50+ Top Out of Office Message Templates & Examples

Sometimes we have to be away from the office for whatever reason. It could be to recharge, unwind, attend to a personal matter, and so on.

Whether you can check your email inbox or not, an out of office message acknowledges to anyone reaching out of your unavailability.

It is a show of respect towards your clients and colleagues, thereby maintaining your status as a professional even while away from your place of work.

We will discuss how to write the perfect out-of-office message including how you can set it up.

What is an out of office (OOO) message?

An out-of-office message is an email sent automatically to inform anyone reaching out to you that you are not in the office and unable to respond immediately. It is also commonly referred to as an OOO message or an out of office email.

This message can be used when you’re out of the office for an extended period of time like a couple of hours, a day, week or longer.

Not everyone will know that you are out of office and the reasons behind this if they are not informed.

The message informs them of your inability to respond at the time and provides an alternative contact person or team that can assist in your absence.

With this message, you do not have to deal with unhappy customers or colleagues who were unaware of your absence.

It therefore reduce confusion, create a good rapport with your clients, and maintains your status as a reliable and accountable professional.

When to use an out-of-office message and its importance

An essential factor to note is that customers value timely responses; the faster they come, the better.

Up to 90% of customers cite immediate responses as a key metric for their satisfaction.

The following are some common types of OOO messages and case scenarios to effectively use them.

• Short and simple
• Formal out of office message
• Business trip
• Vacation
• General leave of absence

Just like canned responses and saved email templates, out  of office messages are increasingly becoming a necessity.

An out of office message is important because it:

• Streamlines communication: It provides information about your absence, when you’ll be back, and an alternate contact person for emergencies. Effective communication reduces the number of unhappy customers due to delayed responses.
• Drives engagement: It is possible to include links to your social media sites, products, updates and information in your OOO message. This makes it easier for people to reach out to you, which ultimately boosts engagement and drives traffic to your business.

How to write an out of office message

Drafting an out of office message should not take much of your time. These are tips that you should always consider when writing an out of office message:

• Short, clear, and concise messages: To maintain clarity, keep your out-of-office messages brief and direct to the point. They should be between 3 and 6 sentences. It should be something like this:

• Professional and unique tone: Showcase your brand personality while being professional in your out of office message. It personalizes the message making it sound trustworthy. Always start with a warm greeting, thank the sender, and sign off politely. Consider this as a possible example:

What to include in an out of the office message

Writing a standard out-of-office message can be confusing, especially when you don’t know the essential information to include.

Consider the following tips for your out of office email to make it refined and exciting:

• Subject line: Always start the OOO email with an attractive, clear, short, and direct subject line for anyone reaching out to know that you’re out of the office. It can sound like: ‘Out of office on leave,’ ‘Out of office alert!’
• Greetings: Include a brief salutation to set the tone for your OOO message ensuring it sounds professional and polite. Examples of these greetings include ‘Hello’ and ‘Hi’.
• Provide an alternative communication means: Make sure to include alternate contact options. These could be an email, phone number, and physical address.
• When you’ll be out and back: Include dates for the duration you will be away and back to the office. This is for planning purposes.
• Professional sign off: End your OOO message professionally by including your name, position held at the company, signature and any other relevant information that can be included.
• Necessary information: Include a message acknowledging receipt of the message, what recipients should expect and inform them it is an automatic reply.

Common mistakes to avoid when writing out-of-office messages

While it’s good to make your out-of-office (OOO) message engaging, mistakes are easy to make. To avoid this, keep the following under consideration when writing an out of office message:

1. Oversharing personal information: Do not go into too much detail when stating your reasons for being away from the office. Provide a general information that directly communicates your situation like, “I’m out-of-office to attend a business trip”.
2. Failing to activate the out of the office message: Always ensure to update and activate the autoresponder email before you leave the office.
3. Unsure information: Check and confirm the details to include in your OOO message, such as the return date and alternate contact info, to avoid sharing inaccurate information.
4. Sending your message without proofreading: As humans, we are all prone to errors. Proofreading ensures your out of office message is free from grammatical and punctuation errors.
5. Excessive usage of informal language: Overusing casual words or language makes your out-of-office message sound unprofessional. To avoid your recipients from getting the wrong impression, ensure that you always use formal language.

