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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.

When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.

Out of Office Message Requirements

Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not  need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.

A typical business travel out of office email will have the following components:

• Thank the person for their email.
• Let the person know when you will be returning.
• Provide an alternate contact person or emergency contact number.
• State that you will respond to emails when you return.

Additional components of your out of office message could include:

• Whether you are checking your email, versus if you are out of the country
• Why you are currently out of the office

See some of our business trip out of office messages below.

Out of Office on a Business Trip

If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.

Thank you for your email. I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return. Sincerely, Michelle

The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.

I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return. Thanks, Michelle

Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.

Out of Office during Business Travel

Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.

I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible. Thanks, Michelle

You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:

I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number]. Thanks, Michelle

Out of Office Attending a Conference

If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.

Thank you for your email. I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date]. If you need immediate assistance, please contact me on my cell at [Number]. Sincerely, Michelle

Auto Reply Messages for Business Travel

Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.

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How To Create Professional Business Trip Out Of Office Messages

Home » B2B » How To Create Professional Business Trip Out Of Office Messages

Employees with a remarkable ability to communicate are valuable assets to any organization. However, they should know how to prevent communication blackouts when they are out of the office. The Business trip out-of-office message or vacation out-of-office message is necessary to maintain seamless communication with those who may try communicating with you via email. In addition, arranging an out-of-office message is a proactive strategy to inform your contacts, who may email you requesting a response.

Informing your colleagues, associates, and other contacts about your absence from the office is a basic courtesy. It can help strengthen your rapport with people who will appreciate your thoughtfulness in providing an alternate contact number. Setting up an auto-response for an out of office message in outlook for business travel is crucial to avoid the unpleasant situation of keeping the senders guessing about your whereabouts.

How to write a good out-of-office message

There are a few standard requirements for creating a business trip out-of-office message.

1. Begin with greetings

Start the auto message by mentioning something like Hi there, Hello dear sender, or Dear sender to address the person before sharing more details of the message.

2. Mention the reason

Briefly describe the reason, which may be a business trip, work travel, or event participation.

People must know when they may expect a proper reply to their mail from you. Inform the period by mentioning dates when you will be away from the office in the DD/MM/YYYY format.

4. Optional contact

Provide the number of a responsible person who may offer help if the sender requires urgent assistance.

Close the mail by saying Yours truly, Best regards, or Cheers, and mention your name

What not to include in out of office messages

Remember, the business trip out-of-office message is a courteous gesture to help people know about your absence from the office. Therefore, do not include the following in the professional out of office message.

1. Trip details

Out of Office on a Business Trip suffices to mention the reason, like a business trip, without describing the trip destination, goal, and other graphic details.

2. Standard phrases

Avoid using ‘limited access to email’, which makes little sense. Mention the date when you will respond to the communication. Let the people know that there will be no response from your side before a specific date.

3. Errors and typos

Check the message for grammatical or spelling mistakes because the reply is an official response to the emails.

Examples of out of office messages

There are a few scenarios for out-of-office messages. The message can be different depending on the reason. Including the date when you expect to be back and reply to their communication is a common requirement of all out-of-office messages. Check all emails and send an appropriate response after joining the office.

1. Auto-responder out-of-office mail

This is an auto-response to your mail.

Please note that I am out of the office. I will respond to your mail after returning to the office.

You may contact (name and number) if anything is urgent.

Thanks and regards, (Your name)

2. General purpose

The following example can be a standard all-purpose reply.

Dear sender,

Thanks for your mail.

I am out of the office from DD/MM/YY to DD/MM/YYYY because of (mention reason). Communicate with (provide name and contact details) during my absence from the office for any urgent requirement.

In case of an emergency, you may contact me on my number (provide your cell number).

3. Business trip or out of office attending a conference

The out of office message business trip delayed response should be a small description of your business trip without mentioning the destination of the business trip. Consider the following example for auto reply messages for business travel.

Thanks for your email communication.

Presently, I am out of the office on a business trip. I will return on DD/MM/YY. I will respond to your message as soon as I join the office.

With regards, (Your name)

4. In-transit message

The following is an example of an out-of-office message if you are en route to a business meeting and the response may take longer.

Sincere thanks for your mail.

Just a quick note to inform you I am in transit for the (mentioned business event) from DD/MM/YYYY to DD/MM/YYYY. I may take longer to respond to your mail. Contact me on my phone if it is urgent. (mention cell number)

You need not write an essay while creating a business trip out-of-office message. It should be a brief and simple message to make the person aware that you are aware of their communication and will act after resuming office work. Do not include your contact number if you do not wish to receive calls. Providing your subordinate’s or colleague’s contact number may be enough. Additionally, to book a corporate travel using easy and quick self-booking platform, employees can do it on Paxes. Paxes provide quick travel booking and efficient travel management solutions.

Business Trip Out Of Office Message FAQs

Why is it necessary to send out-of-office mail.

An out-of-office mail helps inform the sender about your absence from the office. It assures them of your response after resuming the office.

Is it mandatory to provide the contact number of a colleague or subordinate in the out-of-office message?

Providing an alternative contact is necessary if you are in charge of an essential service, such as customer support.

How to set up an out-of-office message if a person is on sick leave?

You may request a colleague to set up an autoresponder message mentioning your sick leave without giving a date of your return to the office. Do not provide details of your sickness in the out-of-office mail for sick leave.

What is an OOO message?

OOO message is an out-of-office message to let the sender know you cannot reply till you return to the office.

What can be a suitable subject line for a business trip out-of-office message?

Out of the office, on a business trip, can be a suitable subject line, as it is short and to the point.

How do I inform colleagues and clients about my absence?

One can inform the colleauges via several methods such as email, setting up out of office alert on email and internal communication platforms, or speaking directly in person with the colleagues.

2. What information should be mentioned in the out-of-office message?

The out of office message should have several important elements such as greetings, notification of absence, duration, emergency contacting person, reason, expected response time, and signature.

Are there any best practices for writing an effective out-of-office message?

Yes. One should maintain clarity, and be concise while writing the messages. Additionally, there should be a subject line, the message should customized for different person and direct to the point in a formal tone. You should set the alert in advance and set your voicemail accordingly.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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10 Best Out of Office Message Examples (Auto-Reply Emails for Vacations and Holidays)

Setting up an out of office email reply is a great way to communicate expected delays to your clients and customers. Here is a look at some great auto-reply message samples that are simple and to the point. All of these will work perfectly for vacations, holidays, training, and business travel.

Out of Office and Limited Access to Email Example

Thank you for your email message. I am going to be out of the office and will be back at (Date of Your Return). During this period of time, I will have very limited access to my email.

If you need immediate assistance, then please contact me on my cell phone at (your cell phone number).

Best, [Your Name]

Vacation Auto-Reply Email Giving Alternative Contact Person

[Your Greeting]

I will be out of the office from ____ until ____.

For immediate assistance please contact: (Contact Person) (Email Address) (Phone Number)

Regards, [Your Name]

Out of Office Email with Specific Dates Example

I will be out of the office starting (Starting Date) through (End Date) returning (Date of Return).

If you need immediate assistance during my absence, then please contact: (Contact Person) (Email Address) (Phone Number)

Otherwise, I will respond to your emails upon my return.

Best Regards, [Your Name]

Sample Email Reply for Vacations with Phone Number

Thank you for your email. I am currently out of the office, and I do not have email access. I will be returning to the office on _______.

If you have an urgent matter, you may reach me on my personal cell phone: (Cell Number)

Out of the Office this Week with Alternative Contact Email

I will be out of the office this entire week.

For all urgent matters that need immediate assistance, then please contact: (Contact Person) (Email Address) (Phone Number)

Thank you, [Your Name]

Simple Automatic Email Reply Example

I will be away from (Date of Leave) until (Date of Return).

For all urgent matters, you can contact: (Contact Person) (Email Address) (Phone Number)

No Specific Dates Out of Office Reply

Thank you for your email. I am currently out of the office and not able to respond to your email personally.

For all urgent matters, please contact: (Contact Person) (Email Address) (Phone Number)

Standard Out of the Office Email Template

I will be out of the office beginning on (Date of Leave) through (Return Date). For all time-sensitive matters, please contact (Contact Person) at (Contact Email Address). Otherwise, I will respond to your messages when I return to the office.

Thank You, [Your Name]

Auto Reply Example with Alternative Contact Phone and Email

Thank you for your email. Unfortunately, I am out of the office until (Return Date). If you need immediate assistance, please email (Contact Person) at (Contact Email Address). If not, then I will reply to your email after I return.

Kind Regards, [Your Name]

Basic Out of the Office Autoresponder Example

Thanks for your email. I will be out of the office on vacation until (Date).

If you need more immediate assistance, then you can reach out to: (Contact Person) (Email Address) (Phone Number)

Thank You! [Your Name]

82 More Examples of Out of Office Messages

50 Examples of Funny Out of Office Email Messages 25 Out of the Office Response Messages for Holidays 7 Great Maternity Leave OOO Messages

A few tips for crafting a great auto-response message.

• Include the contact information of an alternative person they can reach while you are gone.
• State when you are coming back in your autoresponder email.
• If you are an intermediary for several departments within your company, then consider including a short set of FAQs with contacts for each situation.

How to Use the Vacation Responder in Google Gmail

Setting up Automatic Replies in Microsoft Outlook

17 Out-of-Office Message Examples + Templates

Melissa Williams

What Is an Out-of-Office Message?

What to include in your out-of-office message, what not to include in your out-of-office message, vacation out-of-office message examples, using your out-of-office message for lead generation, business trip out-of-office message examples, funny out-of-office examples, personal leave out-of-office message examples, free for the taking: 8 out-of-office email templates, instructions on setting up out-of-office message in outlook, instructions on setting up out-of-office message in gmail.

Out-of-office messages are autoresponder emails that usually go something like this:

“Hi there, I’m out of the office until DAY OF WEEK, DATE, with limited access to email. If you require immediate assistance, please email […]”

But they can be so much more. You can use them as a tool to show your personality, generate leads, and entertain your audience.

Let’s look at some unique and personable out-of-office messages that you can use as inspiration next time you set automatic replies, for different occasions (plus some templates you can copy and paste today).

Autoresponder emails or out-of-office (OOO) messages are auto-reply messages that inform people reaching out that you’re absent from work for an extended period of time.

The reason for out-of-office messages is to let recipients know that you’re away and won’t be responding to their email until you return. This clarifies you’re not ignoring the recipient and that there will be a delay in your reply.

Out-of-office messages also help to guide the recipient in the right direction if they’re looking for information while you’re away or a point of contact to reach out to about urgent matters.

Common reasons for out-of-office messages are:

• Business trips
• Maternity/Paternity Leave
• Medical Leave

Although every out-of-office message is different, here are some common elements:

• The dates of your absence 
• The reason for your absence (optional)
• Point of contact for urgent requests
• Links or resources to help the recipient while you’re away

Here are some elements you should avoid in your out-of-office messages:

• A lengthy message with too many details
• A specific time you or your point of contact will reply (avoid false promises)
• Grammatical errors and typos
• A point of contact that hasn’t given you permission to include their information

Our brains love surprises . What’s more, research has shown that small surprises that feel like they were “just for you” can spawn some incredibly strong goodwill from the receiver.

Next time you go on vacation, try surprising your customers with an out-of-office message that breaks the mold. Here are four of our favorite examples of out-of-office messages for inspiration.

1. Include a poem in your out-of-office message

Write a poem.

Below is an example from our Product Education Manager ( Note: she truly raised the bar for writing out-of-office messages):

2. Include a GIF to make your auto-response more fun

Everyone can appreciate the excitement of pushing work aside to go on vacation.

