Out of Office Message Templates You Can Copy & Paste
By
Liz Fujiwara
•
Nov 5, 2025
Writing an effective out-of-office message helps you maintain clear communication and professionalism while you are away. Whether you are taking a vacation, attending a conference, or dealing with an emergency, it is important to let others know when you will be available again and who they can contact in your absence. A well-written message not only manages expectations but also reflects positively on your work habits and reliability.
This article provides ready-to-use out-of-office templates for different situations, including vacations, personal leave, holidays, and unexpected absences. Each example is designed to help you communicate your availability clearly and keep your professional relationships running smoothly, even when you are not in the office.
Key Takeaways
Out-of-office messages are automated responses that help manage expectations, maintain professional relationships, and ensure communication remains smooth during your absence.
Key elements of an effective out-of-office message include mentioning your return date, providing alternative contact information, and keeping a professional tone.
Common mistakes to avoid include using overly casual language, sharing unnecessary personal details, and neglecting to specify response times or alternative contacts for urgent matters.
What is an out of office message?
Out-of-office messages are automated responses that inform senders of your absence and unavailability. These messages play a key role in managing expectations by letting your contacts know when you will return and whom they can reach while you are away. Whether you are on vacation, attending a business trip, or handling an unexpected emergency, out-of-office messages help keep your email communication clear and professional. An out-of-office message can also serve as a helpful tool in maintaining consistent communication.
Setting up an out-of-office message helps preserve business relationships and reassures clients that their needs are acknowledged, even when you are unavailable. This small yet meaningful step demonstrates respect toward your clients and colleagues, making them feel valued and informed. Ultimately, the purpose of an out-of-office message is to keep communication open and maintain your professional image.
Out-of-office messages are a valuable part of professional email communication. They help manage expectations, maintain relationships, and ensure your absence does not disrupt your team’s workflow or affect client satisfaction.
When to use an out of office message
Out-of-office messages are essential in many situations, from planned vacations to unexpected absences. Common scenarios where these messages are useful include:
Vacations
Business trips
Maternity or paternity leave
Study leave
Extended absences
These out-of-office messages ensure that your contacts are always informed about your availability.
The main benefit of these messages is improving customer satisfaction by ensuring that important inquiries receive timely responses, even while you are away. Setting up an out-of-office message informs senders of your absence and provides alternative contact details so urgent matters can be addressed promptly. This helps maintain a smooth workflow and keeps your clients and colleagues informed and satisfied.
Customizing your out-of-office message based on the duration of your absence is also helpful. For short-term absences, including the date of absence and a contact for urgent matters is sufficient. For longer periods, a more detailed message with alternative contacts and a return date is recommended. This approach ensures clarity in communication and helps manage expectations effectively.
Key elements of an effective out of office message
Crafting an effective out-of-office message requires including several key elements:
Mention your return date so recipients know when to expect a response.
Provide alternative contact information to ensure urgent matters are handled in your absence.
Include details about your availability, such as limited email access, to help manage expectations.
A professional tone is essential in out-of-office messages. Adding a thank-you note or friendly closing helps maintain clarity and respect in your communication. Adjusting the message for internal or external contacts is also important, as different audiences may require different levels of detail.
Maintain professionalism by avoiding overly casual language and keeping your message concise and respectful. This approach ensures clear and effective communication while you are away from the office.
In summary, an effective out-of-office message combines key information with a professional tone. Including a return date, alternative contacts, and availability details helps manage expectations and uphold professionalism in your email communications.
Common mistakes to avoid in out of office messages
When crafting out-of-office messages, it is important to avoid common mistakes that can undermine your professionalism. One common mistake is using overly casual language, which can create a negative impression. Maintaining a professional tone ensures that your message is taken seriously and reflects positively on you and your organization.
Another mistake is sharing unnecessary personal details about your absence. This can raise security concerns and appear unprofessional. It is best to keep your message concise and focused on essential information. Additionally, failing to set realistic expectations regarding response times can lead to frustration for those trying to reach you.
Neglecting to include an alternate contact for urgent matters is another frequent oversight. This can leave senders without support during your absence, leading to potential disruptions. Lastly, using a vague subject line can make it harder for recipients to understand your message’s purpose. A clear subject line helps them quickly recognize the reason for your absence and take appropriate action if needed.
How to write a professional out of office message
Writing a professional out-of-office message involves several key steps:
Start with a polite greeting to set a positive tone.
Include a clear subject line to help recipients immediately understand your availability.
Keep your message brief and straightforward, focusing only on the necessary information without providing detailed reasons for your absence.
Key points for managing communication during your absence:
Mention which colleague to contact for urgent matters to maintain workflow.
Provide alternative contact details to ensure urgent issues are addressed promptly.
Avoid sharing unnecessary personal details or information that could compromise security.
State your return date clearly.
Consider framing your response time as open-ended, such as stating that you will reply upon your return.
Sample template:
Thank you for reaching out.
I am currently out of the office and will return on [Date].
For urgent matters, please contact [Colleague’s Name] at [email@example.com] or [phone number].
This template includes all the key elements of a professional out-of-office message, such as clear contact information, a return date, and a polite tone. It serves as an example of an effective out-of-office email template that maintains professionalism and clarity.
Vacation out of office message template
When you are away on vacation, it is important to inform your contacts about the duration of your absence and provide an alternative contact. This helps manage expectations and ensures urgent matters are addressed while you are away.
Sample vacation message:
Thank you for your email.
I am currently out of the office on annual leave and will return on [Date].
For urgent matters, please contact [Colleague’s Name] at [email@example.com].
This template is simple, polite, and includes all the necessary information.
