Out-of-Office Message | Examples & Tips

An out-of-office message (sometimes called an OOO message) is an automatic reply email that notifies anyone trying to contact you that you are away.

An automatic reply is a response that is automatically sent to anyone who emails you. Automatic replies can be configured for a specified time. It is conventional to set an automatic reply out-of-office message when you will be away from work for an extended period.

When should I write an out-of-office email?

You should set up an out-of-office message when you will not be able to respond to emails for an extended period of time, like when you are on vacation, maternity leave, or medical leave.

What is considered an extended period of time will change depending on your line of work. If you are involved in time-sensitive projects or if people expect you to respond to messages quickly, you may want to set an automatic reply if you are out of office for even a few hours. Generally, an out-of-office message should be enabled when you won’t be checking your email over several days or weeks.

At times, you may have limited access to email due to other work events, such as conferences or training. Consider also setting an out-of-office message in such situations.

What should I include in an out-of-office email?

An out-of-office message should be concise and professional. At the very minimum, you should note when you will be out of office and who can be contacted about time-sensitive issues during this time. You should consider including the following information.

• A professional greeting: As with any email, an out-of-office message should begin by greeting the person who is contacting you. For example, you can start the email with “hello.”
• Why you are away: Provide a brief description of your absence. It’s completely fine not to provide many details on where you are.
• When you will be back: You should note when you will return to work. You can also optionally note whether you will have some or no access to email during this time.
• Who to contact instead: You should provide the contact information for someone who can handle urgent matters while you are away. Be sure to notify this person that they are your point of contact!
• A sign off: End the email with a sign-off and your name.

Putting it all together, your out-of-office message should look something like the message below. Copy and paste it for your own use; just remember to replace the highlighted text with your own information.

What not to include in an out-of-office email

There are certain things you may want to exclude from your out-of-office message. Think twice before including the following:

• Too much personal information: Out-of-office emails are generally used in professional settings, and it’s important to remember that they will be sent to anyone who emails you. Limit sharing any unnecessary details to protect your privacy and to respect boundaries in your professional relationships.
• Informality: Even if you’re on vacation, the people trying to contact you might not be! Use the same tone for your out-of-office message that you would use for any other email.
• Personal contact details: It may be tempting to provide an alternative way for people to reach you, like your personal cell phone number. Before you do this, consider whether you want or need to be pulled into work matters during your absence.

Internal vs external out-of-office messages

Some email platforms allow you to send different out-of-office messages to internal contacts (people within your company) and external contacts (anyone else).

You may want to take advantage of this setting if there is different information you’d like to provide to your colleagues versus, for example, clients.

Out-of-office message examples

Here are some out-of-office message templates for different situations. Simply copy and paste the one you like and update it with your own information.

Maternity leave out-of-office message example

The following template can be used for pregnancy, maternity, or parental leave.

Vacation out-of-office message example

This template is for personal vacation.

Public holiday out-of-office message example

Setting an out-of-office message during public holidays is especially important when you expect to receive emails from people who live in different countries, as their public holidays may not align with yours.

If your colleagues are also away from work over the holidays, you may decide not to list a point-of-contact. In this case, be sure to clearly communicate when someone can expect to hear back from you.

Medical or personal leave out of office message example

Setting an automatic reply out-of-office message can help you focus on personal matters without worrying about work. Remember that there is no need to provide details on why you are away.

If you aren’t sure when you will be back in office, it’s a good idea to acknowledge this uncertainty.

Conference or training out of office message example

Use the following template for an automatic reply when you have professional training or conferences.

Frequently asked questions about out-of-office messages

What does OOO stand for?

“OOO” is a common abbreviation for the term “out of office.”

When you will be away from work for an extended period of time, it’s a good idea to set up an automatic reply out-of-office message. This message will be sent to anyone who tries to email you.

As with any professional communication, you’ll want to make sure your out-of-office message is free from spelling and grammar mistakes. QuillBot’s free AI Grammar Checker can help you catch and correct any mistakes when drafting any email.

How do I set up an out of office message?

How you set up an out-of-office message varies between email platforms. Look for an option in your general or account email settings called “Automatic Replies” or “Vacation Responder.”

Once you’ve found the right setting, you can turn on automatic replies, draft your message, and specify when you’d like these messages to be sent.

Struggling to strike the right tone when drafting your out-of-office message? QuillBot’s Paraphrasing Tool can help you rewrite your message in a more formal or friendly way.

What’s a good out of office sick message?

The following template can be used as an out-of-office message when you’re sick and cannot work:

Hello,

Thank you for your email. I am currently unwell and will not be responding to messages at this time. I anticipate returning to work on DATE. For urgent matters, please contact NAME (EMAIL).

Best,

YOUR NAME

Do you need to write an out-of-office email that isn’t in your native language? QuillBot’s free AI Language Translator can help!

What is an automatic reply in email?

An automatic reply is an email that is sent to anyone who emails you. You can set up automatic replies to occur during a specific time period, like when you’re away from work.

If you set up an automatic reply out-of-office message, remember that it will be sent to anyone who emails you. To make sure your message is error-free before it’s automatically sent to clients and colleagues, try QuillBot’s free AI Grammar Checker.