Bring this to life by linking to a GIF in your vacation responder message. Here’s an example out-of-office reply:

Not only are you giving your recipient something they can relate to with humor, but a GIF makes your message memorable. As Moz explains , “There’s an emotional component to a great GIF that mainlines sentiments straight through the cerebral cortex.”

3. Funny out-of-office messages to remind others you’re on vacation

When to use : If you’re absolutely unavailable but you want to deliver some humor with your message.

4. Include a photo of an animal so your out-of-office message sticks

Research from Hiroshima University found that looking at animal pictures actually increases focus and productivity at work. Including a photo (or two) could help create a positive attitude toward you and increase the likelihood that they remember your email.

Here is an out-of-office message example using baby animals to attract your attention:

5. Acknowledge your colleagues in your out-of-office

Is someone covering for you while you’re gone? Acknowledge how awesome they are for helping you out. A few kind words can go a long way — especially if you receive an email from an important customer or prospect while you’re gone and are directing them to your colleague’s email address or phone number.

When you compliment your coworker who will receive requests in your absence, it has a two-fold effect.

• It makes that person look trustworthy in the eyes of the reader (and likely strengthens your working relationship)
• It shows your reader that you’re kind-spirited and a team player
• It directs them to whom they should bring urgent matters

Here’s one such out-of-office email example (we received it from a  blog subscriber in response to an email we sent):

6. Make your message memorable with emojis

Emojis are officially a language unto themselves, and they’ll help you catch the attention of whoever has sent you an email.

Your out-of-office message may be read by someone who already knows you, is actively reading email, and wants something from you. Sounds like a great time to share content that helps build trust and drive more sales.

7. Sign up for our course via this autoresponder

Below is an out-of-office message example from our own team, linking to our free 7-day course on sales prospecting.

Unsure of what resources you should be linking to? Try checking in with your marketing team about new collateral worth highlighting.

8. Working the sales funnel with an offer in your out-of-office

We love this example from Upserve’s Director of Marketing, Jesse Noyes . He knows his audience, anticipates what people are emailing about, and provides lead-generating content that offers immediate answers to questions.

Traveling for work might be a standard part of your job, but it doesn’t mean your email can’t be unique.

9. Connect with conference-goers using your autoresponder

If you’re traveling to a conference that you expect many of your contacts to be at, too, then use your out-of-office message as a networking opportunity. By including some information about your trip and your phone number, you may be able to network with colleagues you may not have expected.

Here’s a great example from Sales Consultant Blair Lineham:

10. Use your autoresponder as a cold email

Remember the AIDA cold email formula ? It also works as an out-of-office reply by captivating your reader’s attention all the way through to the call to action.

Here’s a great example of how this works from Ann Handley of MarketingProfs. Ann begins with a rhetorical question that grabs her reader’s attention and builds interest with her subsequent details and fun facts. She then creates desire with the way she describes the conference and lists a call to action with the conference website and a link to her Instagram account.

Pro tip:  To make sure you don’t forget to set an OOO for your next confirmed trip(s), take 5 seconds to schedule a  Send Later email  to remind yourself. Schedule it for your last day of the office, and we’ll place it at the top of your inbox at the best time for you.

These final funny out-of-office examples are purely for entertainment. A little humor can go a long way in building rapport with your network.

11. Add a reference or joke to your message

Here’s a great example of a funny out-of-office message:

12. Use a fun fact in your autoresponder to let people get to know you

Have some interesting facts up your sleeve? This one’s for you .

13. Use your autoresponder to remind people you are human

TL;DR Robots > Humans. Here’s a hilarious example provided by Jim Julius .

14. Holiday

Here’s a great example of a fun and high-spirited out-of-office message for the holidays. 

15. Maternity/Paternity Leave

For Maternity/Paternity leave out-of-office messages, you can go the classic route or have some fun with it. The example below pokes some fun at herself and then guides the recipient in the right direction.

16. Medical Leave

When it comes to medical leaves, not a lot of detail is necessary. Give your recipients a heads up so that they respect your privacy/time, but there’s only so much you want to share publicly. Communicate the details that are necessary.

17. Short-Term Out-of-Office Message

When you’re out of the office for a few hours and don’t want to leave anyone hanging, a short-term out-of-office message lets the recipient know you’ll be back in a few hours. You can even provide a contact for them to reach out to if it’s an urgent matter.

Ready to write your own, but not wanting to start from scratch? Here are 8 examples to copy and paste (then customize).

We surveyed our team, did some research, and asked around to compile the top 8 out-of-office email examples.

Next time you find yourself on the cusp of vacation or a work trip, consider these out-of-office email template examples. Copy and paste as you like.

1. Not All Heroes Wear Capes

Subject: I’m Out, But My Colleague Is In Thanks for your email. I’m currently on holidays with my [friends/family] for the first time in (what seems like) forever. For urgent matters, [first name of colleague] will help you. [S/he] doesn’t have a cape, but [s/he] is basically super[man/woman]. [Your first name]

2. Smoke Signals Welcomed

Subject: Bonding with Nature I am out of the office and bonding with nature from [date of departure] to [date of return]. I have little to no cellphone service and no wifi. Smoke signals are the most reliable form of communication. [Insert colleague or team’s contact information]. Thank you, and if your matter isn’t urgent, I will talk to you on [date of return]. [First Name]

3. Fun Facts

Subject: Not here but facts for you Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, here are some facts that you might find interesting, before I return: [Fun fact 1] [Fun fact 2] [Fun fact 3] [And so on] [Your first name]

4. Adorable Animal

Subject: Out of Office But Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, then please enjoy this [picture/video] of an [type of animal] [action it’s doing]: [Image/video here] [Your first name]

5. Expect Delays

Subject Line: Will Reply, But Expect Delay

Hello — I’m out of the office today [doing X]. While I will be able to answer you today, please expect a slight delay. For anything urgent, please contact [team distribution email].

6. Conference Connection

Subject Line: I’m at [Conference Name], Are You? Thanks for your email. I’ll be away from the office until [date returning] and will respond as soon as I can. For all support requests/needs, please reach out to [team distribution email] and one of my colleagues will be happy to assist you. If you’re interested in signing up for [your product or service], feel free to reach out to my manager [First Name Last Name] at [manager email address]. If you’ll be at [conference name] [Month gone, date leaving – date returning], let me know and I’d love to find a few minutes to connect. You can learn more about [your company name]’s [conference name] presence [“here” — hyperlink applicable landing page], including [X], [Y], and [Z]. Don’t forget to smile!

7. I’m On a Plane

Subject Line: Out of Office: [Day of Week You’re Out, Date] Hi, Thanks for reaching out. I will be out of office on [Day of Week], [Date] with limited availability (depending on the plane’s internet!). I’ll respond to your message as fast as possible, and/or you can call my cell phone and leave a voicemail at the number in my signature. In the meantime, please contact [colleague name] at [preferred method of contact]. Have a great day!

8. Lead Gen

Subject Line: Helpful Content While I’m OOO Hey there, This message is automated because until [date return] because [reason you are out of office]. I’ll get back to you when [something pithy here or a simple “I return to the office”]. Did you email me about [your company’s realm of expertise]? Well then, no need to wait. Get our [piece of lead gen content–insert link here] now. Talk soon, [First Name] Here

Want to file more than one for the future? Good news: you can stash them right in your Gmail or Outlook inbox.

Here’s how to set up an out-of-office message in Outlook:

1. Click File, then “Automatic Replies”

2. Select “Send automatic replies”

3. Inside the “ Inside My Organization ” tab, write your message

4. Click “Ok”

Here’s how to set up an out-of-office message in Gmail.

1. Click Settings, then “See all settings”

2. Scroll down to “Vacation responder”

3. Select “Vacation responder on”

4. Fill in the first day, last day, subject line, and message

5. Click “Save changes”

This article was updated on March 13, 2024.

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How to Write an Out-of-Office Message For Business Travel

Table of Contents

While many enjoy the stability of not needing to travel as part of their job, this is some people’s reality. Traveling on business trips requires adequate preparation.

You have to pack your backpack, documents, and other work-related items. Although the aforementioned are important, you must also not forget to have an  out of office message for business travel  prepared. This message helps colleagues, partners, and business associates know that you’re out of town. In addition, it also helps them to know if you’ll be back soon or not.

This article explains the various parts of writing a good  out of office message for business travel .

How to Create a Great Out of Office Message for Business Travel

Business trips are unavoidable in some industries. Nevertheless, in this era of constant communication, you must put measures in place to let others know you’re away. It isn’t a good idea to leave tons of emails without a response. Here is a simple explanation of how to create one for yourself.

Like your regular email, your out of office message should start with a salutation. Remember that this is an automated message. Hence, you don’t know the identity of the person sending you a message. Simply use the word sender. So, a salutation like “Dear Sender” will suffice.

State the Reason for Your Absence

After the salutation, indicate the reason for your absence. In this case, it’s a business trip or work travel. 

Absence Period

It is also important to include the dates you’ll be absent from the office. Doing this makes it easy for them to know when to check on you again. Make sure to end the email by saying that you’ll be back after the absence period and how to contact you back.

Include a Contact for Urgent Matters

For issues that can’t wait till you return, you can include a contact they can reach out to. If the person is unavailable, you can include your phone number if they need to follow up with you.

The closing is down to your personal preference. You may thank them for reaching out and close with something like “Kind regards” or “Sincerely.” Don’t forget to include your name after.

Examples of Good Out of Office Messages

We have a few examples of good out of office messages you can use. Take a look at them and pick the one that best meets your needs.

Hello, 

 I’m currently out of the office on business travel and will be back [DATE]. I will respond to your email during that time as soon as I can. If you require immediate help, please contact [NAME] at [EMAIL]. Thank you for your patience.

Dear Sender,

I’m out of the office on business travel from April 1-5. I will have limited access to email and will reply as soon as possible.

I will be out of the office on business travel from Wednesday, the 3rd, through Tuesday, August 9th. If you need any information during that time, please contact my assistant at xxx-xxx-xxxx. 

Good communication is important, and setting guidelines for out of office messages is crucial for businesses . The end goal of this article is to provide a template you can use and show you how to do it.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Small Business Trends

20 effective out of office message examples to inspire you.

If you buy something through our links, we may earn money from our affiliate partners. Learn more .

An out of office message, or OOO message for short, is a crucial part of business communications. When you’re on vacation, out sick, or not in the office for any reason, you can set up an auto-response message that replies to each new email, letting them know that you’re not in. They are useful for communicating information and letting the recipient know how to get in touch with you.

We’ll look at what out of office messages are and some examples to help you create your auto-reply.

Table of Contents

What is an Out of Office Message?

An out of office message is an auto-response that you can set up from your email client if you happen to be out of the office and have no chance to check your email account. For instance, you can set one up in advance because you bought a ticket to a conference on the cheapest day to fly and know you won’t be available that day.

You can have it running for a specific period of time and add exact dates so that auto-replies will only go out during those dates. The out of office message will automatically be sent to incoming messages on the dates you decide to run the automatic message.

When is an Out of Office Message Needed?

There are several reasons why an out of office message is needed for business communications. Most notably, it’s nice to let people know you won’t be available to respond during certain times and it is good email etiquette .

Out of office email can also tell potential clients how quickly they should expect a response from you, and provide them with instructions on how best to contact you in case of an emergency.

Here are a few top reasons why you would need an OOM:

• Business Trips: Out of office messages are needed when you’re away from the office on business trips. This lets people know that they won’t receive an immediate response and gives them an alternate point of contact, like a work colleague or supervisor.
• Vacations: Taking time off for vacation is important to recharge and relax, but letting people know you’re away is just as important. An out of office message can let people that you’re on holiday and when you’ll be back.
• Unavailable: If you have to take some time off due to illness or an emergency, an out of office message will keep your contacts informed about the situation and when you’ll be back.
• Client Meetings: Out of office messages are great for letting people know that you’re away on a client meeting and when to expect an update or response from you.
• Training Courses: If you’re attending a training course, let your contacts know, so they don’t think you’re ignoring them

Be sure to check out the video for ‘How to Set an Out of Office on Microsoft Teams’ after you’re through reading:

The Benefits of Having an Effective Out of Office Message

In today’s fast-paced business environment, consistent communication is pivotal. However, there are times when professionals are unavailable due to vacations, personal commitments, or business trips. This is where an out of office message becomes invaluable. Not only does it inform senders of your unavailability, but an effective out of office message can also uphold professional standards, manage expectations, and ensure seamless workflow continuity.

