature]


Sample 3: General out-of-office email example

Dear Sender,

I am out of the office at this time, and I am not checking my email. I will not return until [date]. If this is an urgent matter, please contact [full name] at [email]/[phone number] for [category reasons] and [full name] at [email]/[phone number] for [category reasons]. Otherwise, I will respond to your email as soon as possible after my return.

Best regards,
[Your signature]


Sample 4: Out-of-office with a delayed response email

Hello,

Thank you for your email. I will be out of the office from [date] to [date]. I will be checking my email when possible and will try to respond to your message promptly. 

If you require immediate assistance, please contact my colleague [full name] at [email]/[phone number]. 

Best regards,

[Your signature]


Sample 5: Out-of-office for holidays email

Hello,

Thank you for your email. Due to [holiday / public holiday / bank holiday / national holiday], our office will be closed from [date] to [date]. If you require immediate assistance, please contact me at [email]/[phone number].

I will get back to you upon my return.

Best regards,

[Your signature]


Sample 6: Out of office message for company event

Hello,

Thank you for your email. I will be out of the office attending the [company event name] taking place in [add location] from [date] to [date]. I'll be checking email periodically, but if you need immediate assistance, please contact my colleague [full name] at [email]/[phone number]. 

If you're in [location] these days, too, I'd love to connect! Call me at my [phone number] and I will give you the details.

Best regards,

[Your signature]


Sample 7: Out of office message for a business trip with delayed response

Hello,

Thank you for your email. I will be out of the office attending the [conference name] from [date] to [date]. Kindly expect some delay in my response.

If you need immediate assistance, please contact my colleague [full name] at [email]/[phone number].

Many thanks,

[Your signature]


Sample 8: Out of office message for medical leave

Hello,

Thank you for your email. I am out of the office on medical leave from [date] to [date]. I will be checking email periodically, however, if you need immediate assistance, please contact my colleague [full name] at [email]/[phone number]. [He/She] is handling the [role] during these days.

Thank you for your understanding,

[Your signature]


Sample 9: Out of office message for maternity/leave leave

Hello,

Thank you for reaching out. I will be away on maternity leave from [date] to [date]. Our head of marketing, [Name], is managing my accounts in this period. [Name] is reachable at [Email] or [Phone number].

Sincerely,

[Your signature]


Sample 10: Sample out of office email auto-reply when the employee is no longer with company

Subject line: [Name] no longer works at [insert company].

Thank you for your email. As of [date], I am no longer working at [company name] and, unfortunately, cannot answer your message.

Since this email is not forwarded, please contact [name] at [email/phone] regarding your inquiry. [Name] would be happy to assist you as needed.

You can get in touch with me personally, use my home email: [email] or connect with me on [LinkedIn].

Best wishes,

[Name]


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