Catchy subject lines to use in your out of office messages

Easily capture your reader’s attention with a simple and elegant subject line for your autoresponder. Here are some simple subject line examples:

• Out of office alert!
• Thanks for reaching out
• Out of the office temporarily. Back on…
• On leave. Thanks for understanding
• Away on a much-needed break
• Sorry for the inconvenience caused
• Currently taking some time off, sorry!
• Out-of-office but while I have you here…

Top out of office message examples and templates

To help you make a great impression, we’ve created easy-to-use templates for various situations. Just choose the one that fits your needs.

Formal out of the office message

Nothing sounds more professional than a direct and official out-of-office message. It works perfectly for any scenario, making it highly effective. Check out the template below to get you started:

Here are other examples;

1. Thank you for reaching out. I’m currently on vacation and can’t respond to your message at the moment. Kindly reach out to my colleague (Insert Name).
2. I’m out of office, currently attending to an urgent matter. In case of emergencies, kindly reach out to [Colleague’s Name] at [Email Address] for assistance.
3. I appreciate your message. However, I’m not in the office currently and will be back on [Return Date].
4. This is to inform you that I’m currently away from the office until [Return Date]. I’ll provide a response at my earliest convenience.
5. Thanks for your message. I’m out of the office and will be back on [Return date]. Kindly share your concerns to [Colleague’s Name] at [Email or Phone Number] for urgent matters.
6. This is an automatic response to let you know that I’m currently away from the office. I will respond to your email once I’m back in the office on [Return Date]. Thank you for understanding!

Leave of absence out-of-office message

You could be out of office on a sick, maternity, paternity, annual, study, extended leave, and so forth. With this, you specify reasons for being absent and provide directions for those who contact you. To get you started, check out the templates provided:

Find more examples below;

1. I am out of the office on leave and won’t be available until [date]. If you need immediate assistance, feel free to contact [Colleague’s name] at [email address or phone number].
2. Thank you for your message. I’m currently away from the office on leave will return on [date]. Please channel your concerns to my colleague at [phone number or email address].
3. Away on leave until [date]. I’ll respond as soon as I return. Thanks for understanding.
4. I am currently taking some personal time off and will have limited access to my inbox. For urgent matters, contact my colleague at [phone or email address].
5. I am out of office for an extended leave and will be back on [date]. Kindly reach out to my colleague at [phone number or email] for assistance. Thank you for understanding!
6. Thank you for contacting us! Currently, I’m out of the office until [Return date]. I will be checking my emails occasionally but expect delays in response. Feel free to contact my colleague at [Contact information] for assistance.

Vacation out of office message example

Keeping everyone in the loop does not end because you’re on holiday. Ensure that before you sign out to start your holiday, you activate the out-of-office message option. Here are templates you can use for reference:

More examples include:

1. I’m currently away from the office for the holiday season and will be back on [Return date]. Enjoy your holidays!
2. Thank you for contacting me. I’m out of office on holiday with limited access to my inbox. I will provide a response as soon as I return.
3. I’m currently out of office on holiday with zero access to my email inbox. I’ll provide a response when I return on [date]. Thank you for your patience.
4. I am away from office for the festive season. Please contact my colleague at [phone or email] for emergencies. Happy holidays!
5. I have received your message. Unfortunately, I’m away out of the office on holiday. In case of emergencies, reach out to [Colleague’s Name] at [email or phone number] for assistance.
6. I’ve taken some time off from the office to enjoy the holidays. Expect a response as soon as I get back in the office on [Return Date]. Thank you for being patient.