• Clear Communication: At its core, an out of office message serves to inform the sender about your absence. This prevents misunderstandings and fosters trust, as the sender isn’t left wondering why they haven’t received a response.
• Managing Expectations: By providing a return date in your message, you set a clear timeline for when the sender can expect a reply. This can help manage client or colleague expectations and reduce potential frustrations.
• Redirecting Urgencies: Effective out of office messages can guide senders to alternative contacts for urgent matters. For instance, out of office message examples might include: “For immediate assistance, please contact [colleague’s name] at [email/email].”
• Upholding Professionalism: A well-crafted out of office message showcases a company’s commitment to professionalism and client service. It reassures clients and partners that even in your absence, the business remains organized and attentive to their needs.
• Personal Touch: Out of office messages can also reflect a bit of your personality or the company culture. Humorous or light-hearted out of office messages can leave a positive impression, provided they remain respectful and relevant.
• Continuity in Work: By informing colleagues and clients about your return date or directing them to an alternative point of contact, business processes can continue with minimal interruption.

When crafting your message, it’s useful to explore various out of office message examples to find a style and tone that aligns with your brand and role. Remember, the goal is to inform, assure, and guide the sender effectively.

While the concept might seem simple, an out of office message plays a crucial role in contemporary business communications. A well-executed message ensures that professionalism is maintained, relationships are nurtured, and business continues to flow even in your absence.

How to Come Up with an Amazing OOO Message

You want your out of office message to be personable and informative. Here are a few tips on how to make your out-of-office email stand out:

Step 1: Keep it Short and Sweet

An out-of-office message should be short, concise and get the point across. No one wants to read a lengthy message just to find out that you won’t respond immediately.

Step 2: Be Kind

You want your message to be polite and professional, so avoid using phrases like “out of the office until further notice,” as this can sound a bit dismissive.

Step 3: Make it Personal

If you’re away on vacation or an event, consider adding something personal about what you’ll be doing. This will help your message stand out and show that it’s coming from a real person, not an automated system.

Step 4: Give Clear Instructions

Make sure to provide clear instructions on how people can contact you in case of an emergency or if they need something urgently.

Step 5: Add a Bit of Humor

If you’re feeling creative, why not add a bit of humor to your message? This will help make it stand out from the pack and can even spark conversations with your contacts.

Also, don’t forget to add the following information to your autoresponder email message:

• Why you’re out of the office
• When you’ll be back, including the date range (starting date, return date, etc.) for when you are out of the office
• Other ways to reach you, such as a cell phone number if applicable. You could put something like ” If you need immediate assistance, please contact (your cell #)” in your autoresponder email messages.
• Other points of contact the recipient can reach in your absence in cases of immediate assistance, including another contact email address, phone number and/or business website.

What Not to Write in an Out of Office Message

• Avoid adding too many details to your out of office reply: It might be tempting to add a long explanation, such as you are in a lunch meeting , but it’s best to avoid putting n too much detail. Instead, keep your auto-office email message short and concise.
• Not including other contact information: If possible, there should always be another point of contact included in the message to know who to follow up with if needed.
• Broadcasting too many personal details: Putting excess information in emails makes it harder for readers to glean the information they need. Also, adding too many personal details for the world to see can be a security concern, especially if you let people know you will be away from places like your home office.
• Not getting permission to commit a colleague: If you need to commit a colleague in your absence, get their permission first before doing so.
• Adding that you will respond as soon as you are back in the office: Telling everyone that you will respond as soon as you get back can be a land mine. While this is a great indication of how you’re taking care of your clients and fellow workers, it can take time to get back to everyone who’s contacted you while you were away. Keep things realistic, so no one feels ignored when you get back.

Here is a table of those steps for quick reference:

20 Amazing Out of Office Message Examples

If you’re unsure how to structure your away-from-office message, we’ve come up with a sample out-of-office messages for different situations to help .

1. Simple Out of Office Message Example

This one is short, sweet and to the point:

Thank you for your message. I am away from the office without email access until (date), I will respond when I return to the office. I appreciate your understanding.

Kind regards,

2. Professional Out of Office Message

A professional OOO message is great for colleagues, customers and business contacts:

Thank you for your message. I am out of the office from (date) to (date) with limited access to email. If you need immediate assistance, please get in touch with me on my cell phone (number) or my secretary XX at (phone number).

Best regards

3. Funny Out of Office Messages

A funny out of office message can lend a personal touch and help your contacts know you’re still alive and well and don’t take yourself too seriously. Here is an example:

Thanks for the message, but this is a robot responding to you as (name) is currently out of the office and trying really hard not to check their office email. They’ll be back by (date), so feel free to get in touch then!

The Email Robot

4. Out of Office Autoresponder Email Messages

If you need to send an out-of-office autoresponder message while you’re away on vacation or otherwise unavailable, here is an example:

This is an office autoresponder email message as I am unavailable and not checking email. I will respond to your email when I return to the office.

This is an automatic OOO message as I am out of the office until (date). I will respond to your message promptly upon my return. If you need immediate assistance, please get in touch with XX at (email) for more details.

5. Out of Office Sick Leave Message Example

Medical leave is a time to rest and recuperate. Be sure to let your colleagues and contacts know you won’t be available with a message like this:

Thank you for your message, but I am currently on sick or medical leave and unable to attend to email. If you need immediate assistance, don’t hesitate to get in touch with the office at XX.

Thank you for your understanding

6. Out Of Office Vacation Message

If you’re going away for vacation, here is an informative email vacation responder message for your contacts:

Thank you for your email. I am currently on vacation and unable to respond to phone calls or messages until I return on (date). If your matter is urgent, you can contact XX for assistance at (email). Alternatively, you can email at (generic company email), and someone from the team will be in touch.

Also, if you want to elevate your message, include a special auto-response to make it more entertaining for the reader. You can do this by linking to a GIF in your out of office reply.

7. Maternity Leave Out of Hours Message

Taking maternity leave and don’t want to fret? Automatic replies like this example OOO message below can help let your contacts know when you’ll be back in the office, lessen the pressure to respond to messages and give you peace of mind:

Thank you for your message. I am currently on maternity leave without access to emails or phone calls until (date). If your matter is urgent, please contact (email). Alternatively, you can reach out to the wider team at (team email), and someone from the company will assist you as soon as possible.

All the best,

8. Business Trip Out of Office Message

If you are going away on a business trip, this example out of office message can help you communicate your absence and contact details:

Thank you for your message. I am away on a business trip until (date) and will return to the office with limited email access. For immediate assistance, please contact my colleague XX at (email).

9. Sabbatical Out of Office

Sabbaticals are a great way to recharge and come back with fresh ideas. This out of office message can help you communicate your absence:

Thanks for your message. I am taking a sabbatical from (date) to (date) and will not be available for emails or phone calls during this period. If you need assistance, please get in touch with XX at (email). I look forward to returning soon!

10. Out of Office Message for Personal Emergency

Life can throw unexpected curveballs. This out of office message can help you communicate any personal emergencies:

Thank you for your message. I am out of the office due to a personal emergency and will not be available until (date). If your matter is urgent, please contact XX at (email) for assistance.

Wishing you all the best,

11. Training Out of Office

Going to a training course? This out of office message can help you communicate the details your contacts need to know:

Thanks for your message. I am out of the office on a training course until (date) and will not be able to respond to emails or phone calls during this time. If you need help, please get in touch with XX at (email).

12. Out of Office for Appointment

This out of office message can help you communicate your absence when you head out for an appointment:

Thanks for your message. I am currently out of the office attending an appointment and won’t be able to respond until (date). If you need assistance, please contact XX at (email).

13. Moving Out of Office Message

Moving to a new office or home? This out of office message can help you communicate your absence during the move:

Thank you for your message. I am moving offices and may not be able to respond to emails or phone calls until (date). If you need immediate help, please contact my colleague XX at (email).

14. Out of Office Meeting

This out of office message can help you communicate your absence to people while you are attending a meeting:

Thanks for your message. I am out of the office attending a meeting and won’t be able to reply until (date). If you require assistance, please contact XX at (email) for further information.

15. Team Outing Out of Office Message

This out of office is perfect for team outings since it can help you communicate the pertinent details people need to know:

Thanks for your message. I am away with my team on a day trip and will not be able to respond until (date). For immediate help, please contact my colleague XX at (email) and flag urgent messages as high priority.

16. Conference Out of Office Message

Thank you for your message. I am currently away attending a conference and will not be able to respond until (date). If your matter is urgent, please contact XX at (email) for assistance.

17. Short Term Out of Office Message

A lot of times OOO messages are tailored to an extended period of time. On the other hand, this one is created in case you are away from the office for a short period of time and includes what to put for anyone that may have an urgent matter that can’t wait:

Thanks for your message. I am out of the office on a short-term basis and will not be able to respond until (date). For urgent matters, please contact XX at (email).

18. Out of Reach Out of Office

This one is for those who are away from their office and unable to respond, typically because of limited access:

Thank you for your message. I am currently out of the office today and have no email contact and won’t be able to respond until (date). For urgent matters, please contact XX at (email) for assistance.

Best regards,

19. Holidays Out of Office Messages

Mark this holiday OOO message off your to-do list before you take a break with this all-purpose example:

Thank you for your message. I am away on holiday from (date) to (date). For immediate assistance, please contact XX at (email).

Happy Holidays,

20. Remote Working Out of Office Message

This OOO message example is for those who are not in the office but still working remotely:

Thanks for your message. I am currently working remotely and will not be able to respond until (date). For urgent matters, please contact XX at (email).

Use These Out of Office Message Examples to Create Your Own

The out of office messages provided above are just a starting point for creating your own. When writing your own message, think about what clients and team members will need to know and who would be the best person on the team to guide them in your absence.

These examples can give you an idea of how much information to include (or exclude) and the important components that go into creating the message.

Also, don’t forget to update your out of office messages as soon as you return to the office so that your customers receive timely responses.

What is a good automatic email response? One that will generate leads

Rest assured that there is an excellent automatic office message response for you in internet land. However, it’s a really good idea to think about tailoring your out of office messages for lead generation. First of all, creating an out of office autoresponder email message is important and even more essential for email marketing.

The good news is that it’s surprisingly easy to create a lead generation opportunity that will collect a lead in your responder. Also, office message examples that collect leads, include a sense of urgency, have a clear call to action and make the reader smile are key.

Are there templates you can use for an out of office email?

Yes, there are numerous templates available online that can assist you in crafting an effective out-of-office message. Here are some key points to note:

• On platforms like Etsy, you can find reasonably priced OOO message templates . These can be particularly helpful if you are seeking a more distinct or creative approach.
• These Etsy templates often come with customization options, enabling you to adapt the message to suit your company’s voice or your personal style.
• Amazon also offers a selection of digital resources, including books and e-guides, that provide a variety of templates or samples for OOO messages.
• There are online platforms that offer more than just templates. These platforms provide a comprehensive set of tools to help you design, write, and schedule your OOO messages. Some of these platforms might include email management or automation software.
• Remember, the goal of using a template should be to guide you in creating an OOO message that is concise, informative, and reflects your professionalism. A good template should make this process simpler, not more complicated.

It’s always advisable to personalize these templates to your situation, as the goal of an OOO message is not just to inform but also to maintain and enhance your professional relationships.

