How To Write an Out-Of-Office Message (With 15 Examples)
Out-of-office messages inform the recipient why you aren’t able to respond immediately, even if you’re out of town for one day, a week, or even a month. Watch this video to become the best at writing professional emails for out of the office.
Out-of-office emails are auto-generated emails sent to clients, colleagues, and customers when you’re away from your job. They notify others that they are unavailable and when they can anticipate a response to their emails. Depending on why you are not at work, you may need to include specific information in your email.
In the article, we’ll explain what emails sent out of the office are and why they’re crucial. We also provide examples of out-of-office emails you could use as a template.
What is an out-of-office message?
A message from out of the office, an OOO message, or an autoresponder message in an email is used to notify you that you won’t be able to reply or open emails for a specific duration. The message informs your contacts of why your response time will be delayed and what information or services they require during your absence.
When should you utilize an out-of-office text message?
Customers, colleagues, and coworkers generally expect quick responses and solutions for their problems, especially those in customer support, marketing, and communications positions. Out-of-office messages offer a courteous, concise, and professional explanation of why you can’t respond right promptly. You may send an OOO message when you’re away for a few hours or months. The reasons you could make an out-of-office call could be that you’re planning to:
Going on vacation
Attending a conference or workshop, or professional conference
Take maternity or sick or an ab sabbatical
A personal day at the beach
Making an appointment with a doctor
What should you include in an email sent out to the office?
Out-of-office messages could contain important details such as:
What’s the reason you’re gone
How long do you expect to be away
The day you’ll return
Who should you contact in the event of an emergency or for immediate assistance
Please provide more details about your specific job obligations and the information you believe your contacts require during your absence. Many professional email software programs allow two OOO messages simultaneously, one for colleagues within the company and one for business contacts from outside.
What not to do in an official message that is not in the office
In-office messages must be professional and real. It is recommended to avoid the following:
In giving too many details. Automated replies should be straightforward and clear. Only include details in the necessary email.
In replying when you return. It could take a while to get caught up on messages, phone calls, and other projects once you return to work. Refrain from assuming that you’ll be able to answer a missed call within minutes of returning.
The act of assisting a colleague without consent. It’s beneficial to provide the contact details of your colleague in any urgent issues that arise in your absence. However, asking your colleague’s permission before including their details is essential.
15 Out-of-office message examples
Here are a few OOO messages to consider in light of the type:
Not in the office, but checking the email
Paternity or maternity leave
Contact for sharing
A brief but professional OOO message is usually all you need to convey the most important details of your absence.
Thank you for the message. I will be in working on May 25 25th and can access only limited access to email during my absence. If you require assistance immediately, you can contact our advertising manager, Gabriela Martinez, at [email protected] or 303-555-1059 at ext. 4. In any case. I will reply to your email once I come back.
Peyton KimAdvertising Execut
Consider a casual or humorous message from outside the office if it aligns with your company’s culture.
I’m OOO right now because I’m swimming and surfing in the sun in California. The only thing I’m not doing is answering or reading emails. If you require assistance immediately, please get in touch with Jerry Fielding at [email address[email address]. In the meantime, I’ll get back to your message when I return to New York on April 15.
Have a wonderful day!
Marla KovatchSocial Media Coordinator
If you’re making an OOO message for contacts within your company or department only, within your department or company specifically, you could include specific information about the projects you’re working on. Choosing a more informal tone based on your company’s cultural norms is also possible.
I’ll be in the office in January. 9th, and will be responding to messages when I return. If you require access to the blueprints of Apex Architecture, please click here. Apex Architecture design project, I’ve put them on the server under the Current Projects folder. If you need assistance urgently, you can get in touch with Stephanie.
Notifying recipients when you’ll be away to let them be aware of when they can expect a response or call an individual.
I will be away for a vacation between April 5 and 15 and will be removing myself from emails during this time. I will reply upon my return if your message can be put off. If you have urgent issues, get in touch with HR Manager Carl Weedin at [email protected] or 946-555-6319.
Brianne LeeHuman Resources Manager
If you’re attending a business-related event, make an out-of-office announcement that informs other attendees that you are available to network opportunities. This also gives you a chance to let people know that you’re committed to your professional growth.
Thank you for the message. I’m currently away from the office and participating in an Annual Association of Engineering Professionals conference in Denver, Colorado. I’ll check email frequently; however, if you require urgent assistance, you can contact me or my secretary, Darren Liente, at [email protected] or 934-555-1940.
If you’re planning to visit Denver next week I’d like to get to know you better! I was hoping you could stop by my booth at 618 or call me on my cell phone, 934-55-1059.
