Out of Office Messages and Replies (8 Templates to Use)

Out of office message templates to use. When you are away from work, out of office messages are automatic email answers, or autoresponder email messages, that go out to colleagues, customers, and clients.

They inform people that you cannot communicate with them and when they might anticipate a response to their emails. You may need to add various facts in the message depending on why you are away from the office.

out of office message

What are autoresponder email messages, and how do you use them?

When you contact someone temporarily unavailable, you will receive an autoresponder email reply, also known as an automated email. Typically, these notifications provide you with information such as:

How long will the individual be unavailable?

If they are unavailable, contact information for who to contact should get provided.

When will they return?

If you know you won't answer emails for a while, out-of-office messages are essential. They explain why you will be late responding and how they may receive the information or services they require while away.

What is the significance of an out-of-office message?

Coworkers, clients, and subscribers, especially those in customer service, marketing, and communications, want quick replies and solutions to their concerns. Out-of-office messages explain why you won't be able to react right away in a polite, concise, and professional manner. If you're going to be gone for a day, a week, or several months, you may send an OOO message.

The following are some of the reasons why you might want to put up an out of office message:

  • Going on a trip.
  • Attending a conference, workshop, or business meeting.
  • Being on maternity, sick, or sabbatical leave.
  • Taking a day off for yourself.
  • Getting ready for an appointment.

Information like this might be included in out-of-office messages:

  • Why are you gone?
  • How long will you be gone?
  • The date you'll be back.
  • In an emergency or need for quick assistance, who should you contact?

You may add extra data depending on your professional responsibilities and the information you believe your contacts will want while you are gone.

Most professional email applications let you set up two OOO messages simultaneously, one for internal colleagues and external business contacts.

What not to say in an automated response

Professionalism and realism should be maintained in out-of-office messaging. It would help if you stayed away from:

  • Giving too much information. Direct responses should get provided automatically. Remove any information from the email that isn't essential.
  • You say you'll react as soon as you get back. When you return to the workplace, it might take some time to catch up on emails, phone calls, and tasks. Try not to expect that you'll be able to react to a missed message as soon as you get back.
  • Using a colleague's help without their permission. It's a good idea to provide a colleague's contact information if something important comes up while you're away. However, before including your colleague's details, make sure you have their consent.

out of office message

Out of office message examples

Based on the kind, below are possible OOO messages to consider:

  • Basic
  • Friendly
  • Internal
  • Vacation
  • Conference
  • Temporary
  • Unreachable
  • While I'm not at the office, I'm monitoring my emails.
  • Holiday
  • Parental leave (maternity or paternity)
  • Leave of absence for medical reasons
  • Promotion
  • Lead-generation
  • Contact sharing on social media

Basic

Often, all you need to express the essential data regarding your absence is a brief and professional OOO note.

Hello,

Thank you for taking the time to write to me. I'll be out of the office until May 29th and will only have restricted access to email during that time. Please contact our advertising agent, Jules Palmer, at [email protected] or 433-485-8476 if you require immediate assistance. Otherwise, when I return, I will answer your email.

Sincerely,

Emerson Palmer

Friendly

If you usually communicate in this manner, your OOO message may be more approachable. Out-of-office friendly or hilarious messages may be more suited for social media professionals, for example.

Hello!

Thank you for getting in touch! I'm now in New York for my sister's wedding, and I'm going to take a vacation from email to support her on her special day. When I return to the office on August 19th, I'll answer all of your messages. If you need assistance before then, please get in touch with Gerry Smith, my assistant, at [email protected]

Have a wonderful day!

Marla Smith

Internal

You could give details related to the projects you're working on if you're sending an OOO message to internal contacts just within your firm or department. Depending on your company's culture, you may also be allowed to utilize a less professional tone.

Hello there,

I'll be out of the office until April 14th, and I'll get back to you as soon as possible. I've put copies of the blueprints for the North Apex project on the server in the Current Project folder if you need them. Please contact Bryan if you require immediate assistance.

Thanks,

Craig

Vacation responder

When you're on vacation, let them know when you'll be gone, so they know when to anticipate a response or who to contact instead.

Hello!

I'll be on vacation from April 1st to 18, and I'll be absent from email during that period. If your communication can wait, I'll get back to you as soon as I can. Please contact HR Coordinator Carl Exter at [email protected] or 434-857-3846 for urgent problems.

Sincerely,

Brandon Lee

Conference

If you're attending a business conference, send an out-of-office message to other participants to let them know you're open to networking. This is also an opportunity to demonstrate to others that you are committed to your professional development.

Hello,

Thank you very much for your message. In Denver, Colorado, I'm away from the workplace for the annual CCIA meeting. I'll be monitoring email regularly, but if you need help right away, please get in touch with Lauren Smith, my assistant, at [email protected] or 334-483-8173.

I'd love to meet up with you if you're also in Denver this week! Please stop by booth 618 or call me at 443-833-8273.

Best,

Darren

Temporary

Professionals who are expected to check email and communicate often may need to put up OOO messages if they leave the workplace for more than a few hours. If you need to go to an appointment but will be back later in the day, or if you need to go to a meeting, this sort of communication is beneficial.

Hi,

Thank you very much for your message. Today, March 12th, I will be gone from my work from 11 a.m. until 4 p.m. for an appointment. I'll have restricted email access, so please get in touch with Susan Andrews at [email protected] or 938-443-2219 if you need something urgent. I'll answer as soon as I'm back in the office if your email can wait.

Thanks,

Rene Ryan

Unreachable

If you don't have access to your email, let your contacts know and provide them with other options for getting support or information.

