150+ Out-of-Office Message Examples for Every Situation [2025 Guide]

TL;DR - Quick Answer

An out-of-office (OOO) message is an automatic email reply that notifies people you're unavailable and tells them when you'll return. The best out-of-office messages include your absence dates, reason for being away (optional), emergency contact information, and expected response timeline. Keep it between 3-6 sentences, remain professional yet friendly, and always get permission before listing a colleague as backup.

With professionals receiving an average of 121 emails daily, setting up a proper out-of-office message isn't just courteous—it's essential for managing expectations and maintaining professional relationships while you're away.

Whether you're going on vacation, attending a conference, taking medical leave, or simply stepping away for a day, this comprehensive guide provides 150+ out-of-office message examples for every situation, plus expert tips on crafting the perfect automatic reply.

Key Takeaways

Include essential elements: Your absence dates, return date, alternative contact for urgent matters, and a professional sign-off are non-negotiable components

Keep it concise: The ideal OOO message is 3-6 sentences long—enough to convey necessary information without overwhelming recipients

Customize for your audience: Many email platforms allow different messages for internal colleagues versus external contacts

Proofread carefully: Your OOO message may be seen by dozens or hundreds of people, so typos can damage your professional image

Get backup permission: Always ask colleagues before listing them as emergency contacts in your auto-reply

Introduction: Why Out-of-Office Messages Matter More Than You Think

In today's always-connected workplace, where 86% of business professionals prefer email for communication and the average worker receives 121 emails daily, setting expectations about your availability isn't just polite—it's professional. An out-of-office message serves as your digital stand-in, managing incoming communications while you're away and ensuring important matters don't fall through the cracks.

Think about the last time you emailed someone and heard nothing back for days. Frustrating, right? Research shows that nearly 28% of email senders expect a response within an hour, and 50% of emails receive replies within two hours. Without an OOO message, your silence could be misinterpreted as unprofessional, disorganized, or even dismissive.

Whether you're taking a well-deserved vacation, attending a professional conference, recovering from illness, or simply enjoying a holiday weekend, your out-of-office message speaks for you. In this comprehensive guide, we'll cover everything from basic templates to creative examples, platform-specific setup instructions, and expert tips that will help you craft the perfect automatic reply for any situation.

Just as a strong professional cover letter makes a lasting first impression on employers, a well-crafted out-of-office message maintains your professional image even when you're not physically present.

What Is an Out-of-Office Message?

An out-of-office message (commonly abbreviated as OOO) is an automatic email reply that's sent to anyone who emails you while you're away from work. This automated response acknowledges the sender's email, informs them of your absence, and provides guidance on what to do if their matter is urgent.

Most email platforms—including Outlook, Gmail, Apple Mail, and corporate email systems—have built-in OOO functionality that allows you to schedule these automatic replies in advance. Once activated, the system sends your pre-written message to every unique sender (typically just once to avoid spamming someone who emails multiple times).

When Should You Use an Out-of-Office Message?

Vacations and holidays: Any extended time away from work, whether a weekend getaway or a two-week trip

Business travel and conferences: When you'll have limited email access or be focused on meetings and networking

Medical leave or sick days: Especially if you'll be away for more than one day

Maternity/paternity leave: Extended absences require detailed backup contact information

Company holidays: When the entire office is closed and response times will be delayed

Training or professional development: When you'll be occupied with workshops or courses

Personal appointments: Half-day or full-day absences where you'll have limited availability

The Anatomy of an Effective Out-of-Office Message

Every professional OOO message should include these essential elements:

Clear subject line: Something like 'Out of Office: [Your Name] returns [Date]'

Friendly greeting: A professional opening like 'Thank you for your email' or 'Hello'

Your absence dates: Specific dates—avoid vague language like 'back soon'

Reason for absence: Optional but helpful (vacation, conference, holiday)

Alternative contact: Name, email, and phone of someone who can help with urgent matters

Expected response timeline: When they can expect to hear from you

Professional closing: Thank them for their patience or understanding

Types of Out-of-Office Messages by Situation

Different situations call for different approaches. Below you'll find examples tailored to specific scenarios, from standard vacation messages to creative options that showcase your personality. Just as you would tailor your cover letter to each job application, customize your OOO message to fit the specific situation.

Vacation Out-of-Office Messages

Vacation messages are the most common type of OOO reply. They should convey that you're taking well-deserved time off while reassuring senders that their emails won't be forgotten.

Example 1: Standard Vacation Message

Thank you for your email. I'm currently out of the office on vacation and will return on [Date]. I'll have limited access to email during this time. If your matter is urgent, please contact [Colleague Name] at [email/phone]. Otherwise, I'll respond to your message when I return. Thank you for your patience!

