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21 out of office email templates & examples
TL;DR
At minimum, an out of office message needs your return date and one colleague who can help.
Copy the sample below and fill in the brackets. The table further down has a template for every other situation.
In Outlook, open Automatic replies from Accounts in your settings, or from File in classic Outlook. In Gmail, open Settings > See all settings > General > Vacation responder.
Add your name and contact details to the end of your out of office message yourself.
Need to write your message fast?
Use Exclaimer's out-of-office message generator to build a ready-to-use reply in seconds.
What is a standard out of office message you can copy?
Copy this standard out of office message, fill in the brackets, and use it for any short absence. Pick a template below if your situation is different.
Suggested subject line: Out of office: [Your name] returns [Date]
Hi,
Thank you for your email. I'm out of the office until [DATE] and will reply when I'm back.
If your message is urgent, please contact [COLLEAGUE NAME] at [EMAIL ADDRESS or PHONE NUMBER].
Best,
[YOUR NAME]
A formal version for clients and senior contacts:
Dear sender,
Thank you for your email. I'm away from the office until [DATE] and will respond on my return.
For urgent matters, please contact [COLLEAGUE NAME] at [EMAIL ADDRESS or PHONE NUMBER].
Kind regards,
[YOUR NAME]
What should an out-of-office message contain?
An out of office message should say why you're away, when you'll be back, and who to contact. It's also called an away message or auto-reply, and it's an automatic email response that tells senders you're unavailable. A good one is short and covers the points below.
Give a brief reason, such as vacation or a conference. Skip medical details and travel plans.
Give an exact return date. "Back on July 14" tells a sender more than "back soon."
Say whether you'll check email, and how often.
Name one colleague for urgent matters, with an email address or phone number. Ask that colleague first.
Proofread before you switch the message on. A typo goes to everyone who writes to you, including clients.
What should an out-of-office subject line say?
Open an out of office subject line with "Out of office" or "OOO," short for out of office. Add your return date so senders know you're away before they open the message. Keep it short enough to read on a phone.
Situation | Subject line |
Standard absence | Out of office: [Your name] returns [Date] |
Date range | Out of office: [Start date] to [Return date] |
Short, minimal | Out of office until [Date] |
Internal, informal | OOO until [Date], [Colleague] covering |
Company closure | Office closed for [Holiday], back [Date] |
When you're unsure, use the standard absence format.
Which out of office template fits your situation?
Find your situation to see what to include and what to leave out. The full template for each one follows.
Situation | Include | Leave out |
|---|---|---|
Vacation | Return date, alternative contact | Where you're going, your itinerary |
Sick leave | Estimated return date if known, alternative contact | Medical details, diagnosis |
Short-term absence | Return time or date, next steps | A promise of an immediate reply |
Unexpected absence | Alternative contact, brief reason | Long explanations |
Limited email access | Access level, expected reply time | Response times you can't meet |
Public holiday | Reopening date, time zone if relevant | Heavy promotion of the holiday |
Internal | Return date, covering colleague | Language you wouldn't use with management |
Parental leave | Leave dates, monitoring status, covering contact | Personal details about your family |
Lead generation | One call to action, return date | Several calls to action, a salesy tone |
Remote work | Access level, response expectation | Any suggestion that you're unreachable |
Training | Event dates, response timeline | Detail about the training |
Bereavement | Alternative contact | The nature of the loss, an unconfirmed return date |
Email forwarding | Forwarding contact, expected replies | Leaving senders unaware their email was forwarded |
Leaving the company | Successor contact, account deactivation date | Why you left, where you're going |
What should you write when you're taking time off?
Vacation out of office message
A vacation out of office message needs only your return date and a colleague who can handle urgent matters. It's also called a PTO (paid time off) or annual leave auto-reply. You don't need to say where you're going or whether you'll be out of the country.
Suggested subject line: Out of office: [Your name] returns [Date]
Hi there,
Thank you for your email. I'm on vacation until [DATE] and won't be checking email during this time.
