We all need time away from work, whether it’s for vacation, a business trip, or personal reasons. Setting up an out-of-office (OOO) message is essential to let your colleagues, clients, and other contacts know that you won’t be available to respond to emails or calls.
A well-written out-of-office message ensures that communication continues smoothly, even when you’re away. It manages expectations, provides important information, and can redirect urgent matters to someone else if needed.
In this article, we’ll guide you through how to craft an effective OOO message, complete with examples for various situations and tips for making it professional and clear.
What Should an Out-of-Office Message Include?
A great out-of-office message is concise, professional, and informative. Here are the key elements it should include:
- Reason for your absence: You don’t need to go into too much detail, but providing a brief reason helps explain why you’re not available.
- Duration of your absence: Clearly state the dates you’ll be out of the office and when you’ll return. This helps set clear expectations for when people can expect a response.
- Alternate contact information: If there’s someone covering for you, provide their contact details so urgent matters can be handled in your absence.
- Polite tone: Even if it’s an automated message, maintain a friendly and professional tone.
- Optional personalization: Add a personal touch by wishing the recipient a good day or holiday season, depending on the timing of your message.
Examples of Out-of-Office Messages
1. Standard Out-of-Office Message
This is the most commonly used format for out-of-office messages. It’s short, polite, and gives all the necessary information.
Subject: Out of Office: [Your Name]
Hi,
Thank you for your email. I am currently out of the office and will return on [Date]. During this time, I will have limited access to email, and there may be a delay in my response.
If your matter is urgent, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone].
Thank you for your understanding, and I will respond to your email as soon as possible upon my return.
Best regards,
[Your Name]
2. Out-of-Office Message for Vacation
If you’re taking a personal vacation, it’s nice to let people know that you’re away and not just unavailable for work-related reasons.
Subject: Out of Office: [Your Name]
Hi,
I am currently out of the office on vacation and will return on [Date]. I will not be checking emails during this time. If your request is urgent, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone].
I look forward to getting back to you after I return!
Best regards,
[Your Name]
3. Out-of-Office Message for a Business Trip
Sometimes, you may be out of the office but still able to respond to urgent matters. In this case, you can modify the message accordingly.
Subject: Out of Office: [Your Name]
Hello,
I am currently traveling for business and will have limited access to my email until [Date]. I will try to respond to urgent emails as soon as I can, but there may be delays.
For immediate assistance, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone].
Thank you for your understanding.
Best regards,
[Your Name]
4. Out-of-Office Message for a Holiday
During the holiday season, it’s common to include a festive touch to your out-of-office message.
Subject: Out of Office for the Holidays
Hello,
Thank you for your email. I am currently out of the office celebrating the holidays and will return on [Date].
If your matter is urgent, please reach out to [Alternate Contact Name] at [Alternate Contact Email/Phone]. Otherwise, I will respond to your email as soon as possible after my return.
Happy holidays!
Best regards,
[Your Name]
5. Out-of-Office Message Without Alternate Contact
If you don’t have someone to refer contacts to while you’re away, you can simply let people know you’ll respond when you’re back.
Subject: Out of Office: [Your Name]
Hi,
Thank you for your message. I am currently out of the office and will return on [Date]. I will not be checking emails regularly during this time, but I will respond to your message as soon as I can after my return.
Thank you for your patience.
Best regards,
[Your Name]
6. Conference/Training
Hi,
I am currently attending a conference/training from [Date] to [Date] and will have limited access to email.
For urgent matters, please contact [Alternative Contact] at [email].
Thank you for your patience, [Your Name]
7. Extended Leave
Hello,
I am on an extended leave until [Date]. During this time, I will not have access to my email.
For immediate concerns, please contact [Contact Person] at [email].
Thank you for your understanding, [Your Name]
8. Limited Availability
Hello,
I am currently out of the office with limited access to email until [Date]. I will do my best to respond to your message when I can.
For urgent matters, please contact [Alternative Contact].
Thank you, [Your Name]
9. Medical Leave
Hi,
I am currently on medical leave and will return to the office on [Date]. During this time, I won’t be able to respond to emails.
Please reach out to [Alternative Contact] for immediate assistance.
Best regards, [Your Name]
10. Parental Leave
Hello,
I’m currently on parental leave and will be out of the office until [Date]. During this time, I will not be checking emails.
For urgent inquiries, please contact [Contact Person] at [email].
Thank you, [Your Name]
11. Working Remotely
Hi,
I’m currently working remotely and may take longer to respond than usual. I will reply to your email as soon as possible.
If your matter is urgent, please contact [Alternative Contact].
Thank you for your patience, [Your Name]
Tips for Writing the Perfect Out-of-Office Message
- Keep it professional but friendly: Even if you’re taking time off for personal reasons, keep your tone professional and polite.
- Be clear about availability: If you won’t have access to your email at all, make sure to state that so people know not to expect an immediate response.
- Offer an alternate contact if necessary: If there’s someone handling your duties while you’re away, make sure to provide their contact information.
- Avoid oversharing: You don’t need to provide a long explanation about why you’re out of the office. A simple, professional reason suffices.
- Set clear expectations for your return: Let people know exactly when they can expect to hear back from you.
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FAQs
Can I customize my out-of-office message for different recipients?
Yes, some email platforms allow you to customize your message for internal and external contacts, so you can tailor the information based on the recipient.
Should I check my email while I’m out of the office?
It depends on your situation. If you’re on vacation or sick leave, it’s best to disconnect fully. If you’re on a business trip, you may choose to check emails occasionally.
How far in advance should I set my out-of-office message?
Ideally, you should set your out-of-office message on your last working day before you leave, but there’s no harm in setting it earlier, especially if your workload is high.
What if I forget to set an out-of-office message?
You can still set it up remotely if you forget, as most email providers allow you to access your account from any device.
Should I mention the reason for my absence?
It’s polite to give a brief explanation, but you don’t need to go into details, especially if it’s a personal matter.
Conclusion
Crafting a professional and clear out-of-office message is essential for maintaining smooth communication while you’re away. Whether you’re going on vacation, a business trip, or taking a personal day, the key is to set expectations, provide important information, and maintain a friendly tone.
By using the examples and tips provided, you can create an out-of-office message that reflects your professionalism while ensuring your contacts know when they’ll hear from you again.
Manisha is a digital writer providing guidance in career development and growth. She facilitates skill development and implementation of the right strategies for advancement. At Jobera, She documents content around the latest market trend analysis, insights, and career planning.