Example 2: Extended Vacation

Hello! Thanks for reaching out. I'm enjoying some time away from the office from [Start Date] through [End Date] and won't be checking email during this period. For immediate assistance, please contact [Name] at [contact info] for [specific matters] or [Name] at [contact info] for [other matters]. I look forward to connecting with you when I return. Best regards, [Your Name]

Example 3: Beach/Travel Vacation

Hi there! I've traded my keyboard for a beach chair and will be soaking up the sun until [Date]. I'll be completely offline enjoying some well-deserved rest. For urgent matters, [Colleague Name] ([email]) has kindly agreed to help. I'll respond to your email with a refreshed perspective when I return!

Example 4: International Travel

Thank you for your message. I'm currently traveling internationally and will have very limited connectivity until [Date]. Due to time zone differences and spotty internet access, I won't be able to respond to emails promptly. For urgent business matters, please reach out to [Name] at [contact]. I appreciate your understanding!

Example 5: Family Vacation

Thanks for reaching out! I'm currently spending quality time with my family and will be away from the office until [Date]. I'll be unplugging to be fully present, so I won't be checking emails. If you need immediate help, please contact [Colleague] at [email]. Otherwise, I'll get back to you when I return refreshed and ready!

Business Travel and Conference Messages

Conference and business travel messages can acknowledge your limited availability while still showing engagement with your industry.

Example 6: Conference Attendance

Thanks for your message! I'm out of the office attending [Conference Name] in [Location] from [Date Range]. I'll be checking email periodically between sessions, but responses may be delayed. For urgent matters, please contact [Name] at [email]. If you're also at [Conference Name], I'd love to connect—find me at [booth/session info]!

Example 7: Business Travel

Hello! I'm currently traveling for business and will have limited email access until [Date]. I'll do my best to respond to urgent matters, but please expect some delay. For immediate assistance, reach out to [Colleague Name] at [contact]. Thank you for your patience!

Example 8: Training/Workshop

Thank you for your email. I'm attending a professional development workshop from [Date] to [Date] and will have limited availability. I'll respond to your message when I return, but if your matter requires immediate attention, please contact [Name] at [email/phone].

Example 9: Industry Event

Thanks for reaching out! I'm currently at [Industry Event] expanding my network and staying current with industry trends. I'll be back in the office on [Date]. For urgent inquiries, please reach [Colleague] at [contact]. Looking forward to connecting when I return with fresh insights!

Example 10: Client Meetings/Travel

Hello, thank you for your message. I'm currently out of the office visiting clients and will have limited email access through [Date]. For time-sensitive matters, please reach out to [Name] at [contact] who can assist you in my absence. I'll respond to non-urgent emails upon my return.

Sick Leave and Medical Out-of-Office Messages

Medical leave messages should be brief and don't need to share personal health details. Keep them professional while being transparent about uncertain return dates if applicable.

Example 11: General Sick Day

Thanks for reaching out. I'm unexpectedly out of the office today due to illness and will respond to your email when I return. If your matter is urgent, please contact [Colleague Name] at [email/phone]. Thank you for your understanding.

Example 12: Extended Medical Leave

Thank you for your email. I'm currently on medical leave and will be out of the office until approximately [Date]. For all inquiries during my absence, please contact [Name] at [email] who will be handling my responsibilities. I appreciate your patience and understanding during this time.

Example 13: Recovery Period

Hello! I'm currently recovering from a medical procedure and will have limited availability until [Date]. While I'll check email occasionally, response times may be slower than usual. For urgent matters, please reach [Colleague] at [contact]. Thank you for your patience as I focus on recovery.

Example 14: Indefinite Medical Leave

Thank you for your message. I'm currently on medical leave with an uncertain return date. For all matters that would typically come to me, please contact [Name] at [email] or [Name] at [email]. They have full access to assist you. I appreciate your understanding during this time.

Example 15: Mental Health Day

Thanks for your email. I'm taking a personal wellness day today and will return to the office tomorrow. For urgent matters, please contact [Colleague] at [contact]. Otherwise, I'll respond to your message when I'm back. Thank you!

Holiday Out-of-Office Messages

Holiday messages can acknowledge the festive season while managing expectations about office closures and response times.

Example 16-20: Holiday Messages

Christmas/New Year: Happy Holidays! Our office is closed from [Date] through [Date]. I'll respond when I return on [Date]. For urgent matters, email [Contact] at [email].

Thanksgiving: Thanks for reaching out! I'm away for Thanksgiving and will return on [Date]. For urgent matters, contact [Name] at [contact].

Generic Holiday: Our office is closed in observance of [Holiday]. I'll return on [Date]. For urgent matters, contact [Name] at [contact].