How do I put out of office on status?

To put out of office on status, you will need to enable your Out of Office reply. If you use a web-based email client such as Gmail or Outlook, you can do this by going into Settings and enabling the Out of Office function.

You may also have access to an auto-responder in your email settings, which is a great tool for setting up your Out of Office status. If you are using a desktop email client, you will need to access the settings for that specific program to turn on the Out of Office message.

How do I set up an out-of-office message on Gmail?

Setting up an Out of Office email message on Gmail is easy! Just open your Gmail Settings, select the “Vacation Responders” tab, and check the box to enable the feature. Then, simply enter your desired response, set a starting date and end date for when you’ll be away from your inbox and returning, and save your changes.

You can also customize your Out of Office message to include specific contact information for urgent inquiries and any other pertinent details, such as expected response times.

How do I set up an out-of-office message in Outlook?

Setting up an Out of Office email message in Outlook is also a breeze! Just open the “File” tab and select the “Send automatic replies” option. Then, check the box to enable it, enter your desired response, and save your changes. You can customize your Out of Office message to include specific contact information for urgent inquiries, as well as any other pertinent details, such as expected response times.

Last Checks for Your Vacation Responder

Before leaving, you’ll want to check the following:

• Availability: Everything in your auto-reply messages, including the vacation responder and time frame like the start and end dates, are unavailable for you.
• Formatting: Depending on the email client, an auto-reply message can sometimes present with formatting issues.
• Appearance: Make sure to check and see how your auto-reply messages look on desktop and mobile devices before it goes out to clients and team members.
• Content: Check and double-check your auto-reply messages to ensure that it’s accurate, clear, and professional.
• Urgent matters: Make sure to include alternative contact information, such as a mobile number or email address, for urgent matters.

Once your Out of Office message is all set up and ready to go, you can relax knowing that any emails sent to your inbox will be answered in a timely fashion. With these 20 Out of Office Message Examples from Small Business Trends, you’re sure to craft the perfect message and start raking in the leads! Good luck and happy away time!

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Craft Effective Out-Of-Office Messages (+15 Free Templates)

December 5, 2022

by Soundarya Jayaraman

In this post

Your out-of-office message matters, what to include in your out-of-office message, how to write a good out-of-office message, what to avoid in an out-of-office message, when to set up an out-of-office message, up for grabs: 10 professional out-of-office message examples, 5 unique out-of-office message templates, 7 funny and creative out-of-office examples to inspire you, how to set up your out-of-office auto-reply.

Day in and day out, you show up to your job and work hard, so you and your team hit your goals. Now you’re taking a much-needed break, and you need to write a quick out-of-office (OOO) message. 

Fret not; we’ve got you covered.

In this article, you’ll learn how to write an effective out-of-office message using templates and examples for inspiration. You’ll also see how to set up your automatic reply in email services .

What is an out-of-office (OOO) message?

An out-of-office or OOO message is an automated email response sent to anyone who emails you while you’re away. It explains how long you’ll be gone and who’s covering your responsibilities in your absence. Sometimes, an OOO message tells the reader your reasons for being gone.

Sending an out-of-office message is a professional and polite way to let others know you are offline and unavailable. It’s considered proper work etiquette when you are on vacation, at a business conference, or on sick leave. The auto-reply message shows that you can’t respond immediately, but you’re not ignoring the email, either.

People usually expect a reply to their emails within a day or two. A no-reply typically means the sender is guessing why you aren’t getting back to them. 

This communication error is particularly troublesome if you work in a client-facing role like customer service, communication, sales, or marketing. When you return, you have an overflowing inbox from a long list of frustrated people. You risk getting overwhelmed with the number of emails you have to answer or missing important emails, leading to a loss in productivity.

Your automatic out-of-office email reply solves this problem. It sets clear boundaries for your time off in our era of perpetual electronic availability. When the sender knows you are away for a particular period, they’re less likely to bombard you with multiple emails on the same subject.

They can decide whether they want to wait for your return or contact you in another way.  They can also contact whichever co-worker is covering for you in your absence, reducing pile-ups when you return. This avoids delays or disruptions to ongoing work or partnerships with clients .

A well-crafted out-of-office message helps you connect with the recipient. It can be as simple as sharing something about your vacation or holiday. The little personal notes make the recipient feel cared for, which can deepen the business relationship.  

You don’t have to write a lengthy email explaining you are OOO. A good out-of-office message needs to include: 

• The exact start date and end date.
• Contact information of the person(s) to reach out to for immediate assistance; if you mention multiple point-of-contacts, specify whom to contact for each type of task.
• At times, the reason why you are out of the office. You know yourself and your office culture, so ultimately you decide if anyone needs to know your business.

Make sure to include that you’re out of the office in your subject line with the date. 

Here’s a simple OOO message template.

Subject line: I am OOO from [date] to [date].

I am currently out of the office till [date] for [reason] with no access to email. I will respond to you in a timely manner once I am back. In case of urgent requests, please reach out to [colleague name] , [designation] at [email/phone] .

[your signature]

Gather all your details that need to be in the out-of-office response. Follow the general rules of writing a professional email. 

• Include a good subject line , catchy if possible.
• Add greetings.
• Keep your OOO message short.
• Add pleasantries like “Thank you for reaching out” or “Talk soon” at the end.
• Insert sign-off and signature.
• Proofread your out-of-office message before you hit save.

Tip: Use a proofreading tool to check for spelling and grammatical errors in your emails.

There’s no standard format for writing an out-of-office response, but avoid these practices in your professional out-of-office message. 

Don’t give too much information

Your out-of-office message need not be an autobiographical essay. Use OpenAI or any other  ChatGPT alternatives  and k eep it simple, short, and to the point. You only need to inform people about when you’ll be away, perhaps why, and whom to communicate with in your absence.

Don’t include your colleague's name without their consent

Putting in a co-worker’s name without their approval is unprofessional. You don’t want to get confused and angry calls from your colleague asking why they’ve got extra work with your clients when you are on vacation. So ask your co-worker beforehand and add them if they agree. 

Don’t promise you’ll respond on a date or asap

While it’s a common practice to say, “you’ll respond once you return,” don’t put too much pressure on yourself by giving an exact date or time frame. It will take time to catch up with work, emails, and calls. Don’t make a promise that you might have to break. If you still prefer to include a timeframe, set realistic expectations. 

Reel in the humor and creativity

Want to say you’re going on vacation to detox from the job you despise? Don’t. 

Your attempts to be funny or creative might backfire if a client or supervisor doesn’t share your sense of humor. This doesn’t mean you don’t get to be creative or funny. It’s standard today to have silly out-of-office messages. But assess your position, company culture , and expected professionalism before letting an Icelandic horse write your autoreply . You never know who might read it.

Related: Follow these eight best practices to master email communication .

Set up an out-of-office message when you’ll be gone, no matter how long – or not long – you’re going to be away. This includes when you go on leave for:  

• Vacation 
• Holidays 
• Conferences, workshops, business meetings or trips
• Personal emergencies
• Sabbatical  
• Parental leave

If you’re struggling to find the right words to put in your out-of-office message, borrow one of these ready-made, professional, out-of-office message templates that you can use right away. You can also customize your email based on your needs.

 1. Simple out-of-office message without a reason

Send a standard OOO message without explaining the reason for your absence. 

Subject line: Out of office until [return date] 

Thank you for your email. I am out of the office till [date] and have limited access to my email. 

In case of any urgent request, please contact my colleague [name], [designation], at [email/phone]. 

I appreciate your patience and will respond to your email when I return. 

Sorry for the inconvenience.

[Your signature] 

2. Vacation out-of-office message 

Subject line: On vacation from [date] to [date] ✈️ 

Thank you for your message. 

I am on vacation from [date] to [date] and am taking time off from all devices. I will see your messages when I return.

If you need immediate assistance, reach out to my colleague [name],  [designation], at [email]. 

Thank you for understanding.

Have a great day! 

[Your signature]

Tip: Always thank your senders and end with proper pleasantries. Being courteous makes the reader more receptive to your message.

3. Holiday season out-of-office message 

Subject line: OOO until [return date] for the holiday season 

Season’s greetings! 

Thank you for reaching out. 

I am currently away from my inbox for the holiday season. If your message can wait, I’ll reply once I return on [return date].

If you need any immediate assistance, please contact [name], [designation] at [email].

Wishing you a wonderful holiday season,

4. Maternity/Paternity out-of-office message 

Subject line: Out of office for parental leave till [return date]

Greetings! 

Thanks for your email. Currently, I am out of the office for my [maternity/ paternity/parental] leave.

I expect to return in [month of return/return date]. Until then, I won’t be checking my emails. 

You can reach out to my colleagues for any assistance in the meantime. 

For any queries on [ongoing project name], contact [name], [designation] at [email/phone number].

For [specific task], contact [name], [designation] at [email/phone number].

If your message isn’t time-sensitive, feel free to resend it in  [month of return]. 

Looking forward to connecting with you upon my return.

5. Medical leave out-of-office message 

Subject line: Medical leave till [date] 

Thanks for reaching out. Unfortunately, I am out of the office on medical leave. I expect to return by [date]. 

If you need immediate help, please message [name], [designation] at [email/phone]. They are managing my responsibilities while I am away. 

Thank you for understanding,

Tip: If you do not want to mention parental or medical leave in your email, make sure you tell recipients you will be out of the office for an extended period.

6. Company event out-of-office message

Subject line: Away for a company event till [date]

Thanks for getting in touch. I am currently away from my desk as I am busy at our company’s [event name] from [date] to [date]. 

I’ll check emails periodically and respond as time permits. 

For any urgent queries, feel free to reach out to [name], [designation] at [email/phone].

Your patience is appreciated. 

Best regards,

7. Business trip out-of-office message 

Subject line: Out on a business trip to [city] until [date] 

I am out on a business trip to [place] until [return date]. I will respond to your email when time permits or upon my return.

If you have any urgent matters, please contact [name], [designation] at [email/phone]. 

If you are also in [place], let me know. I would love to connect with you! 

Tip: If you’re going out of town for your trip, and if you feel safe doing so, mention where you’ll be in your OOO message. Let people know you are open to networking with your connections.

8. Conference out-of-office message 

Subject line: Out of office attending [conference name] 

Thanks for the mail. I am currently attending the [conference name] from [date] until [date] with limited access to my emails.

For any pressing matters, reach out to my colleague [name] at [email/phone]. Otherwise, I'm happy to respond to your request when I return.

Sorry for the inconvenience. 

9. Short-term out-of-office message 

Going out of the office for a short period is now pretty common among teams working from home . Use the following template to inform your colleagues you’ll be away for some time. 

Subject line: Away until [time]/Away this [morning/afternoon/evening]

I’m away from my devices for an appointment/personal errand from [time] to [ time]. If your message can’t wait, please reach out to now [name], [designation] at [email/phone]. Otherwise, I will respond to you once I’m back online. 

10. Internal out-of-office message

Email software providers now offer options to send a separate auto-reply to internal teams and external collaborators. Tell your colleagues about your absence with this template. 

Subject line: OOO till [date]. Send your urgent request to [team] 

Thank you for your email, but I am currently OOO until [date]. You can find updates on all [project name] in the [folder name] folder shared with the team. 

Contact my team member [name], [designation] at [email/phone] if you have any concerns or questions. 

Your automatic out-of-office reply messages don’t have to be solely about your absence. You can turn this into a way of engaging with people. Make it informative, memorable, and even fun. The sender won’t be as disappointed to get your auto-reply. And you can create some connections or get some unexpected benefits by adding just a line to your email. Consider using these five ways to do it.

1. Offer a resource and promote your content

Include a resource. It can be a simple blog article or inspiring newsletter recommendation, or a webinar you recently enjoyed. You can also promote your company’s content to get some new readers. Try this template message.