Best, Imani Jackson
Professionals expected to check their emails and stay in contact constantly might require setting up OOO messages each time they leave the office for a few hours. This message can be ideal if you need to attend an appointment but plan on returning later or if you must go to an event.
Thanks for the message. I’ll be off my desk for an appointment from 11 a.m. until three p.m. today, March 7. I’ll only have access to my email if you need urgent assistance, and don’t hesitate to contact Stacey Moden at [email protected] or 938-555-2819. If your message can wait, I’ll reply when I return.
Mei WangSales Representative
Inform contacts that you cannot access your email account, and then offer them other options to seek help or get details.
I’m currently not in the office and have no access to email, and I will not be able to respond to your email until my return in September. 20. You can reach Muhammad Habib at [email protected] or 823-355-3827. He’ll be able to assist you with anything you need.
Ashlee WernerCustomer Service
8. Not in the office, but checking email
Certain professionals check and respond to emails while away from their office. If you check your email regularly, inform the sender you will likely receive a reply. However, it could be delayed.
Thank you for your note. I’m out of the office to facilitate an event on Dec. 4- 4. I will check my email during my day and respond to messages promptly (please mark urgent messages as urgent). If you require urgent assistance, please call Johnny Woo at [email protected] or 465-555-1098.
I appreciate your patience.
The practices of companies around major holidays can differ. While your contacts may not anticipate that you will be at the office on a holiday day, inform them of how accessible you’ll be during the days prior to and after.
The company’s offices will remain closed during the entire week of December. 21-25. I’ll respond to your message once I return to my desk on Monday, December. 28. If you need help in an emergency, however, you’ll be able to contact me via my cell phone at 829-555-1958.
10. Paternity or maternity leave
Maternity leave ranges from just a few weeks to 6 months and more, based on your location and where you work. You must direct your employees to the person who will take charge of your duties.
I’ll be on maternity leave beginning on February 24 until May 18. Our graphic designer of the year, Patrick Heiner, will manage my clients’ accounts during this period. He can be reached via [email protected] and 958-555-8255.
Alex BackerArt Director
11. Medical leave
If you’re undergoing any procedure or suffering from some illness that needs lengthy recovery or treatment, include this information in the message you send out to ensure that your contacts are respectful of your privacy and respect the time you recover.
Thank you for the message. I’m not in the office due to medical leave from March 2 through 27. I will check my emails frequently but do get in touch with Amy Dunn ([email protected], 395-555-9981) for all of your consultation needs during this period.
I appreciate your understanding,
Sales and marketing professionals may wish to promote their work websites, blogs, or products even when they’re away. They could include links to their products or other resources in customer messages. OOO messages.
Thanks for the email. I’m in the office on July 20 and will email you once I return. However, in the meantime, look at a complimentary excerpt from our latest ebook, “10 Steps to Marketing Success.” If you like reading, you can purchase and download a complete copy at 10stepstosuccess.com. For urgent questions, please call our marketing manager, David Tapper, at [email protected] or 420-555-3033.
Gabby LopezDigital Brand Manager
13. Lead generation
Allow your OOO message to lead to leads for your business while you’re absent. Ask the recipient to sign up for an email newsletter or webinar, an online course, or any other tools for business development that your company employs.
Thank you for your message. I’m currently not in the office and have restricted access to my email until June 2. If you require assistance before I return, I will be back. If you need assistance, please get in touch with Marley Beck at [email protected] or 932-555-6756.
Do we conduct a webcast on timely health-related topics every month? Every Tuesday on the second Tuesday of the month, our renowned experts address questions live from an online audience. If you want to ask a question or register for our next webinar on preventive health, Click here.
Esther LeoneDigital Health Editor
14. Social media
Use the OOO message to expand your personal or business social media followers by asking your contacts to join your accounts.
Thanks for reaching me! I’m off work and will get back to you upon returning in November. 15. To keep up with the latest developments within Red Letter while I’m gone, Follow Red Letter on all major Social Media platforms. For immediate assistance, you can contact my colleague, Jen Price, at [email protected].
Have a wonderful day!
15. Contact to share information
Anyone responsible for multiple projects or likely to receive many emails when they’re away might be interested in having a range of people to contact.
I’ll be away starting February. 14-21, with access to email. If you require help completing your tax returns while I’m gone, you can contact my associate, Jean White, at [email protected] or 302-555-0193. If you have auditing questions, reach our senior auditor, Max Kim, at [email protected]. If you require copies of financial documents, contact my secretary, Corey Hernandez, at 881-555-3012.
In any case, I will reply to your email promptly once I come back.