Professional Out-of-Office Message Examples and Templates

Time off from work is one of the most essential things in balancing life, whether for a vacation or attending to personal matters. But while you're out, work does not stop, and people need to know you're temporarily unavailable. That's where an out-of-office message pops in.

An out-of-office email does more than just notify people of your absence. It sets expectations, helps others with valuable information, and maintains professional relationships without breaking the communication flow. A well-structured OOO message can relieve one's mind as one goes away and enjoys time to relax or focus on other matters where important communications are not missed.

In this blog, we will take you through how to compose the best out-of-office email and provide examples and templates for different situations to make things easier. Whether you're away for two days or two months, these tips and templates will help you leave a mark of professionalism while you are away.

What is an Out of Office Message?

An out of office message, sometimes called an OOO, is an automated response to an email letting people in contact with you know that you are currently unavailable and will not be in a state or position to return your correspondence immediately. It's usually enabled when one is away for vacation, business trips, or days off from work. It lets the sender know why you're away and how long you'll be gone and identifies alternative contacts to reach for urgent matters arising in your absence.

The primary purpose of an out of office message is to manage expectations by letting people know that you will only be able to respond to their emails sometime soon. But rather than just a notification, it helps smooth communication, brings alternatives, and sustains professionalism in your absence.

Why Do You Need an Out of Office Message?

The out of office template has more significance than that of a mere courtesy in professional communications. When one is away, they need to make sure those trying to reach them understand when the individual will be back and what they can do. An out-of-office email can help you avoid misunderstandings and frustration built on delays by giving clarity.

Here are some reasons why an OOO message is essential:

• Keeps Others Informed: It helps let others know that one is away and when they can expect something back.
• Manages Expectations: By specifying the return date and including an alternative contact person, the need for follow-up emails is reduced.
• Professional Courtesy: It shows you care about ongoing projects and communication even while you are away.
• Offers Alternatives: You ensure work will continue in your absence by referring the sender to someone else for urgent questions.

What Should Be Included In an Out of Office Message?

A well-structured out-of-office email can be simple, but it should contain a few vital elements if it will do its job correctly. These elements will ensure that your message to others is clear, concise, and ambiguity-free:

• Greeting: make sure you greet them with a friendly yet professional salutation.
• Reason for your absence: Write briefly about why you'll be going on this day, whether for vacation or a conference.
• Dates of absence: Mention the dates you'll be away and when you’ll resume work.
• Alternative contact information: Please provide contact details for a team member or another contact who can assist in your absence.
• Closing: Close the email cordially, thanking the reader for their attention.

With these components, your out-of-office email will be informative, professional, and helpful to those trying to reach you.

Pro tip: Before taking extended leave, many professionals use tools like SurveySparrow to gather feedback from their team about ongoing projects and ensure smooth handoffs. This helps create more informative out-of-office messages with specific contact persons for different projects.

Professional Out of Office Message Templates

In a business environment, simplicity is vital. Your message should be respectful, straightforward, and to the point. Here are 10 different situations out of office templates suitable for most professional settings:

1. Basic Out of Office Email Template

Subject: Out of Office – [Your Name]
Hi there, Thanks for your message! I’m away from the office from [start date] until [end date] and won’t be able to check emails regularly. If it’s urgent, please reach out to [alternative contact person] at [email/phone number]. I’ll get back to you as soon as I return.
Best regards, [Your Name]

2. Long-Term Out of Office Email Template

Subject: Out of Office – Extended Leave
Hi, I appreciate your email! I’m currently on [type of leave] from [start date] until [end date] and won’t be able to respond to messages during this period. For urgent matters, feel free to reach out to [alternative contact person] at [email/phone number]. Thanks for your understanding, and I’ll reply when I’m back!
Best, [Your Name]