Subject line: Not here, but I’ve got some resources for you!

Thanks for reaching out! I am away from the office till [date].

If you need immediate help, reach out to my colleague [name], [ designation], at [ email].

If your message can wait, I will respond once I return.

Meanwhile, I recommend you check out this excellent article [“article headline] by [name], explaining [subject]. I hope you enjoy it.

Thanks again,

2. Promote your product

For anyone in sales or marketing, nothing is better than promoting their brand or product. If this is you, use your out-of-office reply to do just that. 

Subject line: I’m OOO, but your free guide for [product name] awaits!

Thanks for your message. I am offline from [date] to [date].

Are you reaching out to me to learn more about our [expertise/product/service name]? 

Fortunately, we have ready-made resources to get you started. Read our guide on [product/service] and also see what our customers say about it here [add link]. 

Feel free to reach out to my co-worker [name], [designation] at [email] if you have any urgent queries. 

I’ll get in touch with you when I’m back. 

3. Generate leads

Plug in your newsletter, linkable assets like a downloadable whitepaper, or lead magnets like quizzes in your out-of-office autoreply. It’s one of the simplest ways to work on lead generation while you are away. 

Subject line:  I am out, but I’ve got something for you. 

Thanks for reaching out! I am currently away from work till [date] with no access to my inbox. 

If you need something right now, reach out to [name] at [email]. 

In the meantime, have you read our weekly newsletter [newsletter name + link]? We share exciting stories, updates, and tips and tricks on [subject matter]. I think you’ll enjoy it. Sign up here [link]!

I’ll be sure to respond to you once I return. 

This template is for lead generation via newsletter. You can use it to insert any of your lead generation forms.

Attending an event or going on a business trip? Don’t just tell them you’re going to a conference. Use this chance to network with business partners and acquaintances. You can even allow them to book a time in your calendar for a meeting later. 

Subject line: I’m at [event name] in [place] Are you?/Maybe we can meet at [conference]

I am currently away from my desk attending [event name] at [place] from [date] to [return date]. 

I will respond to your email when time permits. 

If you would like to attend the event, let me know. I would love a chance to connect with you over there. You can learn more about our presence at booth number [x] at the conference.

Or if you’re in [place] during this time, let me know if you wanna grab a coffee together. Contact my colleague [name], [designation] at [email] if your message requires immediate attention.

Talk soon! 

Related: Learn how to harness your personal network with network marketing .

5. Boost your brand's social media

Add a simple line and market your company’s social media account while you’re gone. This works particularly well to hook people if you have a great social media presence. 

Subject line: I am OOO, but did you see our latest post? 

Thanks for the message. I am away from the office till [date] for [reason].

Please get in touch with [name], [designation] at [email] if you have any immediate questions. 

Meanwhile, did you see our latest post on [social media site] ? We shared some pretty interesting info on [subject]. You don’t want to miss it. 

Follow us on [social media links] for more fun stories. 

Talk to you soon,

You can also get creative and funny with your out-of-office replies without going overboard. If your mail can bring a smile to a sender’s face and brighten a stressful day, you create an instant, emotional connection with that individual. After all, humor makes people more relatable and authentic. 

Some of the folks at G2 found some funny and creative out-of-office message examples to inspire you. 

1. Selecting tuxedos for my dog’s wedding

Source: Shreya Mattoo

 It’s not often that you take a day off to select tuxedos for your dog’s wedding. And when you do it, why not tell the rest of the world and get their help, too? The email works because the sender shares their personal and unique situation, humanizes the impersonal mail, and makes it funny.

2. I am at the BEACH

Source: Holly Hunt

Flaunt what you got. If you can be entertaining and amusing without offending, hit the autoresponder to boast a little about your whereabouts and share what you enjoy with a cheeky message like this. The sender is truthful about the fact that they are on vacation but warns the recipient about delayed or inebriated responses. 

3. Busy eating pasta and pizza

Source: Twitter

That’s it. Simple, straight, and frank admission that the person on the other end of the email is less likely than usual to respond.  

4. Contact Casie for any emeowgencies

I'm on vacation. Like, a real vacation. Like, I threatened people that I wasn't taking my laptop vacation. So I'm pretty unlikely to respond before August 1st. 

Now, if you really, really need something, you can try and find someone from the list below to deal with your requests, problems, and crises. Note that [supervisor] is also off during this time, so honestly, the department is currently completely lacking in leadership. Like when I'm there. If you need immediate help, you can contact [name] and Cassie, my cat, for any emeowgencies. 

Now I realize there's a chance that you're still reading this, and I'm starting to wonder if you don't have something better to do. 

I mean, I know it's the last week of July, but if all you're doing is spending your day reading out-of-office replies (and surely not all of them will be as entertaining as this), I feel you need help. But again, try the emails above, I'm not available. 

Still, if you are still reading at this point, I feel I need to reward you. So, a little poetry.

It's just not fair 

Said the overworked Chair 

As he prepared his out-of-office reply 

I give them direction 

With a hint of affection 

But this week, I'm just not their guy 

See ya soon. 

 Source: Twitter

This is a long out-of-office message, but it’s amusing. It teases the person who continues reading the out-of-office reply but softens the blow with a poem at the end. 

5. Get your pet to respond

Now, what’s better than directing your senders to contact Natalie, the cat? A response from the cat. That’s what Raj did with his autoresponder. Raj – I mean – Natalie’s response injects personality into the automatic reply and will earn some laughs. The person who receives it won’t blame the cat for not responding, now would they?  

Here’s a pawfect template you can use if you have a dog:

Subject line : {Name] is away, [Pet’s name] reporting on duty

Thank you for your message! 

[Your Name] is currently out of office for [reason] till [ return date].

Fortunately, I, [your name]’s dog, [pet name], am here to reply to you.

But unfortunately, the only word I know is BOW BOW,

So I can entertain you with BOW BOW BOW BOW and some cute dog videos. [Attached]

If you need any other assistance, please contact [your name]’s colleague [colleague name] at [email]. 

[Pet’s Name]

And don’t forget: you can always outhorse your emails to Icelandic equines to write on your behalf by simply filling out a form. 

6. Chasing storms

Thank you for your email. 

I am currently in Oklahoma chasing storms and will respond to your email when I return to Massachusetts in June. If your email has a time constraint, I will do my best to answer within 72 hours. Otherwise, if you want my attention before then, you must fall into one of four categories: 

• You are a representative from The Weather Channel writing to let me know Jim Cantore has been struck by lightning in a snowstorm, and I am his chosen successor. 
• You would like to adopt my sister. NOTE: we have a strict no-return policy. 
• You are a Nigerian princess writing to let me know you will be depositing $4 million into my bank account and need my bank account number, SSN, and routing number.
• You are President Drew Faust writing to let me know that Harvard wants to make my Atmospheric Sciences program an actual concentration at Harvard and that I get a building named after me (or at least a parking spot named after me.)

Source: Twitter This clever out-of-office message conveys the sender is unlikely to respond to emails that aren’t time-sensitive with a dose of humor and personality. They dissuade people from reaching out by adding humorous situations under which people can send an email, like the Nigerian princess ready to give him money.  Here’s a template for you to create yours in the same manner. Subject line:  I am away, but if you need help…

Thanks for your message. 

I am away from work till [return data] for [reason]. 

For any assistance, please reach out to [name], [designation] at [ email].

If you still think you need to reach out to me for an urgent matter, make sure you fall into one of the four categories: 

• You’ve got tickets to the [band name] concert and want to give one of them to me
• You are a Nigerian princess who wants to deposit $5 million into my account and needs my account number, SSN, and mobile number.
• You sighted a UFO, took pictures and videos of aliens deboarding it, and want me to confirm. 
• You want to adopt my [sibling]; if this is the reason, call me. We have one-day delivery and a strict no-return policy. 

[your signature] 

7. It’s emojis all the way down

If you’re a visual person and your company culture and clientele allow it, you could use cute emojis to convey your out-of-office message, like the one above. The emoji correspondence is simple and effective, makes others decipher what you’re up to, and adds some fun to your autoresponder. 

Remember, not all jokes work, and not all jokes work the same way with everyone. So be mindful of who in your professional circle will be fine with humorous auto-replies and who may not be. You don’t want to have to meet with HR right after your vacation. 

By now, you’re ready with your out-of-office message. Here’s how you can set up your out-of-office autoresponder in different email software.

How to set out-of-office replies on Gmail

If you use Google workspace , follow these steps to set up your auto-reply on Gmail. 

Scroll down to Vacation responder. 

• Click “ Vacation responder on”
• Fill in the dates, subject line, and your simple out-of-office message in the given boxes
• If you want to send an auto-reply to your contacts and people in your organization, click on the respective boxes
• Click “Save changes”

Your out-of-office autoresponder is set. 

Once your vacation responder is on, you’ll get a top bar with an option to end the vacation email like this.

 Click on “ End now”  to turn off the vacation responder.

How to set out-of-office replies on Outlook

If you use Microsoft Outlook for your emails, here are the steps to set up your out-of-office autoreply. 

Source: Microsoft

• Select File > Automatic Replies  
• Select “ Send automatic replies ”
• Click on “ Only send during this time range ” to edit the date and time range
• Type in your autoreply message and click OK . This will turn the auto-reply on for people emailing you from inside the organization
• For those outside the organization, click on the ”Outside My Organization” tab and type in the same message or a different autoreply

You are set for your time off.  

How to set out-of-office messages on Slack

It’s common these days to use instant messaging apps like Slack and Teams more than emails. So consider putting up your out-of-office message on those channels, too. Follow these steps to update your status to out-of-office in your slack :

• Click on your profile picture in the top right of your Slack window. 
• Click on “ Update your status ”
• In the pop-that appears, type in your custom out-of-office status, and then set the time.

How to set an out-of-office message on Teams

The process to schedule an auto-reply in Microsoft Teams is similar to Slack.  

• Click on “ Send replies only during a time period ” to select a date range.
• You can also enable sending automatic replies to people outside your company by clicking on ” Send replies outside my organization ”. You can edit the message you want to send to external contacts. 
• Once you’re done, click save . 

Don’t forget to switch off your autoresponders when you are back if you didn’t set up a time range.

Happy holidays!

Now you’re ready to set up your creative out-of-office email. Use one of our templates, fill in the requisite details, turn on your autoresponder, and put up the message. Remember to check each element of your out-of-office email before you hit save. And one last thing: enjoy your time off – you deserve it!

Still confused? Explore and learn how to write professional emails that people read.

Connect, collaborate, and conduct business with the best email software.

Soundarya Jayaraman is a Content Marketing Specialist at G2, focusing on cybersecurity. Formerly a reporter, Soundarya now covers the evolving cybersecurity landscape, how it affects businesses and individuals, and how technology can help. You can find her extensive writings on cloud security and zero-day attacks. When not writing, you can find her painting or reading.

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17 Out Of Office Business Travel Messages

If you are a business traveler, you’ve probably considered the importance of preparing for your trip. Whether it’s planning a business trip or just going on vacation, there are a few things that you need to do before you leave. One of the things is to remember to leave an automatic message in your Outlook or Gmail inbox. Travelers should make sure that their clients/colleagues know when they will be gone and for how long. This will help them plan accordingly, and it will also help them avoid any problems with their boss when they return from their trip. This article discusses how to compose the best out of office message when you travel for business.