Creative or funny out of the office email message

A funny out-of-office message can sound a bit odd and it may draw some mixed reactions about using it. However, it is an entertaining way to lighten the recipient’s mood after realizing you are out of the office. Check out the templates and examples provided below:

1. I’m out of office with no reception. Consider reaching out via a smoke signal or a pigeon. I’ll provide a response as soon as I can find a signal.
2. Out of office and no, I’m not ignoring you. I happen to be in a classified mission on how to take a nap without being caught.
3. Thank you for reaching out. I’m in a very important meeting with my bed and should provide a response once I’m recharged.
4. I’m out of the office until [Return date] for personal reasons. Kindly direct your concerns to our team at [contact information] for assistance.
5. I’m out of the office from [date] to [Return date] with limited access to my email inbox. I’ll provide a response once I’m back in the office. Thank you for your understanding.

Also, the following is how you can use fun facts in your out of office message:

1. Hello, I’m out of office to refresh myself, possibly get some fresh ideas. I should be able to respond as soon as I’m back to reality. In a totally different subject, did you know that on Venus its snows metal? Well now you know.
2. I’m currently out of the office and lost in the wild. I’ll get back to you as soon as I find my way back to civilization. Also, are you aware that people are more creative in the shower because of an increase in dopamine flow.

General out of office message

Your OOO message speaks volumes when its short, to the point and detailed. All you have to do is find the right balance and everything else will fall perfectly in place. Check out these templates as illustrations:

Find more examples below:

1. Currently out of office until [date]. Thank you!
2. Thanks for reaching out to me. I’m away from the office and will be back on [date].
3. I’m out of office until [date]. I’ll respond as soon as I’m back!
4. This is to inform you that I’m currently away until [date].
5. I’m away from the office at the moment. Please contact [email or phone number] for assistance.
6. I’m currently away from the office to return on [date]. I’ll respond once I’m back in the office. Thank you for understanding!
7. Thank you for your message. I’m sorry to inform you that I’m out of the office on a business trip. Kindly channel any urgent concerns to my colleague [Name] at [Contact information] for assistance.

Business trip out-of-office message example

More often than not you’ll find yourself attending a business event which means you’ll have to be out of the office. That’s why it’s important to always be ready with an OOO message that clearly communicates your reasons for absence. The following are some business trip out-of-office message templates:

Other examples include:

1. Thank you! Unfortunately, I’m out of office on an unexpected business trip until [date]. Your patience means a lot and I’ll respond as soon as I can.
2. I’m currently out of office on a business trip and will only be able to reply once I return on [date].
3. I’m out of office on a business event and won’t be able to access my email inbox. Kindly reach out to my colleague at [email address or phone number].
4. Taking some time off to attend a business workshop from [Date] until [Date]. I will not be able to check my emails, but I’ll be sure to respond once I’m back.
5. I’m travelling abroad for a business summit until [date]. In case of emergencies, kindly reach out to my colleague at [email address or phone number].
6. Just to let you know that I’m not in the office, currently engaged in a business trip. I’ll respond once I’m back in the office. In case of emergency, kindly reach out to my team at [contact information].

Lead generation out of office message example

With an out of office message you can easily kill two birds with one stone. As you update your recipients, you can still promote your products or content to drive sales.

Providing information such as a new product release, product updates, newsletters, among others widens your sales target which can lead to an increase in revenue. Below are lead generation out-of-office message templates to use:

Here are extra examples for lead generation out-of-office messages:

1. Thanks for your email. I’m currently out of office with limited access to my emails. Check out our latest updates and insights in our newsletter here: [link]. I’ll provide a response as soon as I return.
2. I am away from the office currently and won’t be back until [date]. In my absence, please take advantage of our latest Black Friday offers at [link].
3. This is an automated response informing you of my absence from the office. If you are interested in working together, kindly let me know so that we can arrange on how to connect once I return.
4. Thank you for contacting me, I have received your email. I’m currently out of the office until [date]. For emergencies, please contact my colleague at [phone or email address]. While I have you here, find our latest products, insights and features here: [link].
5. I’m out of office until [date]. If you’re interested in scheduling a call, kindly check out my calendar here [link] and I’ll reach out once I return.
6. You just missed me! I’m currently away from the office. Sorry for any inconvenience caused. Meanwhile, discover more about our software solutions by registering for the scheduled webinar on [date] as from [time]. Kindly register here: [link]

After work hours out of office message examples

You are just from a long shift and all you want is to forget about work activities without giving the wrong impression. We have all been in such situations maybe once or a couple of times.

