17 out of office email templates & examples

Introduction

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. If you’re ever unable to respond to emails, it’s important to set up an out-of-office (OOO) message. 

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.

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What is an out-of-office message? 

An out-of-office message is an automated response that lets a sender know you’re away from your workstation.

This means you won’t be reading or responding to emails as quickly as usual. It is used to tell the sender the following important facts: 

• The reason why you’re not available: The most common are: 
  

  • Annual leave/vacations 

  • Sickness 

  • Off-site training 

  • Work events like exhibitions or conferences 

  • Working from a different location 

• When a sender can expect a response: Providing a realistic timeframe for a response is crucial for setting a sender’s expectations. If you’re not going to be looking at your emails for two weeks, it’s important to say so. On the other hand, if you’re checking your emails occasionally, let senders know that your response will take longer than normal. 

• How long you’ll be away and when you’ll return: As a rule, this should be a specific date. However, this might not always be possible, particularly if you’re off sick. If possible, include the start date of your absence.

• Who to contact in your absence: Sometimes an email inquiry is urgent, so you should always include the contact details of a colleague who can help while you’re away. However, do make sure your colleague is aware of this in advance. 

How to write the best out-of-office messages

An effective out-of-office message should be clear, professional, and concise. Here are key elements to include:

1. State your absence duration – Let senders know when you’ll be away and when they can expect a response.

2. Provide alternative contacts – Include contact details for someone who can assist with urgent matters in your absence.

3. Use professional and friendly language – Use email etiquette best practices by keeping the tone polite and avoid jokes or informal comments. This is because your message will be seen by anyone emailing you.

4. Proofread your message – It’s sensible to proofread your message copy, as typos will make you look unprofessional. 

5. Include a company email signature – This maintains brand consistency, provides your contact information, and can showcase relevant marketing content.

What to avoid in your out-of-office message

An effective out-of-office message clearly sets expectations without creating confusion or issues. To maintain professionalism, avoid including:

• Exact response times: Rather than promising a reply on your return date, state you'll respond as soon as possible after returning.

• Specific response promises for colleagues: Refer inquiries to a colleague without committing them to immediate action unless previously agreed.

• Typos and errors: Proofread your message carefully before activation to maintain professionalism.

• Unnecessary personal details: Keep messages professional; avoid sharing personal details about your activities during your absence.

• Sensitive or personal information: Avoid including your title, detailed contact information, or other sensitive details to reduce security risks.

Out-of-office templates by scenario 

The templates below can be used for a variety of different circumstances. All you need to do is tailor them to your specific needs. 

1. Out-of-office messages for vacations

The most common example of an out-of-office message, this is often the last thing many do before going on holiday. 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: 

2. Sick leave out-of-office messages

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. 

In this case, focus on providing specific contact details for who is covering during your absence: 

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

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:

4. Out-of-office message for unexpected absence

An out-of-office message for unexpected absence informs colleagues and clients that you're temporarily unavailable due to an emergency.

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

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

If you can't reply to emails easily while you’re working, make this clear in your out-of-office message.

This will help set a sender’s response expectations: 

6. Out-of-office template for public holidays 

If your company is closed for a national holiday, then most, or all, of your colleagues won’t be working. Therefore, an out-of-office message should tell senders not to expect a response until your company reopens. 

We don’t recommend promoting the holiday too much in your reply as not all senders will celebrate it. Examples might include wishing people a Merry Christmas or a Happy Thanksgiving: 

7. Internal out-of-office reply template 

An internal reply can use slightly more informal language but shouldn’t be too casual.

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

8. Maternity leave out-of-office template 

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: 

9. Lead generation out-of-office email messages 

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

You can easily add a sentence or two with a specific call to action such as linking to a free trial, asking the sender to sign up for a demo, or promoting a new eBook/white paper: 

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

This message is suitable when you're working remotely or from an offsite location and anticipate limited or intermittent access to emails. It sets expectations regarding your availability clearly.

11. Professional training automatic reply

Use this template when attending professional development courses, training sessions, or workshops. It communicates that your availability is restricted due to your engagement in professional learning.

12. Bereavement leave out-of-office notice

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

13. Out-of-office message for email forwarding

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.

How to set up an out-of-office message in Outlook

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

2. Click Send automatic replies. 

3. Choose which dates you want your out-of-office message to go out and whether you want to send different versions for people both inside and outside your organization. 

4. Write your out-of-office message.

5. Click OK to save your settings. 

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How to create an out-of-office message in Gmail

1. Select Settings > See all settings. 

2. On the General tab, scroll down to Out-of-Office AutoReply. 

3. Select Out of Office AutoReply on. 

4. Write your message and subject line.

5. Decide which dates you want it to go out on.

6. If you only want this to go to your contacts, tick the box that says Only send a response to people in my Contacts.

7. Click Save Changes. 

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