Sick leave out of office message template
For sick leave, keep your message brief and respectful. Including alternative contact details ensures your absence does not disrupt workflow.
Sample sick leave message:
Thank you for your email.
I am currently away from the office on medical leave.
For urgent matters, please contact [Colleague’s Name] at [email@example.com].
This message is concise and provides the essential contact information.
Business trip out of office message template
When you are on a business trip, include your reason for being away, your return date, and an alternate contact. This helps manage expectations and ensures smooth communication.
Sample business trip message:
I am currently traveling for a business summit until [Date].
For urgent matters, please contact [Colleague’s Name] at [email@example.com] or [phone number].
This message is clear, professional, and provides all necessary information.
Maternity/paternity leave out of office message template
For maternity or paternity leave, include clear absence dates and alternative contact information for urgent matters. This ensures your contacts know whom to reach while you are away.
Sample parental leave message:
Thank you for your email.
I am currently on parental leave from [Start Date] to [End Date].
For urgent matters, please contact [Colleague’s Name] at [email@example.com].
This message provides all key details in a professional and respectful tone.
Public holiday out of office message template
During public holidays, inform senders about the office closure and reopening date. Including a contact for urgent issues ensures inquiries are managed promptly.
Sample public holiday message:
Thank you for your message.
Our office is closed for the holidays and will reopen on [Date].
For urgent matters, please contact [Colleague’s Name] at [email@example.com].
This message is concise, courteous, and provides the necessary information.
Creative and humorous out of office messages
Injecting creativity and humor into your out-of-office messages can:
Create a relaxed environment
Foster a sense of connection among coworkers
Make your absence more memorable
Entertain those reaching out to you
For example, using puns or wordplay can add a fun twist to your professional communication. Consider incorporating playful themes in your auto-replies, such as travel or adventure, to engage recipients and make your messages stand out. Highlighting personal interests or hobbies can also add a unique touch and showcase your individuality. A message like “I’m currently out of the office enjoying some well-deserved downtime. I’ll be back on [return date]” adds a lighthearted yet professional tone to your absence.
However, it is important to strike a balance between humor and professionalism. While creative messages can be engaging, they should still maintain a respectful tone and provide the necessary information. This approach keeps communication effective while adding a touch of personality to your out-of-office messages.
How to set up out of office messages in popular email platforms
Setting up out-of-office messages in popular email platforms is a straightforward process that ensures your absence is communicated clearly. Different platforms offer various customization options for these automated responses. For instance, Outlook allows users to schedule automatic replies and tailor messages for both internal and external contacts, making it easier to manage communication during an absence.
Typically, setting up an out-of-office message involves copying and pasting a template into the dialogue box provided by your email platform. The entire process usually takes only a few minutes, making it a quick and easy way to ensure your contacts are informed about your availability.
Setting up out of office messages in Outlook
To set up out-of-office messages in Outlook, follow these simple steps. First, navigate to the ‘File’ menu and select ‘Automatic Replies’. This will open a dialogue box where you can enable automatic replies and customize your message.
You have the option to set different messages for internal and external contacts, ensuring that each group receives relevant information. After customizing your message, specify the start and end dates for the automated response.
Once everything is set, click ‘OK’ to activate the out-of-office message. This process ensures that your absence is communicated effectively and professionally.
Creating out of office messages in Gmail
Creating out-of-office messages in Gmail is also a straightforward process. Start by:
Selecting ‘Settings’ in Gmail to access the options menu.
In the ‘General’ tab, scroll down to find the ‘Out of Office AutoReply’ section.
Enable the feature.
Next, when setting up your out-of-office message:
Decide the dates for the out-of-office message.
Tick the box to limit responses to your contacts only, if desired.
Customize your message to include essential information such as your return date and alternative contact details.
Finally, click ‘Save Changes’ to finalize your out-of-office message setup. This ensures that your contacts are informed about your absence and know whom to reach in your absence.
Improving your out of office email with a professional signature
Including a professional email signature in your out-of-office message reinforces your brand and maintains consistency across communications. A well-crafted signature reminds recipients of your role and contact information while leaving a strong professional impression.
An effective email signature should include:
Your full name
Job title
Company name and logo
Contact information
Links to social media accounts (if applicable)
Using email signature management tools can help maintain uniformity across all company communications. Including a professional signature ensures your messages stay polished and consistent, even while you are away.
How artificial intelligence is shaping modern hiring processes
Artificial intelligence (AI) is increasingly integrated into recruitment strategies, transforming how organizations hire. AI helps simplify recruitment by automating tasks such as job postings, candidate sourcing, and screening. This increases efficiency and allows recruiters to focus on people rather than administrative work, creating a more human-centered hiring process.
Research shows that candidates often view AI in recruitment positively, appreciating its potential to improve efficiency and innovation. The use of AI can also influence how candidates perceive an organization’s attractiveness, particularly regarding its technological advancement. Educational background can affect how candidates respond to the use of AI and digital tools in hiring.
However, integrating AI into recruitment raises ethical concerns, especially around personal data usage, which can impact candidates’ trust and willingness to apply. It is crucial for companies to use AI responsibly, protect candidate privacy, and minimize bias. When implemented thoughtfully, AI can help organizations build a more efficient, fair, and transparent hiring process.
Summary
In summary, well-crafted out-of-office messages are essential for maintaining professionalism and clear communication during your absence. By including key elements such as your return date, alternative contact details, and a professional tone, you can manage expectations and ensure your contacts feel valued and informed.
With the practical tips, templates for different situations, and step-by-step guidance on setting up out-of-office messages in popular email platforms provided in this post, you are now prepared to communicate your absence with confidence and professionalism. Applying these practices helps you maintain a polished image and ensure smooth communication while you are away from the office.