6 Things That Your Automatic Email Should Include

1) Salutation – is the first greeting or acknowledgment in a message presented to another person- ”Hi there”, ”Dear sender” etc. Do not specify the person’s name as this is an automated email and anyone can email you. 2) The reason – business trip, business travel, work travel 3) Dates that you will be away – until the 4th of June, from 04/05/2022 to 04/06/2022 and etc. 4) A contact for urgent matters – colleagues that are close to you who can provide help whenever a customer or another colleague has an urgent situation. 5) Closing – ”Kind regards”, ”Cheers”, ”Sincerely”, ”Best” are used interchangeably for closing in an email. It is really up to the writer on their personal preference which one they choose to use. 6) Your name

Out of Office Messages for Business Travel

Hi there, I’m currently on business travel and not checking my email. I will be back next week. If this is urgent, please feel free to call me at (PHONE NUMBER). Hope you have a great week! (YOUR NAME)

Hi everyone, I’m currently on a business trip and will be back on the 5th of March. In the meantime, you’re welcome to reach out to (COLLEAGUE NAME) for assistance. Cheers, (YOUR NAME)

Thank you for your email! I’m currently on business travel and I’ll be out of the office this week. Please feel free to email (COLLEAGUE NAME) for anything you may need and for urgent matters contact my colleague (COLLEAGUE NAME).

Hi there, I’m currently on business travel and will be out of the office until September 12. I will be checking emails periodically, though, so feel free to reach out if there’s anything urgent. Best, (YOUR NAME)

Dear sender, I’m currently away traveling on business but I will reply to you as soon as I get a chance so please don’t hesitate to contact me. Best regards, (YOUR NAME)

Dear sender, I’m currently out of the office traveling for business. I’ll be back in the office on the 5th of April. Thank you for your understanding, Kind regards, (YOUR NAME)

Dear sender, I hope you’re having a great day! I’ll be out of the office for the next few days. I’ll be checking my inbox periodically, but please feel free to reach out to (COLLEAGUE NAME) if you need a prompt response. Regards, (YOUR NAME)

Hi there, I hope all is well. I’m not able to access my email while I’m on the road but I’ll reply to your email as soon as I am able. Have a great day! Sincerely, (YOUR NAME)

Hi there, I hope you’re having a great day. I’m out of the office on business travel, so I’ll be responding to your emails when I get back. Best, (YOUR NAME)

Dear sender, I unexpectedly I have to attend a business conference abroad so I will be out of the office. I’ll be back in the office on the 3rd of July. If you need to reach me while I’m out, reach out to my colleague, (COLLEAGUE NAME) who will be covering for me. I’ll respond to your email when I’m back! Sincerely, (YOUR NAME)

Hi there, Just a quick note to let you know that I will be out of the office on business travel for the next three weeks. Please email my (COLLEAGUE NAME) at (COLLEAGUE EMAIL) if you need any urgent assistance. Otherwise, I check your email when I return. Kind regards, (YOUR NAME)

Hi Sender, I’m currently traveling for work and will be out of the office for the next few days. I’ll reply to your email once I’m in the office again. Best regards, (YOUR NAME)

Hi, I am currently away on business travel. I will be checking emails frequently, but I may take a little bit longer to respond. My colleague, (COLLEAGUE NAME) is here to help you with your urgent matter. Regards, (YOUR NAME)

Hi there, I’ll be out of the office for the next two weeks on business travel. I will be back in the office on the 3rd of December, at 10 am EST. In case you need any urgent updates, please contact my colleague (COLLEAGUE NAME) on (PHONE NUMBER). Sincerely, (YOUR NAME)

Dear sender, I’m leaving on a business trip this week and will be out until the 2nd of November. In case you need any urgent updates, please contact my colleague (COLLEAGUE NAME) at (COLLEAGUE EMAIL). Best regards, (YOUR NAME)

Please do not reply to this message. I am currently out of the office and will return on the 17th of November 2017. If there is an urgent matter you can reach my colleague at (COLLEAGUE EMAIL) or call us at (NUMBER). Kind regards, (YOUR NAME)

I’m out of the office from 04/05/2022 to 04/06/2022 because I’m on a business trip. If you have an urgent matter that requires immediate attention please contact my colleague (COLLEAGUE NAME). (COLLEAGUE NAME) can be contacted at (COLLEAGUE EMAIL). Thank you. Best, (YOUR NAME)

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How to Write an Auto‑Reply Email

Clear and prompt communication is the foundation of any successful relationship. The same can be said for your workplace relationships with your customers, clients, and colleagues.

If you’re planning to be out of office, even if it’s just for a few days, setting up an autoresponder email message is essential. Not only can it help you remain professional in your absence, but it can also resolve urgent matters that require immediate attention.

So, what information should you include in your out-of-office email, and when should you use one? In this article, we will guide you step by step through the process of writing an effective OOO message.

What is an auto-reply email?

An auto-reply email, also known as an out-of-office message, OOO message, or away message, is a prewritten, automated response that notifies people of your absence from work.

Whether you are only away for a few days or an extended period of time, having an out-of-office message is considered standard practice. It eliminates any confusion and leaves a good impression on your business associates.

When should you use an auto-reply email?

An immediate response is a show of good faith, especially when you’re trying to impress clients. However, that’s not always possible. As dedicated as we are, we still need to take some time off for ourselves or tend to other responsibilities from time to time. The next best thing you can do in this situation is to have a thoughtful and concise out-of-office email in place.

As a general rule of thumb, you should use autoresponder emails if there will be a delay in your response.

Here are some common situations in which you can utilize an out-of-office reply: Appointments

• Taking off early for the day
• Taking a personal day off
• Business trip
• Medical leave
• Maternity leave
• Any time you have no email access or limited access to the internet

Of course, you don't have to limit auto-reply messages to the workplace. Try using them in your own life as well. See what benefits auto-reply messages can bring for your personal vs. corporate emails .

What should you include in an auto-reply email?

A successful out-of-office message is full of useful information but straight to the point. It should satisfy the person trying to reach you until you are back, whether it provides a reason for your absence or gives them someone else to contact.

Here are the essential components you should include in your OOO messages.

Reason for absence

While you don’t need to include the exact reason for your absence, a quick mention of it can help your clients and colleagues gauge whether you will be checking in periodically or gone completely. It can also make your out-of-office reply feel more personal and give you a talking point for when you get back.

Overall, keep it simple by briefly mentioning whether you are on vacation, out sick, or if your company is simply closed for a business holiday.

Duration of absence

Automatic replies that don’t include your duration of absence are incomplete. If your business associates don’t know the exact dates you are gone, they may send multiple emails, making it harder for you to stay organized and find their original request in your inbox.

Check your OOO message for a clear time range or end date. Let your contacts know when they can expect a response.

Point of contact

Sometimes, the person reaching out to you will need immediate assistance. Make sure they get the help they need by including a list of contacts for different urgent matters. Provide the names, email addresses, and positions of the coworkers who are willing to cover for you in your absence. Remember to prepare them with all the information and documents they need to assist you as well.

If you are open to answering some questions while you are gone but don’t want to keep your computer on all the time, consider giving out your cell phone number in your out-of-office message.

Do's and don'ts of auto-reply emails

It might take a few drafts before you come up with the perfect out-of-office message. However, there are some do's and don’ts you can follow to make it as effective and helpful as possible.

Follow these golden rules to take your OOO messages to the next level.

Do's of email auto-replies

• Be polite and professional: The tone of your out-of-office messages should always be polite and professional. If it’s going out to your clients and customers, make it a point to show that you are apologetic.
• Be clear and succinct: Don’t be afraid to be clear and succinct in your out-of-office messages. For example, the person reaching out to you doesn’t necessarily need to know where you’re going on vacation. Focus on the exact dates you are off of work and your points of contact. Bold or highlight this information if needed.
• Go the extra mile: Show that you want to provide help even in your absence. For your coworkers, include a list of important internal links. For your clients and customers, give them special promotions and deals they can take advantage of.

Don’ts of email auto-replies

• Make empty commitments: Don’t promise to check your emails or other messages on vacation if you have no intention of doing so. Don’t commit to responding as soon as you are back in the office either in case you have a lot to catch up on. Setting expectations can potentially lead to more issues down the road.
• Include a colleague who hasn’t agreed to help: Don’t list a colleague as an emergency contact if they haven’t agreed to help. This can blind side both the colleague and the person emailing you, making you seem negligent and unprofessional.
• Promise an immediate response from your colleagues: In the same vein, even if your colleague agrees to help, don’t commit them to an immediate response. They are taking on your work in addition to their own.

Auto-reply email examples

If you’re wondering what a good out-of-office email looks like, take a look at the following examples. Feel free to use them as email templates for your own automatic replies. In general, always consider who your OOO message is going out to and tailor your response.

Dear [Name],

Thank you for your email. I will be out of the office for a family vacation from [start date] to [end date]. During this time, I will have limited access to email and will not be able to respond to your message until my return.

If you need assistance right away, please contact [name and contact information of a colleague who can help].

Thanks for your understanding, and I look forward to getting back to you upon my return.

[Your choice of sign off],

[Your Name]

Hello Team,

I will be out of the office today and have no email access, [date], due to an emergency situation that needs my immediate attention. I will be back in the office tomorrow, and I apologize for any inconvenience this may cause.

If you have any urgent matters, please reach out to [name and contact information of a colleague who can help] for assistance.

Thank you for your understanding.

[Sign off],

Maintain good customer service with professional auto-replies

If you're looking to set up your business email , stand out from the competition with top-notch customer service using a vacation auto-reply message. By providing clear communication and alternative contacts, you showcase your professionalism and fulfill your customer’s expectations even when you are away from work.

In addition to out-of-office messages, other types of email automation can help your business grow as well. Eliminate the busy work from your schedule and get help with transactional emails , welcome emails, no-reply emails , and more using Mailchimp’s email marketing software.

Need help with email design? Check out our resources on email design templates and the best fonts for emails .

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30 Auto Reply Message Examples Businesses Can Use In (Almost) Every Occasion

Prompt replies can be the difference between winning and losing customers. Does the following scenario sound familiar?

You are spending the day ironing out final design details ⚙️ for a client’s new home and checking on another build that is in progress 🔨.   You do not have the chance to check your email until almost 6 p.m. 🕕  When you do, you find that someone reached out with a question 🙋  about booking a design consultation ☎️.  When you respond, you discover that they have booked 🤝 a consultation with your competitor because they did not hear back from you quickly enough. 😓

You don’t have to lose business this way. You may not be able to respond right away, but GoCRM can, with text messages and emails customized to any situation and ready for any lead who reaches out to you via phone, email, or form submission.

Auto Reply Benefits

Main benefits of auto reply messages.

Responding personally to every communication may seem like the best way to earn business, but the reality is that auto replies offer you and your leads many advantages . In addition to allowing you to reply promptly, auto replies allow you to do the following:

✔️  Provide Reassurance

People who reach out to your business expect to hear back from you quickly. Often, they expect to receive a message from you within the same business day.

If you take too long to respond, they are likely to assume that you are not interested in their needs. They may move on to your competitor. You will have lost their trust, and their business.

Auto reply messages prevent these misunderstandings by offering prompt replies that tell people when you will be able to respond to them.

When they receive prompt and useful auto replies, people feel noticed, cared for, and important . That helps them to maintain a positive view of your business.

✔️  Provide Further Direction

You can also use auto reply to offer additional resources and communicate critical information to people both inside and outside your organization.

Providing further direction in this way keeps people engaged with your business until you can reply to them personally.

Here are some examples of the useful information you can include in an auto reply text or email:

• Telling customers when a technician is on their way
• Requesting a review after a completed job
• Providing contact information for someone who is available to talk to them immediately
• Directing customers and leads to online information they may find useful
• Promoting upcoming events

✔️  Take a Break

No matter how committed you are to your business and your clients, you cannot always be available to respond to messages. You need time off, and you need time to devote to other aspects of your job.

Auto replies make this time away possible. You can attend to matters outside the office, take a vacation, or even spend the evening at home while also providing colleagues, customers, and leads with the information they need until you return.

Auto Reply Principles

The best auto replies include certain elements that allow them to communicate clearly, professionally, and usefully . Here are the most important principles to follow when composing an auto reply.

