17 out of office email templates & examples

According to Lifewire, 62.86% of business professionals prefer using email to communicate for business purposes. Factor that in with an average white-collar worker sending 40 office emails a day, and you can clearly see that email is still the main communication method used in all manner of companies. 

However, it's not always possible for workers to answer every email they receive in a prompt fashion. People go on vacation, can get sick, or have other commitments that mean they can't or won't be able to answer their emails. An out-of-office message is an automated reply that tells senders you're away, covering why you're unavailable, when you'll return, and who to contact in your absence. If you're ever unable to respond to emails, it's important to set one up.

In this guide, we share some common out-of-office templates you can use and we'll guide you through the process of setting them up in both Outlook and Gmail.

Need to write your message fast? Use Exclaimer's out-of-office message generator to build a ready-to-use reply in seconds.

What should an out-of-office message contain?

A good out-of-office message covers the basics clearly: why you're away, when you'll be back, and who to call on in your absence. Here's what to include:

1. Why you're unavailable — a brief reason (annual leave, a conference, sick leave) is enough. You don't need to go into detail.
   
   

2. Your return date — specific dates are more useful to senders than vague timeframes. "Back on 14 July" is better than "back soon."
   
   

3. When to expect a reply — if you'll be checking emails occasionally, say so. If you won't be checking at all, make that clear too.
   
   

4. An alternative contact for urgent matters — include a colleague's name and email or phone number. Make sure they know in advance that you've listed them.
   
   

5. Professional language — your message goes to everyone who emails you: clients, partners, and colleagues at every level. Keep the tone consistent with how you'd want your organization to come across.
   
   

6. A proofread — typos stand out in automated messages. Check it before you switch it on.
   
   

7. A company email signature – this keeps your message on-brand and ensures any required legal disclaimers appear on every automated reply, just as they would on a standard outgoing email.

What should an out-of-office subject line say?

Your subject line is the first thing a sender sees. It should tell them you're away and when you'll be back before they've even opened the message.

Most email clients display 40–60 characters of a subject line on mobile, so keep it short. Lead with "Out of office" or "OOO" so the purpose is immediately clear, and include a return date where possible.

Here are five formats that work across different situations:

When in doubt, default to the standard format. "Out of office: [Your name] returns [Date]" works in every context, external and internal.

What out-of-office templates work best for every situation?

The templates below can be used for a variety of different circumstances. Use the table below to find the right template for your situation, then scroll to the full version.

1. Out-of-office messages for vacations

Annual leave is the most common reason for an out-of-office message. The only details you need to include are your return date and an alternative contact for urgent matters. You don't need to share where you're going.

You don't need to include details such as where you'll be going and if you'll be out of the country.

The most important point is that you won't be responding to emails during this time.

Suggested subject line: Out of office: [Your name] returns [Date]

2. Sick leave out-of-office messages

Sick leave messages don't need to include medical details. An estimated return date and a colleague's contact information are enough.

You don't need to tell the sender too much, but it's important to say if you won't be available. If it's a long-term illness, you might not have a date set for your return.

Do:

• State that you're unavailable and give an estimated return date if you have one

• Name an alternative contact for urgent matters

• Keep the message brief

Don't:

• Include medical details, a diagnosis, or the nature of your illness

• Commit to a specific return date if you're not certain

• Leave senders with no contact option

Suggested subject line: Out of office — currently unavailable

3. Out-of-office message for short-term absence

Short-term absences, from a few hours to a couple of days, still warrant an out-of-office message. It prevents senders from chasing a reply that isn't coming until you're back.

An out-of-office message for short-term absence is used to inform colleagues, clients, or contacts that you are temporarily unavailable. This is typically for a few hours or days, providing alternative contacts or timelines for your response.

Suggested subject line: Out of office until [Date]

4. Out-of-office message for unexpected absence

Unexpected absences don't allow time for preparation. A brief, factual message with an alternative contact is enough.

It often sets response time expectations and can provide alternative contact information. This helps maintain clear communication during disruptions.