For urgent matters, please contact [CONTACT NAME] at [EMAIL ADDRESS or PHONE NUMBER]. I'll reply to everything else when I return.
Kind regards,
[YOUR NAME]
A shorter version for a quieter inbox:
Hi,
I'm on vacation with no access to email. I'll be back at work on [DATE].
If your message needs immediate attention, please contact [NAME] at [EMAIL ADDRESS].
Best,
[YOUR NAME]
Sick leave out of office message
A sick leave out of office message needs an estimated return date, if you have one, and a colleague who can help in the meantime. Leave out the diagnosis and any medical details. If you don't know when you'll return, leave the date out rather than guess.
Suggested subject line: Out of office — currently unavailable
Hi,
I'm out of the office on sick leave and won't be responding to email. I expect to return on [ESTIMATED DATE].
Please contact [NAME] at [EMAIL ADDRESS or PHONE NUMBER] for anything urgent.
Many thanks,
[YOUR NAME]
Short-term absence out of office message
A short-term absence message covers a few hours to a couple of days. It tells senders when you expect to reply and who can help sooner. Send one even for a few hours, so senders don't wait on a reply that isn't coming.
Suggested subject line: Out of office until [Date]
Hi,
I'm away from the office today ([DATE]) and will reply as soon as I can. For urgent matters, please contact [COLLEAGUE NAME] at [EMAIL ADDRESS].
All the best,
[YOUR NAME]
Unexpected absence out of office message
An unexpected absence message gives you no time to prepare. Keep it brief and factual. Say you're not available and name a colleague for urgent issues. You don't need a return date if you don't have one.
Suggested subject line: Out of office — unplanned absence
Hi,
I'm out of the office unexpectedly and not available to reply to email right now. Please contact [COLLEAGUE NAME] at [EMAIL ADDRESS] for anything urgent.
Thanks,
[YOUR NAME]
Maternity and parental leave out of office message
A parental leave message gives your leave dates and says whether you're monitoring email. It also names who's covering your work. Share nothing else about your family.
Suggested subject line: On parental leave until [Date]
Hi there,
Thank you for your email. I'm on [MATERNITY, PATERNITY, or PARENTAL] leave from [DATE] and plan to return on [DATE]. I won't be monitoring email during this time.
Please contact [NAME] at [EMAIL ADDRESS or PHONE NUMBER] about anything that needs a reply before I'm back.
Regards,
[YOUR NAME]
Bereavement leave out of office message
A bereavement leave message should be short and factual, and should name a colleague for urgent matters. You don't need to say who you've lost or promise a return date.
Suggested subject line: Out of office: personal leave
Hi,
Due to a personal loss, I'm out of the office for the foreseeable future and can't reply to email. Please contact [COLLEAGUE NAME] at [EMAIL ADDRESS] if you need anything urgent.
Best,
[YOUR NAME]
What should you write for work travel and limited email access?
Limited email access out of office message
A limited email access message tells senders you'll check email only now and then, so a reply will be delayed. Don't promise response times you can't meet.
Suggested subject line: Limited email access until [Date]
Hi there,
Thank you for your message. I'm out of the office because of [REASON] and will return on [DATE]. I'll check email now and then, so please expect a delay.
If your message is urgent, please contact [COLLEAGUE OR MANAGER NAME] at [EMAIL ADDRESS or PHONE NUMBER]. I'll reply to everything else when I'm back.
Best,
[YOUR NAME]
For a trade show, name the event and give a phone number:
Dear sender,
Thank you for your email. I'm exhibiting at [EVENT] in [LOCATION] from [DATE] to [DATE] and have limited access to email, so my reply will be delayed.
If you need me urgently, please call [PHONE NUMBER].
Many thanks,
[YOUR NAME]
For a speaking slot, invite senders attending the event to find you:
Hi there,
Thank you for your email. I'm speaking at [EVENT NAME] in [LOCATION] and will answer email when I can, so please expect a delay.
If you're attending [EVENT NAME], stop by [BOOTH NUMBER or STAGE] and we can catch up in person.