Create your auto replies ahead of time so you have time to craft them the way you want them before you need to send them out.

Make sure your auto reply is free from spelling and grammatical errors, adopts a friendly and professional tone, and is easy to understand.

Include Clear Dates

When communicating dates, use specific information that cannot be misunderstood. eg. ‘Oct-8′ instead of ’10-08’.

Give a Timeline

Use your auto reply to tell your lead, customer, or colleague when they can expect to hear from you.

Include Other Contacts

Include contact information for the people your colleague, lead, or customer can contact while you are unavailable.

Include Relevant Links

Add any links that will be useful to the people who reach out to you.

Include Emergency Contact Information

You may also want to include a way for people to reach you in case of emergency.

Auto Reply Scenarios + Examples

To get you started, here are 15 scenarios, with examples, where auto replies can help. You can use these examples as they are, customize them to your business and industry, or use them as inspiration for your own auto reply messages.

Generic Auto Reply

The generic auto reply is a message you send out to reassure a contact that you have received their message and will be in touch shortly. You can include your hours of operation, include a link for more information, or provide a timeframe for your reply.

Thank you for reaching out to {Business Name}. We have received your message and will be in touch {Time Frame}. Copy To Clipboard

Thank you for contacting us! We will be in touch shortly, but you may also find answers to some of your questions on our FAQ page at {link}. Copy To Clipboard

We look forward to serving you! We will get back to you as soon as we can within our business hours {Hours}, but no later than 24 hours from now. Copy To Clipboard

Thank you for contacting us here at {Business Name}. We will be in touch soon. We look forward to serving you. Copy To Clipboard

Hi there! We just wanted to let you know we received your message and will be in touch before our offices close at {Closing Time}. Copy To Clipboard

We were happy to receive your email. Assisting you is our priority, and that is why a member of our support team will be in touch before the end of business today. Copy To Clipboard

Thank you for inquiring about {Listing or Product}. We will be in touch in less than an hour to answer any questions you have. Please feel free to check out similar {Listings or Products} here {Link}. Copy To Clipboard

We are sorry to see that your experience with us has been less than satisfactory. We would like the opportunity to make things right. Our team will look into your complaint and get in touch with you in the next 24 hours. In the meantime, please enjoy this 10 percent off coupon. Copy To Clipboard

Learn how to setup an automatic introductory text message with GoCRM.

Thanks for Visiting

This auto reply example is an opportunity to thank a website visitor for stopping by your site. You can also use this message to entice them to come back and learn more or purchase from your business.

Thank you for reaching out to us through the website. We cannot wait to show you everything we have to offer. A member of our team will follow up soon, but please take the opportunity to learn more about us here: {Link}. Copy To Clipboard

Thank you for visiting our site. We are sad to see you go. On your next visit, please enjoy this 20% off coupon for anything in our inventory. Copy To Clipboard

Missed Call

If you cannot answer a call when it comes in, you can still reply automatically with GoCRM. Use a separate reply for people already in your list of contacts and for new callers.

Existing Contact Example

Hi [Customer’s Name]! It’s {Your Name}. I am sorry I missed your phone call. I will get back to you as soon as possible. You can also schedule an appointment online here {Link} if that is easier for you. I look forward to speaking with you! Copy To Clipboard

New Caller Example

Hello, it’s {Your Name} from {Your Business}. I am sorry I missed your call, but I will get back to you by the end of the business day. You can also schedule an appointment here {Link} or look around our website for more information here {Link}. Thank you! Copy To Clipboard

Welcome New Customers

When one of your leads converts into a paying customer, it is time to show them your appreciation and make their transition as easy as possible.

When you cannot communicate with new customers immediately, you can use auto replies instead. Here are some examples of automated welcome messages that will make new customers feel right at home.

Thank you for your recent purchase! Remember that we are here to answer any questions you have as you use your new product. Just contact us here {Contact Information}. Copy To Clipboard

Welcome to {company}! As one of us, you get to enjoy some pretty sweet benefits. Check them out here {Link}, and don’t forget to brag a little bit on social media. Use our hashtag {Hashtag}. Copy To Clipboard

Thank you for your interest in working with {Business}. {Contact Name} will be in touch by the end of business today to schedule a time to discuss the exciting opportunities a partnership could present! Copy To Clipboard

Learn how to setup a new lead autoresponder with GoCRM.

Service Maintenance

Use auto replies to stay in close communication with clients who require maintenance services from your business. Let them know you received their request for help, give them a timeframe for repairs, and alert them when a technician is on the way.

Thank you for your service request. We have opened a ticket on your behalf, and one of our techs will be in touch with you within the hour. Copy To Clipboard

We wanted to let you know that we are experiencing some service slowdowns thanks to scheduled maintenance. We anticipate being back to normal by tomorrow at noon. Copy To Clipboard

Good news! Our tech {Name} is on the way to you and will be there within the hour. Call {Contact} if you have any questions or concerns. Copy To Clipboard

Too Many Messages

If you have been away and come back to hundreds of messages, or if that social media initiative goes viral, you may end up with more messages than you can handle right away. Use auto reply to stay in touch with people while you catch up.

Thank you for contacting {Business}. Due to an unusual level of activity, responses are delayed. We anticipate responding to your message within three business days. In the meantime, please feel free to reach out to {Contact} with any urgent needs or requests. Copy To Clipboard

Don’t Check Email Very Often

If you do not check your email every day, you should also use auto replies to tell people how to get in touch with you more quickly and set expectations for responses from you.

Thank you for your email. I will be able to respond to your message when I check my emails on Wednesday. Alternatively, you can reach me at {Alternative contact information}, and I will get back to you within 24 hours}. Copy To Clipboard

Out-of-Office Replies

When you are away from the office, you need to leave an auto reply that tells customers when you will return and gives them options for contacting other members of your team or getting in touch with you in case of emergency.

Thank you for your email. I am out of the office from {Date} to {Date}, and will reply to your email after that. For urgent needs, please contact {Contact}. In case of emergency, you can reach me at {Emergency Contact}. Thank you for your understanding! Copy To Clipboard

Learn how to setup an out of office SMS auto reply with GoCRM.

Out of Office with Lead Generation

You can also use your out-of-office replies to generate leads while you are away. Here are some examples of how to encourage action on the part of those who try to contact you while you are busy.

I am sorry I missed your email. I am currently out of the office until {Date}. I will get back to you as soon as possible when I return, or you can reach out to {Contact}. In the meantime, have you heard about our new {Product}? Check it out here {Link}. Copy To Clipboard

Out of Office with Content Promotion

If your business is producing incredible content (And it should be!), then start directing contacts to that material with out-of-office auto replies.

Thank you for your email. I am currently out of the office and will return on {Date}. I look forward to connecting with you then. In the meantime, check out our latest blog on {Topic}. I think it will give you some great tips for improving your next construction project. Copy To Clipboard

Thank you for your email. I am currently out of the office and will return on {Date}. I look forward to connecting with you then. In the meantime, learn more about how the different types of mortgages and the current interest rate situation with our weekly newsletter. Subscribe for FREE here {Link}. Copy To Clipboard

Out Of Office for Conference or Business Trip

If you are away from the office on a business trip to a certain area or for a conference, you can use your auto reply to encourage people to connect with you there. The right auto reply can help improve your networking and maybe help you nurture some new leads in person!

Thank you for your email! I am currently attending {Conference} in {Location}. If you are going to be there, I would love to connect. Please contact me at {Phone Number} or stop by our booth {Booth Information}. We can even connect via social media {Twitter handle and Facebook Page). I look forward to talking with you! Copy To Clipboard

After Hours

When people contact you after hours, you can still connect with them using auto replies. Just make sure to let them know you will be in touch with them personally as soon as the office opens again.

Hello, thank you for contacting {Business Name}. We are out of the office right now, but will be back and ready to respond to you on Monday. Copy To Clipboard

Hi there! Thank you for your interest in {Business}. Our hours of operation are {Hours of Operation}. We will be in touch as soon as we are open again, or you can reach out to us again at that time. Copy To Clipboard

Transactional Texts

Sometimes, you need to use auto reply to communicate important information to consumers. Here are some examples of times when auto replies can be useful and time-saving methods fo communication.

Appointment Reminder

Hi {Customer Name}. We just want to remind you about your appointment with us tomorrow with {Name} at {Address} at {Time}. Copy To Clipboard

Opt-in Responder

Hi {Name}. Thank you for opting in for {Name of service chosen}. Please confirm your opt in decision by replying Y to confirm or STOP to unsubscribe. Copy To Clipboard

Status Alert

Hello {Name}. We just want to let you know that your order will be ready by {Time}. Please text back with any questions. You can change your order by {Change deadline}. Copy To Clipboard

As you can see, auto replies are a powerful way to stay in touch with contacts even when you cannot reply to them personally.

With GoCRM, you can create and implement these auto replies, personalize them to client names and specific scenarios, and see improvement in your level of engagement with leads and clients as a result. Let us show you how GoCRM can make a difference for you, and schedule a free demo today!

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100 Professional Out-of-Office Message Examples 

Sudarshan Somanathan

Head of Content

April 26, 2024

Setting an out-of-office (OOO) email might slip our minds as we eagerly anticipate our next holiday or break. However, skipping this step could unintentionally weaken your trust with your clients or colleagues.

A prompt response, even in your absence, signals professionalism and reliability. Crafting the perfect out-of-office message is more than a courtesy; it’s a critical component of business etiquette. It reassures your clients and partners that their needs are acknowledged, even when you’re recharging.

This article is your go-to guide for crafting an out-of-office email message that effectively communicates your unavailability while maintaining your professional image. We’ll also share some out-of-office message examples you can use as inspiration for this essential piece of workplace communication . 

Let’s explore how to leave an impeccable impression with your out-of-office message!

Understanding the Office Autoresponder Email Message

1. general professional out-of-office message examples, 2. short-term leave (ideal for brief absences), 3. extended period of leave (long vacations or sabbaticals), 4. conference attendance, 5. holiday season (holiday out-of-office), 6. emergency absences, 7. maternity/paternity leave, 8. medical leave, 9. training or professional development, 10. remote working adjustments, 11. automated service messages, 12. creative and fun messages, 13. industry-specific messages, 14. after-hours replies, 15. project-specific absences, 16. other scenario-specific emails, professional out-of-office message example, humorous or creative out-of-office message example, setting up out-of-office messages in microsoft outlook, comparing out-of-office message functionality in different email platforms, tips for writing professional out-of-office messages, common mistakes to avoid while writing out-of-office messages, using clickup to enhance your out-of-office messages, seal your virtual presence: master the art of out-of-office messaging with clickup.

• Frequently Asked Questions (FAQ)

Autoresponder email messages inform senders of your absence, ensuring continuous communication even when you’re not available to send an immediate response. Essential elements of a professional office autoresponder email message include:

• Clear announcement of absence: Your message should start with a straightforward statement indicating you’re out of the office, whether for a holiday, business trip, medical leave, maternity leave, etc.
• Your return date: Mention the exact date when you will be back and can respond to emails. This sets expectations for when a follow-up can be anticipated.
• Alternative contacts: For urgent matters that need immediate attention, provide the contact details of a colleague or team member who can assist. Include their email address and work phone number in the out-of-office communication.
• Limited access note: If you expect to have limited internet or cell phone access, include this information to manage expectations about your availability.
• Professional tone and sign-off: Even funny out-of-office messages should maintain a professional tone, ending with a polite sign-off that can spread some holiday cheer or convey well wishes.

Tip: Since you’re likely to use one generic out-of-office message for all emails, whether from friends or work contacts, it’s best to strike the right tone balance. Be clear about your availability and whom to contact in your absence, but keep personal details private.

