Your guide to writing clear, professional out-of-office messages

Out-of-office messages are essential for managing expectations while you're away, whether for a holiday, sick leave, or a quick appointment. This guide covers crafting the best out-of-office email, from setting clear return dates to providing backup contacts. We'll also share tips for staying professional and authentic, plus examples for various situations. 

What is an out-of-office (OOO) message?

An out-of-office (OOO) message is an automatic email reply letting people know you're away and can't respond right now. It's often set for times like annual leave, sick days, or business travel, giving contacts a heads-up on when you'll be back and who to reach for urgent needs. 

Out-of-office messages keep everyone in the loop, show respect for their time, and help set healthy boundaries so you can unplug and recharge without worry.

When to use an out-of-office message

Setting an out-of-office message whenever you'll be unavailable to respond to emails for an extended time is essential. Here are the most common reasons to activate one:

  • Annual leave

  • Medical or sick leave

  • Maternity or paternity leave

  • Extended leave of absence

  • Compassionate leave

  • Business trips or conferences

  • Study or educational leave

  • Public holidays

If you're in a role requiring quick responses – like a decision-maker or client-facing professional – you might also set an OOO message for shorter absences, such as doctor's appointments or leaving work early.

How to write an out-of-office email message

The best out-of-office messages aren't overly detailed. They are clear, simple, and cover the following six points:

1. Craft a clear subject line

Choose a concise subject line like “Out of office: [your name]” or “Away until [date]” to let contacts immediately know that you're unavailable. It's direct and helps manage expectations from the start.

Example: Away until 5th November

2. Start with a polite greeting

A warm greeting sets a positive tone for your message, like “Hello and thanks for your email.” This small touch is both approachable and professional.

Example: Hi, thanks for reaching out.

3. State your absence and return date

Mention your unavailability with specific dates, such as “I'm currently away from the office and will return on [return date].” This clarifies when they can expect a reply.

Example: I'm currently out of the office and will return on 5th November. I'll respond as soon as I'm back.

4. Suggest alternative contacts

If someone else is covering for you, include their contact details to keep business flowing smoothly. For example, “For immediate assistance, please reach out to [colleague's name] at [email/phone].”

Example: For immediate assistance, please contact Jane Doe at jane.doe@email.com or call our main office line.

5. Offer limited access disclaimer

If you'll check emails occasionally, let them know response times may vary. A simple line like “I'll have limited access to email but will respond as soon as possible” covers this.

Example: I'll have limited access to email, so replies may be delayed. Thank you for your patience.

6. Close with a friendly sign-off

Wrap up with a friendly, professional closing like, “Thanks for your understanding, and I'll be in touch when I return.” A courteous sign-off leaves a positive final impression.

Example: Thanks for your understanding, and I'll get back to you as soon as possible.

Out-of-office message examples for different scenarios

Here are out-of-office message examples, written in an OOO email template style so you can easily customise your auto-reply for your situation:

Standard annual leave

Subject: Out of office: [Your name]

Hello, and thanks for your message. I'm out of the office on annual leave until [return date]. I'll respond to your email upon my return. For urgent matters, please contact [backup contact's name] at [email].

Short-term absence

Subject: Briefly out of the office until [time of day]

I'm out briefly and expect to return by [time/date]. For urgent matters, reach out to [backup contact's name]. I'll reply as soon as I'm back.

Leaving early or half-day absence

Subject: Out of office for the afternoon

I'm out for the remainder of the day but will be back tomorrow. For urgent enquiries, contact [backup contact's name]. I'll get back to you as soon as possible.

Sick leave

Subject: Out of office due to illness

Thanks for reaching out. I'm currently out sick and will not be checking emails. Please contact [backup contact's name] at [email] for immediate support.

Conference or training

Subject: Out of office – attending [conference name] [date range]

I'm out of the office attending [conference name] and will return on [return date]. I'll have limited access to email, so please contact [backup contact's name] if you need immediate assistance.

Public holiday

Subject: Out of office for [holiday] [date]

Our offices are closed for [holiday] and will reopen on [return date]. I'll respond to your message when I return. For urgent matters, contact [backup contact's name].

Limited email access

Subject: Out of office – limited access to email until [date]

I'm away with limited access to email until [date]. I'll try to reply as I'm able. For immediate assistance, contact [backup contact's name].

Company-wide closure

Subject: Our offices are closed from [dates]

Thank you for your message. Our offices are closed from [date range] for [holiday or event]. We'll reopen on [return date] and look forward to assisting you then. In the meantime, please visit our website at [URL] for information or to stay connected with us.

Wishing you a happy [holiday]!

Christmas and New Year combo

Subject: Out of Office – Merry Christmas and Happy New Year!

Season's greetings! I'm out of the office for the Christmas and New Year holidays, returning on [date]. I'll respond to your message then. Have a wonderful holiday season!

Professional out-of-office message best practices 

No need to overthink an out-of-office message – there isn't really a right or wrong way to write one. Simply follow the basic formula and consider these best practices:

Keep it clear, brief, and professional: Share essential details, like your absence and return dates, in a respectful tone. Avoid humour and oversharing, which can appear unprofessional.

Use your authentic style: Match the tone of your message with your usual style, staying true to how you typically communicate with colleagues.

Use “leave” instead of “OOO”: Opt for “leave” to signal time off without needing to explain reasons, aligning with modern workplace culture and fostering inclusivity around time away.

Set boundaries and manage expectations: Be clear about unavailability, using general return timeframes like “when I return” to avoid overpromising.

Provide backup contacts (with their consent): Confirm that your colleagues are comfortable handling urgent inquiries, and list them to ensure continuity in your absence.

Limit personal information: Because out-of-office replies go to every incoming email, including those from spammers and scammers, some security experts suggest removing personal details like your title, company, and phone number.

Job hunting? No need to announce it with an out-of-office message! Instead, upload your CV for a free review and confidently step out into your next opportunity.

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