Suggested subject line: Out of office — unplanned absence

5. Out-of-office message templates for delayed responses

If you have limited or intermittent email access while you're away, say so explicitly. Senders are more likely to wait when they know a reply is coming.

This will help set a sender's response expectations.

Suggested subject line: Limited email access until [Date]

6. Out-of-office template for public holidays 

Public holiday messages tell senders that your entire organization is closed. That's important context for anyone emailing from a different country or time zone who may not be aware of the holiday.

We don't recommend promoting the holiday too much in your reply as not all senders will celebrate it.

Suggested subject line: Office closed for [Holiday] — back [Date]

7. Internal out-of-office reply template 

Internal out-of-office messages are visible to every employee who emails you, including senior leadership. A slightly more relaxed tone is fine; an unprofessional one isn't.

Remember that any employee, including management, will be able to see this auto-response if they email you.

Suggested subject line: OOO until [Date]

For teams with a more informal culture, a second variant:

8. Maternity leave out-of-office template 

Parental leave messages follow the same structure as any other out-of-office message: absence duration, whether you're monitoring emails, and an alternative contact.

Taking maternal leave, and indeed any parental leave, often means more time off work than standard annual leave. However, the messaging you use in this auto-reply will be similar.

Do:

• State your leave dates and confirm whether you'll be monitoring emails

• Name who's covering your responsibilities

• Give senders a direct contact for ongoing work

Don't:

• Over-share personal details about your family situation

• Leave longer absences without a named covering contact

• Commit to checking emails if you won't be

Suggested subject line: On parental leave until [Date]

9. Lead generation out-of-office email messages 

Out-of-office messages can include a call to action without being intrusive. A single sentence with a relevant link is enough to keep marketing activity running while you're away.

As with email signatures, out-of-office messages can be used for lead generation purposes and promoting new content.

Suggested subject line: Out of office until [Date]

10. Remote work/offsite location out-of-office message

A remote work out-of-office message is appropriate when your email access is intermittent rather than absent. It sets expectations without suggesting you're completely out of contact.

Suggested subject line: Working remotely — limited email until [Date]

11. Professional training automatic reply

Training and workshop commitments are a valid reason for limited email access. A clear message prevents unnecessary follow-up from senders who'd otherwise assume no reply is coming.

Suggested subject line: Attending [Event/Training] until [Date]

12. Bereavement leave out-of-office notice

Bereavement leave messages should be short and factual. There's no obligation to explain the nature of the loss or commit to a return date if one isn't confirmed.

This message is appropriate during personal leave taken due to the loss of a loved one. It communicates sensitivity, helps maintain privacy, and directs senders to an alternative contact for urgent matters.

Do:

• Keep the message short and factual

• Provide an alternative contact for urgent matters

• Omit a return date if one isn't confirmed

Don't:

• Share details about the bereavement, the person you've lost, or your relationship to them

• Feel obligated to explain when you'll be back

• Apologize for your absence

Suggested subject line: Out of office — personal leave

13. Out-of-office message for email forwarding

Email forwarding is useful for extended absences where messages need timely attention. Letting senders know their email has been forwarded avoids confusion when they receive a reply from someone they didn't contact directly.

When you're out of the office for an extended period, your emails might be forwarded to another contact so important messages are addressed. It's essential to notify senders about this forwarding to avoid confusion.

Suggested subject line: Out of office — messages being forwarded

14. Leaving the company out-of-office message

A leaving message has a different job from a standard out-of-office reply. There's no return date, so the goal is to redirect senders permanently to whoever has taken over your responsibilities and to let them know your address is going away.

When you're leaving a company, keep the tone professional and neutral. The message will reach clients, partners, and contacts you may cross paths with again.

For IT admins, a leavers' out-of-office message is part of the offboarding checklist alongside forwarding rules and account deactivation.

Do:

• State clearly that you've left and redirect senders to a named successor

• Include when the account will be deactivated if that date is known

• Keep the tone professional and neutral

Don't:

• Explain why you left or where you're going

• Share opinions about the company or your role

• Leave senders without any alternative contact

Suggested subject line: No longer with [Company name]

If the account is being deactivated on a set date, add this line before the sign-off:

How do I set up an out-of-office message in Outlook?

