How To Write an Out-of-Office Message: 10 Examples

Good communication keeps the gears grinding, even when you’re away from work. An out-of-office message, or OOO message, is a small but powerful way to keep everything running smoothly while you’re off the grid. Whether you’re taking a well-earned vacation, on sick leave, or simply unplugging, a thoughtful OOO message lets your contacts know what to do in your absence. 

Here’s how to draft an OOO message that ticks all the boxes: clear, concise, and just the right tone. Learn what information to include and examples you can tailor to fit your needs. Your OOO message can work as seamlessly as you do. 

What does out of office mean?

An OOO message is an automatic reply email that lets people know you’re temporarily unavailable. It’s a simple way to keep professional communication when you aren’t at your desk. A good OOO message sets clear expectations, letting your contacts know when you will return and how to follow up in your absence. 

Use an OOO message whenever you can’t check or respond to emails, whether it’s attending a conference for the day or taking an extended holiday. Here are some common situations: 

• Maternity or paternity leave
• Vacations and holidays
• Sick leave
• Conferences, business trips, and professional meetings
• Unexpected emergencies
• Personal days

How to write an out-of-office message

An OOO message is professional and practical to keep productivity up while you’re away. Here’s what to include in a clear, helpful email or message: 

• Concise subject line: Your subject line should immediately indicate your absence. For example, “OOO until June 26.” This helps your message stand out in crowded inboxes.
• Greetings and sign-off: A professional greeting and closing is good etiquette, regardless of the message. Start with a polite salutation, like “Hello, thank you for reaching out,” and end with a courteous sign-off, like “I look forward to connecting when I return.” 
• A short explanation for your absence: You don’t have to share every detail with email recipients, but it’s helpful to provide a short reason for being OOO. Something as simple as “I’m currently on maternity leave” or “I’m attending a conference” is professional and to the point. 
• The duration of your OOO: Let colleagues know when you’ll return, whether it’s a few days or a couple of weeks away. A straightforward sentence like “I’ll be out from [start date] to [end date]” is all you need. 
• Alternative contact information: While some contacts might be able to wait for your return, other situations require immediate assistance. Provide the name and contact details of a colleague who can handle inquiries.
• A note about response times: If you plan to check your inbox, let your contacts know. Write something like, “I will have limited access to email and will respond as soon as possible.” 

5 things to avoid in your out-of-office message

Crafting a simple OOO message isn’t always easy. Here are five common mistakes to avoid:

1. Being overly informal: Your communication skills reflect your professionalism. Being too casual can send the wrong message to the sender about what it’s like to work with you. Avoid using slang, emojis, or bad grammar that could come off as unprofessional. 
2. Not providing a contact: Don’t leave colleagues and clients in the dark. Always include a reliable contact person so urgent matters can be addressed without delay. 
3. Overload with deals: Keep it simple — there’s no need to overshare. A brief explanation like “I’m on vacation” is enough information. 
4. Being vague about your return date: Letting a sender know you’ll “be back soon” creates uncertainty. Share the exact dates so people know when to expect a reply.
5. Forgetting to update your OOO message: After you return, don’t forget to turn off your OOO auto-reply. An outdated message confuses colleagues and makes it look like you don’t pay attention to your email inbox. 

10 professional and effective out-of-office message examples

Whether you’re on a leave or catching rays on the beach, here are 10 automatic reply examples to inspire you: 

1. Vacation

Thank you for your email. I’m currently OOO on vacation. I will not check emails until I return on [date]. If this is an urgent matter, please contact [contact name] at [email or phone number]. Otherwise, I will respond when I return to the office. 

2. Maternity or paternity leave

Hello. I am currently on maternity leave and will be OOO until [date]. During my absence, please reach out to [alternative contact name] at [email or phone number] for immediate assistance. I will respond to emails once I return. 

3. Sick leave

Thanks for reaching out. I am currently out sick and checking emails periodically. I anticipate returning to my desk on [date]. I will respond to your email as soon as I am back on my feet. If your inquiry is urgent, please contact [contact name] at [contact information]. 

4. Conference

Thank you for writing. I am currently attending [name of conference] and will be out of the office until [date]. I have limited access to my inbox. For urgent matters, please contact [contact name] at [contact information]. I will get back to you as soon as possible. 

5. Business travel

Hello. I’m currently traveling on business and will be away from my desk until [date]. I will check my email intermittently, but my responses might be delayed. If your email is urgent, please get in touch with my colleague [contact name] at [contact information]. I appreciate your understanding. 

6. Intense work period

Thank you for your email. I’m currently focused on a project with limited availability. I will not be checking emails until [date]. I will respond as soon as I can, but for urgent issues, please contact [contact name] at [contact email]. Apologies for any inconvenience, and thank you for your patience. 

7. Leave of absence 

Thank you for contacting me. I’m currently on a leave of absence and will be unavailable until [date]. For immediate assistance, please contact [contact name] at [contact information]. I will follow up when I return. Best. 

8. Team retreat

I am OOO for a team retreat and will not check emails until [date]. If you need urgent assistance, please contact [contact name] at [contact email]. I’ll respond to your email upon my return. 

9. General absence

Thanks for your message. I’m out of office today and will respond to your email tomorrow. If you need immediate assistance, please reach out to [contact name] at [contact information]. Thank you. 

10. Holiday

Our offices are currently closed for the holidays. We will return on [date]. For urgent matters, please reach out to [contact name] at [contact email or phone number]. Thank you, and happy holidays. 

Out of the office? Otter’s got you covered

A little time away from your desk shouldn’t tank your productivity. With Otter AI Chat, you can draft an out-of-office email in seconds. Plus, Otter can auto-join your meetings while you’re out so you can catch up on lost meetings with automated notes, summaries, and action item lists. 

You get some rest. Let Otter worry about keeping you informed and engaged upon your return.