An out-of-office message (an ‘OOO’ message) is a pre-written email that gets automatically sent from your inbox to tell clients, customers and colleagues that you’re away from work. Think of it as the fastest way to answer the question, “Why haven’t they responded to my email?”.
Putting together a clear out-of-office message is one of the easiest ways to stay in control of your inbox, even when you’re not at your desk. It sets expectations, directs people to the right contact, and reduces the number of follow-ups waiting for you when you return. According to research by the New York Times, taking a break from emails can drastically reduce stress, so time away from your desk could help your productivity overall.
But stepping away becomes even harder when people aren’t sure whether you’re available. A good out-of-office message takes that pressure off. It creates breathing room for you, builds trust with the people who rely on you, and keeps everything running smoothly while you disconnect.
Why it's important to set an out-of-office message
Setting an out-of-office message is one of those small tasks that saves a lot of confusion later. It lets people know when you’re unavailable, when they can expect a reply, and who to contact in the meantime. It keeps projects moving, reduces unnecessary follow-ups, and helps you return to a calmer inbox instead of a chaotic one. Here's why we recommend setting your OOO message before you leave your desk:
- Polite business etiquette: Rather than leaving your contacts guessing where you are, an out-of-office provides all the information they need to know.
- Manages expectations: Sharing your return date helps people to know when they should expect a response and plan meetings and timelines accordingly.
- Maintains working relationships: There’s nothing worse than feeling ignored. Even if you’re holding a piña colada on a beach, your out-of-office is working hard on your behalf to keep everyone updated.
- Provides an alternative contact: To save you fielding calls on your vacation, your OOO message can give people an alternative contact for their question. You don’t get disturbed. They get the answers they need.
- Makes returning to work (slightly) smoother: Setting clear expectations through your out-of-office reply allows you to pick up emails at your pace once you return.
When to set an out-of-office message
There’s few better feelings than switching on your out-of-office auto-reply to head off on vacation. But there’s plenty of other instances when you’ll need to set an OOO message. Anytime access to your inbox will be limited or impossible, it’s time for an out-of-office reply. This includes:
- Vacation leave
- Sick leave
- Seasonal holidays
- Bereavement
- Attending a conference
- Team/company days
- Tech outage
- Extended leave of absence, such as parental leave or sabbatical
What to include in an OOO message
While there’s no strict format, an out-of-office message should be easy to read and provide the recipient with all the essential information about your absence. Here’s what to include:
- Clear subject line: In the unfortunate instance that your carefully-crafted OOO message never gets opened, you’ll want to include the core information in the email subject line. This includes stating that you’re out-of-office and the date you’ll return.
- Polite greeting: Just like any standard email, open your out-of-office message with ‘Hello’, ‘Hi’ or ‘Dear’, depending on the level of formality you use with colleagues and clients every day.
- Out-of-office statement: The first sentence should state that you’re currently out of the office. It’s optional here to include a reason, to provide context and help the recipient discern if it would be appropriate to contact you on another channel. Equally, you’re fully entitled to keep your whereabouts a mystery.
- Return date: Second to your out-of-office statement, this is the most important information in the message. If you don’t have a confirmed return date - often the case with sick leave or a bereavement - you can simply write, “I don’t yet have a confirmed return date”.
- Level of email access: Checking your inbox intermittently during a 3-day conference versus an 8-month sabbatical off the grid make for two very different OOO messages. It’s helpful for your recipient to know if they should expect any level of email contact from you.
- Alternative contact: An alternative contact keeps decisions moving forward, even while you’re away. Include their full name, email address and (if appropriate) their phone number. Make sure your alternative contact is aware that they are referenced in your OOO message.
- Sign-off and signature: This should be straightforward; sign off with your standard email signature. If you’re happy to be contacted by phone, include your number.
Your essential out-of-office message template
When you need to step away, having a reliable out-of-office template ready to go saves time and keeps communication clean. This one covers the essentials: what you’re away for, when you’ll be back, and who can help while you’re offline. It’s simple, clear, and easy to adapt for any situation, so you can set it once and get on with your day.
Subject: Out of Office – Returning [date]
Hello,
I’m currently out of the office and will return on [date]. During this time, I won’t have access to email. For anything urgent, please contact [alternative contact name + details].
Best regards,
[Your name]
8 custom out-of-office templates
Not every out-of-office message fits every situation. Sometimes you’re on vacation, sometimes you’re in back-to-back meetings, and sometimes you just need a day without email. These eight templates cover the most common scenarios, so you can pick the one that matches your day and set it in seconds. Each one is clear, professional, and ready to use.
1. Vacation leave
Subject: Out of Office – Vacation Leave until [date]
Hello,
I’m away on vacation until [date] and will not be checking emails during this period. For urgent matters, please reach out to [alternative contact name + details]. Otherwise, I’ll respond as soon as possible after I return.