3. Vacation Out of Office Message Example

Subject: Out of Office – Vacation Alert!
Hi, I’m out of the office enjoying some vacation time from [start date] to [end date]. I won’t be able to respond quickly, but if you need immediate assistance, you can reach [alternative contact person] at [email/phone number].
Thank you! [Your Name]

4. Conference or Business Trip OOO Email Template

Subject: Out of Office – Attending [Conference Name]
Hello, I’m currently attending the [Conference Name] from [start date] to [end date]. I’ll be checking my email occasionally, but for anything urgent, please contact [alternative contact person] at [email/phone number]. I’ll respond to your email as soon as I can after the event.
Best regards, [Your Name]

5. Sick Leave Out of Office Message Example

Subject: Out of Office – Sick Leave Hi, I’m out of the office on sick leave and unable to respond to emails until [return date]. For urgent issues, please contact [alternative contact person] at [email/phone number].
Thanks for your patience, and I’ll get back to you once I’m feeling better!
Best, [Your Name]

6. Remote Work Out of Office Message Example

Subject: Working Remotely – Limited Access to Email
Hi, I’m working remotely with limited access to my emails. If you need something urgently, please reach out to [alternative contact person]. I’ll get back to you as soon as possible.
Thanks for understanding! Thanks! [Your Name]

7. Emergency or Urgent Out of Office Message Example

Subject: Out of Office – Urgent Inquiries Only
Hello, I’m currently out of the office and will be back on [return date]. If it’s urgent, please include "URGENT" in your subject line, and I’ll do my best to respond quickly. For non-urgent matters, I’ll get back to you when I return. Thank you for your understanding, [Your Name]

8. Maternity/Paternity Leave Out of Office Email Template

Subject: Out of Office – Maternity/Paternity Leave
Hello, I’m on maternity/paternity leave until [return date] and won’t be checking emails during this time. If you need immediate help, please contact [alternative contact person] at [email/phone number]. Thanks for your understanding, and I look forward to reconnecting when I return. Best, [Your Name]

9. Holiday OOO Email Template

Subject: Out of Office – Happy Holidays! Hi, I’m out of the office for the holiday season and will return on [return date]. For urgent matters, please reach out to [alternative contact person] at [email/phone number].
I’ll get back to non-urgent emails after I return. Wishing you a joyful holiday season!
Best regards, [Your Name]

10. Creative and Fun Out of Office Message Example

Subject: Out of Office – Gone Adventuring! Hi there, Thanks for reaching out! I’m off on an adventure or possibly just lounging somewhere sunny. I’ll be back on [return date] and will respond to your message then. If it’s urgent, feel free to contact [alternative contact person] at [email/phone number]. Catch you later! [Your Name]

How to Write The Perfect Out of Office Message?

Now that we have looked at some out of office message examples, here are a few tips to help you perfect your OOO email:

• Be Clear and Concise: Do not overload your message with unnecessary details. Keep it short and to the point.
• Adapt Your Tone: Depending on where you work, you can choose formal or informal. Make sure your tone aligns with your company culture.
• Always Provide a Backup: Giving an urgent contact option when you are unavailable is a good service.
• Specify Timeframes: Include the dates of your absence to ensure you understand when you will return.
• Don't Overpromise: If you say you have limited access to email, that's what you must stick with. In other words, don't feel guilty and end up working during your vacation or leave.
• Use Humor Wisely: If you create a light-hearted, humorous OOO message, be sure the audience is appropriate. The humour needs to be more balanced in formal contexts.
• Update Regularly: Keep your out of office message updated with correct dates and contact information whenever you are away.

Conclusion

The out of office message is one of those minor but essential pieces of professional correspondence. It keeps everybody in the know while you're away and makes everything run smoothly. For short- or long-term leaves of absence, having a ready out of office template can save you so much time and effort.

Whether one wants to make it formal, playful, or urgent-focused, ensure it fits their work environment and conveys actionable information. This way, one will have the perfect OOO email and will enjoy the time off without stressing about communication.