Regards,
[YOUR NAME]
Remote work out of office message
A remote work message tells senders you're working with limited email access and names who can help right away. Use a remote work message when you can still check email occasionally.
Suggested subject line: Working remotely: limited email until [Date]
Hi there,
Thank you for your message. I'm working remotely from [LOCATION] until [DATE] and may be slow to reply. Please contact [COLLEAGUE NAME] at [EMAIL ADDRESS] for immediate help.
Best,
[YOUR NAME]
Training out of office message
A training message gives the dates you're unavailable and a colleague to contact. The course itself needs no explanation, and a clear message stops senders from chasing a reply.
Suggested subject line: Attending [Event or Training] until [Date]
Hello,
I'm attending training from [START DATE] to [END DATE] and have limited access to email. Please contact [COLLEAGUE NAME] at [EMAIL ADDRESS] if you need urgent help.
Best,
[YOUR NAME]
What should you write for team and company situations?
Internal out of office reply
An internal out of office reply reaches every employee who emails you, including senior leadership. A relaxed tone is fine, but keep the language professional. Name who's covering your work and give your return date.
Suggested subject line: OOO until [Date]
Hi there,
I'm on [VACATION or LEAVE] until [DATE]. If you need help, please send your email to [NAME], who's covering my [WORKLOAD, INBOX, or PROJECTS] while I'm away.
If it's urgent, you can message me on [PHONE or CHAT HANDLE].
Thanks,
[YOUR NAME]
A looser version for a team with an informal culture:
Hi,
I'm out until [DATE] and won't be checking email. If something can't wait, [NAME] at [EMAIL ADDRESS] is covering for me and will be happy to help.
See you when I'm back,
[YOUR NAME]
Public holiday out of office message
A public holiday message tells senders your organization is closed and gives the reopening date. Add a time zone if senders are in other countries, and keep any mention of the holiday brief, because not every sender observes the holiday.
Suggested subject line: Office closed for [Holiday], back [Date]
Hi there,
Thank you for your email. Our offices are closed for [PUBLIC HOLIDAY] and reopen on [DATE]. I'll reply when we're back.
Regards,
[YOUR NAME]
Email forwarding out of office message
An email forwarding message tells senders that their email went to a named colleague. That way, a reply from someone they didn't write to doesn't cause confusion. Use it for longer absences, when messages need timely attention.
Suggested subject line: Out of office: messages being forwarded
Hello,
This is an automated reply. [NAME] is currently unavailable, and your email has been forwarded to [NAME] at [EMAIL ADDRESS]. They'll reply to you shortly.
Best regards,
[YOUR NAME]
Leaving the company out of office message
A leaving the company message tells senders you no longer work there and names the colleague who took over your responsibilities. Leave out why you left and where you're going. IT admins handling departures can use our guide to email signatures and auto-replies for departing employees. Add the message to the offboarding checklist next to forwarding rules and account deactivation.
Suggested subject line: No longer with [Company name]
Hi,
Thank you for your email. I left [COMPANY NAME] on [DATE] and can't be reached at this address.
For ongoing questions, please contact [NAME] at [EMAIL ADDRESS], who has taken over my responsibilities.
Best regards,
[YOUR NAME
If the account will be deactivated on a set date, add this line before your sign-off:
Please note that this email address will be deactivated on [DATE]. You may want to update your records.
Lead generation out of office message
A lead generation message adds one call to action with one relevant link and keeps the rest to a return date and a contact. A single sentence is enough.
Suggested subject line: Out of office until [Date]
Hi,
I'm attending [EVENT] from [DATE] to [DATE], so please expect a delay in my reply. If your message is urgent, please contact our [DEPARTMENT] team at [EMAIL ADDRESS].
If you'd like to try [PRODUCT NAME], you can sign up for a free trial at [LINK].
Best,
[YOUR NAME]
A content-promotion version:
Hi there,
Thank you for your message. I'm on vacation until [DATE] and won't have access to email. For urgent matters, please contact [CONTACT NAME] at [EMAIL ADDRESS or PHONE NUMBER]. I'll reply to everything else when I'm back.