Best,
[Your name]
2. Sick leave
Subject: Out of Office – On Sick Leave
Hello,
I’m currently out of the office on sick leave and don’t yet have a confirmed return date. I won’t be checking email during this time. Please contact [alternative contact name + details] for urgent assistance.
Thank you for your understanding,
[Your name]
3. Seasonal holiday
Subject: Out of Office – [Holiday name] Break until [date]
Hello,
I’m out of the office for the [holiday name] holiday and will return on [date]. I’ll not be checking emails during this period. For urgent needs, please contact [alternative contact name + details].
Warm wishes,
[Your name]
4. Bereavement
Subject: Out of Office – Away on Leave
Hello,
I’m currently away from the office for personal reasons and don’t yet have a confirmed return date. Please direct urgent matters to [alternative contact name + details].
Thank you for your understanding,
[Your name]
5. Attending a conference
Subject: Out of Office – Attending Conference until [date]
Hello,
I’m attending [conference name] and will be out of the office until [date]. I’ll be checking email intermittently, but for urgent matters, please contact [alternative contact name + details].
Best regards,
[Your name]
6. Team/company days
Subject: Out of Office – Team Offsite on [date(s)]
Hello,
Our team is out of the office for company offsite days on [date(s)]. I’ll have limited access to email during this time. Please contact [alternative contact name + details] if something requires immediate attention.
Best,
[Your name]
7. Tech outage
Subject: Temporary Email Disruption – Please Contact [alternative contact]
Hello,
I’m currently experiencing a technical issue and can’t access my email. For urgent matters, please reach out to [alternative contact name + details]. I’ll reply as soon as possible once my email is restored.
Thank you for your patience,
[Your name]
8. Maternity leave
Subject: Out of Office – On Maternity Leave until [date/“further notice”]
Hello,
I’m currently on maternity leave and will be away from the office until [date/further notice]. I won’t be checking emails during this time. Please contact [alternative contact name + details] for assistance.
Best regards,
[Your name]
Read more: Maternity time off message templates: How to inform your boss, team, and clients
What to avoid when writing your out-of-office message
A good out-of-office message keeps things moving. A not-so-good one creates confusion, extra follow-ups, or the kind of mixed signals that slow teams down. Before you hit save, it’s worth checking for a few common pitfalls. These are the things that can make your message less helpful than you intended, and we’ll run through them so you can avoid the noise and keep communication clean.
Being too casual
Gmail and Outlook only allow you to set one OOO message to be sent to all recipients. While you might talk more informally with your team than an external client, it’s safest to take the most polite route for everyone.
Being overly specific
Keep the tone professional. There’s no need to share your medical history or holiday destination, unless that fits the tone of your personal brand.
Setting unrealistic expectations
Don’t provide a specific date when you will reply to an email, and never promise a response date from a colleague. Use your OOO message to set clear boundaries and reinforce the importance of protecting time away from work.
Feeling more adventurous with your OOO email?
Being polite and professional doesn’t mean being boring. You have creative licence to inject some personality and make your OOO email memorable. Harvard Business Review suggests ways to “take your OOO to the next level” including using your message to make someone smile and build a deeper connection with them. This can be great in a client-facing role where relationships are everything. One example is to share a link to a recent article or podcast that has inspired you.
Out-of-office messages FAQs
Should I include my return date?
Yes. Your return date is one of the most important pieces of information in an out-of-office message. It sets expectations and helps colleagues and clients plan around your absence. If you don’t know exactly when you’ll be back — for example, if you’re on sick leave or bereavement leave — you can simply write, “I don’t yet have a confirmed return date.”
What if I don’t have an alternate contact?
If there truly isn’t someone else who can step in, that’s okay — just make it clear in your message. For example: “I’ll respond as soon as I’m able after I return, but in the meantime there isn’t an alternative contact.” This way, you still manage expectations without leaving people wondering.
Can I use the same message for everyone?
Yes. In fact, you should. Since Gmail and Outlook only allow you to set one auto-reply for all recipients, it’s best to keep your OOO polite and professional for both internal colleagues and external clients. If you want a more informal message for your immediate team, you can always send that separately in Slack, Teams, or email before you leave.
Is it okay to use humor?
Absolutely, if it feels authentic and suits your role. An OOO message doesn’t have to be dull. A light touch of humor, a clever line, or even a link to a podcast or article you’ve enjoyed can leave a positive impression. Just make sure it won’t confuse or alienate clients who may prefer a straightforward update.
How do I set up an out-of-office reply in Gmail/Outlook?
Both Gmail and Outlook make it simple:
In Gmail: Go to Settings → See all settings → General → Vacation responder. Switch it on, set your dates, type your message, and save.
In Outlook: Go to File → Automatic Replies (Out of Office). Choose your dates, enter your message, and hit OK.
Once activated, your OOO will automatically reply to every incoming email during the set period.