Outlook's automatic replies feature lets you set separate messages for people inside and outside your organization, with optional start and end dates.

New Outlook and Outlook on the web (Microsoft 365)

1. Select the Settings gear icon (top right)
   
   

2. Click Accounts > Automatic replies
   
   

3. Toggle Automatic replies on
   
   

4. (Optional) Check Send replies only during a time period and set your start and end dates
   
   

5. Write separate messages for people inside and outside your organization
   
   

6. Click Save

Classic Outlook (2016 or later)

1. Click File > Automatic Replies (Out of Office)
   
   

2. Select Send automatic replies
   
   

3. Check Only send during this time range and select your start and end dates
   
   

4. Write your message in the Inside My Organization and Outside My Organization tabs
   
   

5. Click OK to save

Sources: Microsoft Support — Send automatic Out of Office replies from Outlook | Microsoft Learn — Set-MailboxAutoReplyConfiguration | Microsoft Learn — Connect-ExchangeOnline

How do I create an out-of-office message in Gmail?

Gmail's vacation responder sends one automated reply per sender every four days. This is regardless of how often they email you during that period.

1. Click the Settings gear icon > (top right), then select See all settings
   
   

2. Go to the General tab and scroll to Vacation responder
   
   

3. Select Vacation responder on
   
   

4. Set a First day, and optionally a Last day, so the reply switches off automatically
   
   

5. Add a Subject line and write your message
   
   

6. Tick Only send a response to people in my Contacts if you want to limit who receives the automated reply
   
   

7. Select Save Changes 

Note: Gmail sends the vacation responder once per sender every four days. If you edit your message while it's active, the counter resets and the updated version goes out to everyone again.

Note: Google Workspace admins can manage vacation responders for users via the Gmail API. See the IT admin section below.

Source: Google Support — Set up a vacation responder in Gmail

How to manage out-of-office messages as an IT admin

Individual employees manage their own out-of-office messages. For IT admins, there are faster ways to set or update automatic replies on behalf of users across Microsoft 365 and Google Workspace.

Microsoft 365 and Exchange Online

The most direct method is PowerShell via the Exchange Online module. The Set-MailboxAutoReplyConfiguration cmdlet lets you enable automatic replies for any user mailbox, set separate internal and external messages, and apply date ranges.

# 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]

You can also manage automatic replies through the Microsoft 365 admin center without using PowerShell. Go to Users > Active users, select the user, then choose Mail > Manage automatic replies.

For shared mailboxes and room mailboxes, automatic reply settings are available directly in the Exchange Admin Center under Recipients > Mailboxes.

For automated workflows or integrations, the Microsoft Graph API supports managing automatic reply settings programmatically via PATCH /users/{userId}/mailboxSettings with the automaticRepliesSetting property.

Google Workspace

Google Workspace Admin Console doesn't include a native UI for managing individual users' vacation responders. The recommended approach for IT teams is the Gmail API, using the users.settings.updateVacation method with a service account configured for domain-wide delegation.

This is most practical for automated workflows. For example, triggering an out-of-office message based on an HR system leave record rather than setting individual messages manually.

How organizations manage out-of-office messages at scale

At an organizational level, out-of-office messages raise questions that go beyond individual setup. Every auto-reply is a customer-facing communication, which means it's subject to the same brand standards as any other outgoing email, including tone, contact details, and email signature consistency.

A few areas worth considering if you're responsible for your organization's email communications:

• Email signature consistency: An auto-reply without a company email signature creates a gap in how your organization appears externally. If standard outgoing emails include legal disclaimers, marketing banners, or branding, those elements should carry through to auto-replies too.

• Policy standards: Without clear guidelines, employees write their own messages in their own format. A short internal template covering tone, contact details, and return-date format keeps communications consistent across teams.

• Legal and compliance considerations: In regulated sectors, legal disclaimers may need to appear on all outbound emails. Auto-replies are outbound communications. Check with your legal team whether your disclaimers policy covers them.

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