While I'm away, you can read our new white paper on [TOPIC] at [LINK].
Best,
[YOUR NAME]
How do you set an out of office message in Outlook?
New Outlook and Outlook on the web
Open Accounts > Automatic replies in new Outlook for Windows and in Outlook on the web.
Outlook version | Where to find automatic replies |
|---|---|
New Outlook for Windows | View tab > View settings > Accounts > Automatic Replies |
Outlook on the web | Settings > Accounts > Automatic replies |
Open automatic replies as shown in the table.
Turn on automatic replies.
Select Send replies only during a time period and enter your start and end times.
Type your message.
To reach people outside your organization, use the option for your version. In new Outlook for Windows, select Send replies only to contacts to limit replies to senders in your Contacts list. In Outlook on the web, select Send replies outside your organization.
Select Save.
Tip
In Outlook for Windows, Microsoft Support recommends choosing Send replies only to contacts for people outside your organization. Replying to everyone sends your reply to every email you receive, including newsletters, advertisements, and potentially junk email.
Microsoft Support's Outlook guide also says the Automatic Replies feature doesn't support Gmail, Yahoo, or other Post Office Protocol (POP) or Internet Message Access Protocol (IMAP) accounts.
Sources: Microsoft Support's Outlook for Windows guide and its Outlook on the web guide.
Classic Outlook for Windows
Classic Outlook for Windows puts the setting under File > Automatic Replies. For shared mailboxes and admin-side setup, see our guide to automatic replies in Microsoft 365 and Outlook.
Select File > Automatic Replies.
Select Send automatic replies.
Optionally set a date range. Outlook turns the replies off at the end time you enter, and otherwise you turn them off yourself.
Type your message. With a work or school account, you can type one message on the Inside My Organization tab and another on the Outside My Organization tab.
Select OK.
Microsoft Support recommends choosing My contacts only for replies to people outside your organization.
Source: Microsoft Support's guide to out of office automatic replies in Outlook,
How do you set an out of office message in Gmail?
To set an out of office message in Gmail, turn on the vacation responder under Settings > See all settings > General. Gmail calls its out of office message the vacation responder.
On a computer, open Gmail, select Settings, then See all settings.
Under the General tab, go to the Vacation responder section and select Vacation responder on.
Fill in the date range, subject, and message.
Optional: To send the reply to your contacts only, check the box under the message.
Select Save Changes.
Google Support says the reply starts at 12:00 a.m. on the start date and ends at 11:59 p.m. on the end date, unless you end it earlier. The same person can get the reply again if they email you after four days while the reply is still on, or if you edit the reply.
Source: Google Support's guide to sending an automatic reply when you're out of office
How can IT admins set out of office messages for users?
Microsoft 365 and Exchange Online
Microsoft Learn documents the Set-MailboxAutoReplyConfiguration cmdlet. It's a PowerShell command that configures Automatic Replies settings for one mailbox in Exchange Online. An IT admin can use it to set a user's out of office message, with separate internal and external messages and a scheduled time window.
# Enable automatic replies for a userSet-MailboxAutoReplyConfiguration -Identity [email protected] -AutoReplyState Enabled -InternalMessage "I'm currently out of the office." -ExternalMessage "I'm currently out of the office."# Set a scheduled windowSet-MailboxAutoReplyConfiguration -Identity [email protected] -AutoReplyState Scheduled -StartTime "2026-07-01 09:00" -EndTime "2026-07-14 09:00" -InternalMessage "Out of the office until 14 July." -ExternalMessage "Out of the office until 14 July."# Check a user's current configurationGet-MailboxAutoReplyConfiguration -Identity [email protected]Set -ExternalAudience to Known to limit external replies to senders in the mailbox's Contact list, or to None to send no replies to external senders.
Admins can also set automatic replies for a user without PowerShell. In the Microsoft 365 admin center, select Users > Active users, choose the user, open Mail, and find Automatic replies. In the Exchange admin center, select Recipients > Mailboxes, choose the mailbox, select Others, then select Manage automatic replies.