Hello,

I'm out of the office and won't be able to react to your message until September 12th, when I return. Please contact Sonny Andrews at [email protected] or 443-485-8475 with any questions or concerns you may have till then.

Regards,

Ashley Parker

OOO but checking email

Some professionals check and even react to emails when they are not in the office. If you intend to check email regularly, inform senders to anticipate a response, but it may get delayed.

Hello there,

Thank you for taking the time to write to me. I'll be out of the office from December 1–18th to teach a workshop. I'll monitor email throughout the day and will make every effort to react to messages as soon as possible (please flag urgent messages as high importance). Please get in touch with Cindy Wue at [email protected] or 443-485-4876 if you require emergency assistance.

Please accept my heartfelt gratitude for your patience.

Pam

Holiday vacation responder

The practices of holiday companies differ during significant holidays. While your contacts may not expect you to work on a holiday, let them know how available you will be in the days leading up to and after the holiday.

Hello,

Our offices will be closed from December 2nd to December 29th. You can call me on my mobile phone at 443-844-4854 if you have an emergency. When I return to my work on Monday, December 29th, I will respond to your message.

Best wishes for the holidays,

Susan Tan

Parental leave (maternity or paternity)

Depending on where you live and work, maternity leave might last from 10 weeks to six months or more. You must lead folks to the person who will take up your duties.

Hello,

From February 14th until May 12th, I will be on maternity leave. Patrick Andrews, our excellent lead graphic designer, will be in charge of my accounts at this period. He may be reached at [email protected] or by calling 445-484-8744.

Regards,

Claire Becker

Leave of absence for medical reasons

Suppose you're having surgery or suffering from an ailment that needs a lengthy treatment or recovery. In that case, you should include this information in your out-of-office message so that your contacts respect your privacy and time while you recuperate.

Hello,

Thank you for taking the time to write to me. From July 4th to July 31st, I will be away from the office on medical leave. I'll be monitoring email regularly, but please get in touch with Amy Ryan ([email protected], 885-444-8574).

Thank you for your patience and understanding.

Harper Reid

Promotion

Even if they are gone, marketing and sales professionals may wish to promote their content, website, blog, or services. In their OOO messages, they may add links to items or information.

Hello there,

Thank you for taking the time to write to me. I'll be out of the office until August 15th, and I'll answer your email then. Please enjoy a free extract from our new e-book "20 Keys to Driving Business Growth" in the interim. If you enjoy reading, go to 10stepstosuccess.com to buy and download the whole book. Please get in touch with Ryan Andrews, our marketing assistant, at [email protected] or 333-844-3486 for urgent problems.

Sincerely,

Gabby Ryan

Lead Generation

While you're gone, let your out-of-office message generate business leads. Encourage the sender to sign up for your company's newsletter, webinar, online course, or other business development tool.

Hello,

Thank you for contacting me via email. I'll be out of the office until June 2nd, with restricted email access. Please contact Ricky Smith at [email protected] at 443-448-8473 if you require assistance before I return.

Did you know we do a monthly webinar on current health issues? Our top professionals answer questions from a live online audience every Tuesday of the month. Click here to submit your question or register for our upcoming webinar on preventative care.

Regards,

Ryan singer

Use of social media

By requesting contacts to follow you on one or more social media accounts, you may use your OOO message to expand your personal or company's social media audiences.

Hello there,

Thank you for getting in touch! I'm out of the office and will return on July 14th to answer emails. Follow us on all of the leading social media sites to stay up to speed on all of the great happenings at Red Ventures while I'm away. Jenny Covit, my colleague, may be reached at [email protected] for fast assistance.

Have a wonderful day,

Dan Drape

Sharing of contact information

People who oversee many projects or anticipate receiving a large number of emails while away may wish to include a range of colleagues for senders to contact.

Hello,

I'll be on vacation from February 14th to February 21st, with limited access to email. Please get in touch with my associate, Betty Jean, at [email protected] if you need assistance with your taxes while I'm away. Don't hesitate to get in touch with our senior auditor, Ryan Breck, at [email protected], if you have any auditing questions. Please get in touch with my assistant, Corey Sue, at 334-555-4483 if you want copies of the financial papers.

Otherwise, when I return, I will swiftly react to your message.

Regards,

Ryan Smith

Funny out of office message

Here is a funny office autoresponder email message to use:

Hi there,

Yes. This is an auto-responder email message. That means that I am somewhere other than my computer. Hopefully, I am on a beach, enjoying life with a drink in my hand. If I am not, please get in touch with someone immediately to help me get to the beach.

OK, in all seriousness, please get in touch with Susan at [email protected] for immediate assistance. And when I return, I will respond to your message promptly.

Thank you!

Out of office email template to use

Use the following auto-responder email template to port incoming messages to the right person. Use the following professional out of office message template:

Hi there,

I'm out of the office until [Date] for [Reason]. If you have a message that needs immediate attention, then you should contact [Name] at [Email address] and [Phone number]. They have been notified of my office leave and are there to assist.

I plan on returning on [Date].

Thank you for your patience.

[Your name]

[Your contact email address]

How do I set an auto-responder message in Google Business?

To set an auto-responder message through Google Business or Gmail, go toward the top of the page. And go to the Settings icon. Click that and then go into "See all settings." From there, scroll down to where it says "Vacation responder" and you'll be able to place your office autoresponder email messages, typically using a start and end date.

Once you save this, auto-response messages will get sent to any incoming email using automatic replies.

Learn how to set up auto-replies for a group.

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