This out-of-office message does allow you to enjoy your after-work hours in peace. If you find yourself in a busy work setup, consider this a major lifesaver. Find below some after-work hours out of office templates:

More examples include:

1. Our offices will be closed from [start date] to [end date]. A response will be provided as soon as we return. Thank you for understanding!
2. Thank you reaching out to [Name]. I’m currently out of office for the evening. I’ll respond during business hours. My work hours are from [start time] to [end time].
3. I’m out of office because my shift just ended. I’ll reply during my business hours from [start time] to [end time].
4. I am grateful for your message. Unfortunately, I’m out of office until [date]. For urgent concerns, reach out to my colleague at [email or phone number].
5. I’m afraid you contacted me after work hours. I’ll respond when I’m back on [date]. Thank you for your patience!
6. We have received your message. We’re not in the office now but we’ll get back to you as soon as our normal operations resume. Our business days are on [day] to [day]. The business working hours are from [time] to [time]. Talk to you then!

How to add out of office email in BoldDesk

Whether you are a user or an agent, you can acknowledge your clients and colleagues of your absence from the office.

BoldDesk comes with top features such as automation, artificial intelligence (AI), SLA, predefined email templates, and many more that allow users to respond to colleagues or clients when they are out of the office.

These features also enhance cross-team collaboration, allowing users to work on emergency cases with a high level of precision and accuracy.

Let’s look at how these features work:

• Automation: You can set SLA triggers to automatically send out of office messages when you are away from the office. With BoldDesk’s automation, users can set time trigger reminders and notifications that alert them to set the out of office message before leaving their workstation.

• Integrations: You can integrate BoldDesk with apps like Gmail, MS Teams, Outlook, and Slack to enable you to send out-of-office messages seamlessly. Also, integration allows users to configure emails, customize predefined email templates and effectively manage all incoming email notifications.

• Chat: Easily set up automatic confirmation messages in chat to let anyone reaching out know you’re currently unavailable. Agents can also utilize the away message feature that will appear in the live chat header when you’re out of the office. This lets customers know you’re unavailable and helps maintain clear communication and good business relationships.

• AI copilot: When an agent is out of office, AI generates and sends out-of-office messages ensuring they are accurate and professional. It can analyze the out-of-office message before drafting a response that matches its context and tone. This keeps the reply relevant, personalized, and effective.

• Email ticketing system: With a reliable email ticketing system, when a customer contacts an unavailable agent, they will get an automatic response acknowledging to them that their concern has been received. This system automatically converts the customer issue to a ticket and routes it to another agent or the same agent once they are back in office to handle it promptly.

How to set up out-of-office messages

The setup process may sound like a lot of work but it’s a relatively simple process that should not take more than 3 minutes. Luckily, we have provided you with templates that are intuitive and direct. All you have to do is copy and paste in the dialogue box.

Here is how you can easily set up out of office messages using your preferred mail service provider:

• How to set up an out of office message in Gmail
• How to set up an OOO in Outlook
• How to set up an OOO in Apple Mail
• How to set up an out of the office status in Microsoft Teams
• How to set up an out of office message status in Slack

Always be professional and reliable with an out of office message

Whether you’re away from the office for a short or long period, it is important to remain professional by communicating adequately.

An out of office message lets whoever tries reaching out know you are away so you won’t have to worry. This avoids hurting your relationship with customers and colleagues by providing information and how to move forward despite being absent.

Effective communication is a top priority, and you can easily achieve this with BoldDesk as a certified leading modern help desk software.

Try it out today with our 15-day free trial period, or book a live demo at your convenience.

If you have any inquiries, please contact our support team.

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