Sources: Microsoft Learn: Set-MailboxAutoReplyConfiguration, How to set automatic replies on a user's mailbox in Microsoft 365 and User email settings in Microsoft 365
Google Workspace
In Google Workspace, an admin can set a user's vacation responder through the Gmail API. Gmail calls its out of office feature the vacation responder. Google's Gmail application programming interface (API) documentation says you can use the settings resource to configure an automatic reply for an account. Its code samples call the users.settings.updateVacation method for the signed-in user.
An admin can target another user. Google's reference for the method takes a user's email address as the userId and requires the gmail.settings.basic scope. Google also says a Workspace super administrator can grant a service account domain-wide authority to act on behalf of users in the domain. The app then names the user to impersonate.
Sources: Google's Gmail API vacation guide, its updateVacation reference, and its server-to-server OAuth guide
How do you add an email signature to an out of office message?
Platform | How to add your email signature |
|---|---|
Outlook in Microsoft 365 | Paste a plain-text version of your email signature at the end of the automatic reply. Outlook doesn't display images or other HTML in automatic replies |
Gmail | Set your email signature in Gmail settings. Google Support says it shows below your vacation reply |
Exclaimer's OnePoll survey of 1,000 US adults, announced on July 30, 2026, is nationally representative. In it, 23% said a professional, branded email signature makes a company email feel more trustworthy. They ranked it ahead of legal disclaimers (17%) and consistent formatting (16%).
IT teams can publish one short internal template so automatic replies match. It should carry the sender's name, job title, and contact details, plus any disclaimer text your legal team requires.
Sources: Exclaimer's support article and Google Support
How should an organization manage out of office messages?
An organization should give its out of office messages an owner and check them against its disclaimer policy. An automatic reply is outbound email from your domain. If your organization adds an email signature and a legal disclaimer by rule to standard outgoing email, check whether that rule also covers automatic replies in Microsoft 365 and Gmail.
We see it all the time from customers. Their disclaimer policy says to apply legal text to all outbound emails. But auto-replies are also outbound emails and they're often configured individually. This is outside the usual admin controls, and most IT teams don't check what's in them. So, the legal footer that's meant to appear on every other email sent from your domain suddenly isn't there.
Name one person who owns the out of office template. In regulated sectors, ask your legal team whether the disclaimer policy covers automatic replies and whether the template employees use carries the text. Don't assume it does.
Exclaimer publishes a specific manual workaround for the Microsoft 365 case (pasting the signature into the Outlook auto-reply template, though without images or HTML); it doesn't publish an equivalent step-by-step fix for Gmail, so treat the Google Workspace side as a confirmed limitation without a confirmed workaround, not an identical process to the Outlook one.
Standard outgoing email | Out-of-office auto-reply (Microsoft 365 or Google Workspace) | |
|---|---|---|
Email signature | Applied automatically by a centralized tool, if one's in place | On Microsoft 365, has to be pasted into the auto-reply template manually. On Google Workspace, the limitation is confirmed but Exclaimer doesn't publish a fix. |
Legal disclaimers | Applied automatically where policy requires it | Same gap, on both platforms |
Who's responsible for it | IT or whoever owns signature and disclaimer policy | Each employee, in the absence of a written template |
Tip
Exclaimer's Signature Rules let IT teams centrally manage email signature templates across Microsoft 365, Google Workspace, and Microsoft Exchange, applying consistent branding and legal content to standard outgoing email automatically.
Enhance your email communication with Exclaimer
At Exclaimer, we help 80,000+ organizations worldwide manage and automate their email signatures.
Writing one out-of-office message is easy. Keeping your email signature, branding, and disclaimers consistent across every other email your organization sends is the harder problem, and it's not one to solve by hand.
Exclaimer's Signature Rules apply them automatically to standard outgoing email across Microsoft 365, Google Workspace, and Microsoft Exchange, so IT isn't relying on each employee to get it right, even though the auto-reply itself still needs the quick manual check covered above.
Do you want to be one of them? Get started with a free trial.