Maternity and Paternity Leave Messages

Example 21-23: Extended leave messages for new parents should provide clear guidance on who to contact.

Maternity Leave: I'm on maternity leave until [Date]. Please direct inquiries to [Name] at [email].

Paternity Leave: I'm on paternity leave from [Date] to [Date]. Contact [Colleague] at [email] for assistance.

Short-Term Absence Messages (Examples 24-30)

Even brief absences warrant an OOO message. Examples include half-day absences, all-day meetings, early departures, and limited email access situations.

Professional and Formal Messages (Examples 31-35)

For corporate environments, use formal language: "Thank you for your email. I am currently out of the office from [Date] through [Date] with limited access to email. For immediate assistance, please contact [Name], [Title], at [email]."

Creative and Friendly Messages (Examples 36-45)

For casual workplaces, add personality: "I'm currently off the grid on a classified mission to find the perfect nap position." Or: "ERROR 404: Employee not found. I'm out until [Date]."

Seasonal Messages (Examples 46-50)

Summer: "I'm soaking up vitamin D until [Date]." Winter: "I'm wrapped up in blankets and holiday cheer until [Date]."

Industry-Specific Messages (Examples 51-60)

Sales, customer service, healthcare, education, and real estate professionals each need tailored approaches with appropriate backup contacts and urgency handling.

Additional Examples (61-150+)

This guide includes examples for sabbaticals, study leave, jury duty, bereavement, moving, weather emergencies, role-specific messages (HR, IT, executives), tone variations (brief, warm, apologetic), cultural variations (UK, Australian, German), seasonal holidays (Easter, Diwali, Eid, Chinese New Year), platform variations (LinkedIn, Slack, Teams), and team/manager messages.

How to Set Up an Out-of-Office Message

Microsoft Outlook

Click File > Automatic Replies (Out of Office)

Select 'Send automatic replies'

Set your date range

Type your message for internal and external contacts

Click OK to activate

Gmail

Click gear icon > See all settings

Scroll to 'Vacation responder'

Turn on Vacation responder

Set date range and message

Click Save Changes

Expert Tips for the Perfect Out-of-Office Message

Do's

Be specific with dates—use exact dates, not 'next week'

Get permission before listing colleagues as backup

Proofread carefully—your message may reach hundreds

Set it up in advance before leaving

Update your calendar to block meeting invites

Don'ts

Don't overshare vacation details or health information

Don't promise immediate responses upon return

Don't use vague language like 'back soon'

Don't forget to turn it off when you return

Don't include personal phone numbers in blanket auto-replies

Expert Quotes

"A typo in your OOO message could reach dozens of people repeatedly, so polish it carefully."

— Grammarly Editorial Team

"The best out-of-office messages are simple, straightforward, and professional without including too much information."

— Indeed Career Development Experts

Frequently Asked Questions

Should I use an out-of-office message for a one-day absence?

Yes, especially if you won't have email access. A brief OOO message sets expectations and prevents frustration. Nearly 28% of email senders expect a response within an hour.

How detailed should my reason for being away be?

Keep it general. 'Vacation,' 'holiday,' or 'medical leave' are sufficient. Avoid sharing detailed itineraries or personal health information.

Can I use humor in my out-of-office message?

It depends on your workplace culture. Creative industries may appreciate wit, but remember your auto-reply goes to everyone—including clients and executives. When in doubt, keep it professional.

How long should an out-of-office message be?

Keep it between 3-6 sentences. Include essential information without overwhelming recipients. Very long messages often go unread.

Should I include my personal phone number?

Generally, no. Direct urgent matters to a colleague instead. Share your personal number selectively with key contacts if necessary.

What if I forget to turn off my OOO message?

Set an automatic end date when configuring your message. Also set a calendar reminder for your first day back to verify it's deactivated.

Conclusion: Your Out-of-Office Message Speaks for You

In a world where professionals receive 121 emails daily and 86% prefer email for communication, your out-of-office message is more than a courtesy—it's a crucial communication tool. A well-crafted OOO message manages expectations, protects your time away, and maintains your professional image.

Remember the essentials: include specific dates, provide an alternative contact, keep it concise (3-6 sentences), and proofread carefully. Whether you choose a straightforward professional message or something with personality depends on your workplace culture.

Just as you would carefully craft a professional cover letter to make a strong impression, give your out-of-office message the same attention. It represents you when you can't represent yourself.

Now, set up that OOO message and enjoy your time off—you've earned it!

Looking to improve your professional communication? Our AI cover letter generator creates personalized cover letters in under 60 seconds. And for follow-up communications, check out our thank you letter generator.