100 Out-of-Office Message Examples

Here are 100 out-of-office message examples to fit every possible absence scenario, from short-term leave to extended vacations. 

Before we begin: Remember that every message benefits from starting with common salutations like “Hi,” “Hope you’re doing well,” or “Thank you for reaching out.” These universal phrases add a polite and professional tone to your message.

Each message should also include an emergency contact in case someone contacts you for something urgent. It could look like this:

For urgent matters, please contact [contact name] at [contact email address] or [number].

For immediate help, please email [contact email] or call [number].

Let’s look at some out-of-office message examples now:

• Thank you for your email. I’m currently out of the office with limited internet and will return on [date].
• I am away from the office until [date]. For anything urgent, please email [contact email] or call [number]. Thank you!
• Thank you for your email. I am out of the office today with limited email access. I will respond to you upon my return on [Date].
• Hello! I’m currently away from the office on a short break but will be back on [Date]. I look forward to catching up soon!
• I am out of the office until [Date]. Thank you, and I’ll get back to you as soon as possible.
• OOO until [Date].
• Thank you for reaching out. I am out of the office on a short leave of absence and will return on [Date]. For general inquiries, please contact [General Inquiry Email/Phone Number].
• Hey there! I’m on a quick break and won’t be checking emails until [Date]. I’ll get back to you as soon as I can after my return
• Thank you for your message. Our team is currently out of the office and will return on [Date]. Your patience is appreciated, and we’ll be in touch soon.
• Thanks for reaching out! I’m currently off-grid, working on a project, and will be back on [Date]. Looking forward to connecting soon.
• Thank you for your email. I am currently away [work/school/the university] and will return on [Date]. During this period, I will have intermittent access to email.
• Out of office until [Date]. I’ll respond to your email as soon as I return.
• Hello! I’m currently on a sabbatical, soaking in new experiences and inspirations. I’ll be back and ready to tackle new challenges on [Date]. Cheers!
• Thank you for your email. I am out of the office on an extended leave period until [Date]. Please direct your inquiries to [Alternate Contact Person or Department] for urgent matters.
• Hi there! I’m on a long-overdue adventure, exploring [Place or Activity], and will not be available until [Date]. Looking forward to catching up upon my return!
• I am currently out of the office on extended leave and will not return until [Date]. During this period, I will have limited access to email.
• Greetings! I’m taking some time off to recharge and focus on personal growth, and I will be away until [Date]. Your message is important to me, and I’ll respond as soon as possible upon my return.
• Hello! I’m currently attending [Conference Name] to bring our team the latest [Industry Trend/Technology] insights. I’ll be out of the office from [Start Date] to [End Date], with intermittent access to email. I’ll get back to you as soon as I can after [Date].
• Thank you for your message. I am attending [Conference Name] and will be out of the office until [Date].
• Hi! I’m currently at [Conference Name], learning about [Subject]. I’ll be back and buzzing with ideas on [Date]. 
• I am away attending [Conference Name] from [Start Date] to [End Date] and will have limited internet access. For urgent matters, [Alternate Contact] will be handling my responsibilities.
• Hey there! I’m off learning and networking at [Conference Name], and I’ll be back in action on [Date]. I will reply once I’m back, but if something urgent pops up, please contact [Alternate Contact]. Thanks for your understanding!
• I’m currently out of the office celebrating with family and friends and will return on [Date]. If your matter is urgent, please contact [Alternate Contact]. Wishing you a joyous holiday season!
• Season’s Greetings! I am away from the office until [Date] for the holiday season. May your holidays be merry and bright!
• Thank you for your email. I’m out celebrating the holiday season and will be back on [Return Date]. Should you need urgent help, [Alternate Contact] has you covered. Happy Holidays!
• Hello! I’m currently taking some time off to enjoy the festive season and will return on [Return Date]. Wishing you a wonderful holiday season!
• I’m out of the office soaking up the holiday cheer until [Return Date]. May your holidays be filled with joy and laughter!
• Thank you for your message. I’m away for the holiday season until [Return Date]. Enjoy the holiday cheer!
• Thank you for reaching out. I’m unexpectedly out of the office due to a personal emergency and will have limited internet to email.
• I am currently dealing with an emergency and will not be in the office until further notice. Thank you for understanding.
• Due to unforeseen circumstances, I am away from the office. I plan to return by [Tentative Return Date], but please contact [Alternate Contact] for urgent matters.
• Hello, I am currently dealing with a personal matter and have limited internet access. I appreciate your understanding.
• Due to an emergency, I will not be available until further notice. Your understanding during this time is greatly appreciated.
• I am on maternity/paternity leave until [Date]. I look forward to reconnecting upon my return.
• Thank you for your email. I’m currently on parental leave and will be back in the office around [Tentative Date].
• Hello! I’m on maternity/paternity leave and plan to return by [Date]. In the interim, you can contact [alternate contact] at [contact details]. Thank you
• Thank you for reaching out. I’m on parental leave until [Date] and won’t check email regularly. For urgent matters, please reach out to [alternate contact] at [contact email or phone]
• I am currently on medical leave and cannot access email until [Date]. I appreciate your understanding.
• I am out of the office for medical reasons and plan to return around [Tentative Date]. Please direct urgent inquiries to [Alternate Contact]. Your patience is appreciated.
• I’m away from the office due to health reasons and won’t be checking email regularly. Thank you for understanding.
• I am on medical leave and will return to the office by [Return Date].
• I’m on medical leave with limited internet until [Return Date]. Thank you for your thoughts.
• Thank you for reaching out. I’m on medical leave and expect to return on [Return Date]. Your understanding is greatly appreciated.
• I am currently attending a professional development course and will return to the office on [Date].
• Thank you for your email. I’m out for training and will have limited internet until [Date].
• I’m away enhancing my skills at a training workshop until [End Date]. Looking forward to connecting after my return!
• I am out of the office attending a training session and will return on [Date]. For immediate matters, [Alternate Contact] is available to support you.
• Thank you for your message. I’m out for professional development and will have limited access until [Date].
• I am currently adjusting to a new remote work setup and you may experience delays in response. I appreciate your patience.
• Due to remote working adjustments, I might respond slower to emails. I appreciate your understanding.
• I’m transitioning to a different remote work environment so you may see some delays in response. I appreciate your flexibility.
• Thank you for your email. My response time might be affected as I adjust to a new remote work setup.
• I’m changing my remote work environment, which may delay my email responses.
• Thank you for reaching out! Our team is currently helping other customers, but your message is important. The expected wait time is [Wait Time].
• Hello! You’ve reached us outside our regular business hours. We’re available [Business Hours]. Please leave your message, and we’ll get back to you as soon as we’re back in the office!
• I appreciate your patience! All our representatives are currently assisting other customers. Your estimated wait time is [Wait Time].
• Thanks for contacting us! We’re experiencing a higher-than-usual volume but want to get to your request as soon as possible. Expect a response within [Response Time]. 
• Your message has been received! We’re on it, and you’ll hear from us within [Response Time]. If this matter requires more immediate attention, please call our urgent support line at [Phone Number].
• I’m currently testing my superpower of being in two places at once. Spoiler: It’s not going well. I’ll be back [Date].
• Thanks for your email! I’m out searching for the Lost City of Atlantis and will return once I find it (or by [Date], whichever comes first).
• Hello! I’m currently attending the Hogwarts School of Witchcraft and Wizardry. My owl will deliver your message once I return on [Date]. For muggle matters, contact [Alternative Contact].
• As of now, I’m out battling dragons and securing the realm. My return is prophecied for [Date]. Should you need assistance in my absence, [Alternative Contact] will be at your service.
• I’m currently on a secret mission with 007. I’ll return once we save the world (again) or by [Date] – whichever is sooner. If you need backup, [Alternative Contact] is your agent.
• Legal: Thank you for your message. I’m currently in court and will have no access to my emails. For urgent legal matters, please contact [Alternative Contact].
• Academic: Greetings! I’m immersed in research and student mentoring until [Date]. Please contact [Department Secretary] or [Alternative Contact] for immediate academic inquiries.
• Healthcare: I’m currently on rounds and will return [Time]. For medical inquiries, please contact [Alternative Medical Contact] or visit our emergency department for urgent care.
• Tech: I’m currently debugging the future and will be offline until [Date]. For immediate tech support, please escalate to [Tech Support Email].
• Real Estate: I’m out scouting dream homes for clients and will have limited email access until [Date/Time]. For urgent property matters, [Alternative Contact] is your go-to.
• Thanks for reaching out! Our office is currently closed. We’re open [Business Hours]. I’ll make sure to get back to you when I return.
• Hello! You’ve caught us after hours. We value your message and will respond during our next business hours, [Business Hours].
• Our office is currently closed, but your message is important to us. We’ll be back in action [Next Business Day] and will reply promptly.
• Thank you for your message! We’re out of the office right now but will return [Business Hours]. Your message will be on top of our list.
• You’ve reached us after hours! Rest assured, we’ll get to your message first thing when we’re back in the office [Next Business Day].
• Thank you for your email. I’m currently on a project with a tight deadline and will have limited email/phone access until [Project End Date].
• I’m deep in the trenches of a major project and will be resurfacing on [Date].
• Hello! I’m out on a project mission and will have sporadic email access until [Date].
• I am currently fully engaged in an important project and will be less responsive until [Date].
• I’m in project mode and focused on delivery until [Date]. For urgent matters, please contact [Alternative Contact].

I. Wellness breaks

• Thank you for reaching out. I am currently on a wellness break to recharge and will return to the office on [Date]. Your understanding is appreciated.

II. Volunteering and social good

• Hello! I’m currently out of the office, volunteering with [Organization/Project] to make a difference in our community. I will return on [Date].
• I am away from the office, participating in a charity event to support [Cause]. I’ll be back and responsive by [Date].

III. Seasonal work pattern adjustments

• Thanks for your message! Please note, our office is on summer hours and I’ll be checking emails less frequently. I’ll ensure to respond by [Next Check-in Date].
• During the holiday season, our office operates on a modified schedule. I’ll be available for limited hours until [Return Date].

IV. Working abroad or travel

• I’m currently working remotely from [Location], and you may find responses delayed due to time zone differences. I’ll do my best to reply promptly.
• Hello! I’m exploring [Location] while working remotely until [Return Date], which might affect my response time.

V. Technology-free retreats

• I am on a digital detox retreat until [Return Date] and will not be accessing email. For urgent matters, please contact [Alternative Contact].
• Thank you for your message. I’m undergoing a technology-free retreat to rejuvenate and will be completely offline until [Return Date].

VI. Bereavement leave

• I am currently away from the office on bereavement leave and will return by [Return Date] . For urgent matters, please contact [Alternative Contact].
• Thank you for your email. I’m on bereavement leave and will have limited access to my emails until my return. For urgent help, please get in touch with [Alternative Contact] at [contact details]

VII. Transition periods

• As I transition to a new role within our organization, my response time may be slower than usual. I’ll be fully available again by [Return Date].

Creative vs. Professional Out-of-Office Messages

Out-of-office (OOO) messages are a critical communication bridge during your absence. Depending on your workplace culture and intended audience, the perfect OOO message can range from strictly professional to creative and funny.

Professional out-of-office messages are straightforward, providing essential information without extra frills:

• “Thank you for your email. I am currently out of the office and have no internet access, but I will return on [Return Date].”
• “I am away from the office until [Return Date]. Please email [Contact Email] or call [Number] for immediate assistance. Your message is important to me, and I will respond as soon as possible upon my return.”

A touch of humor can make your out-of-office messages memorable and reflect your personality, especially in less formal industries or company cultures:

• I am currently out of the office on an intergalactic space adventure. My ETA for returning to Earth is [Return Date].
• I’m on a quest to find the Holy Grail of coffee until [Return Date]. For truly urgent matters (or excellent coffee recommendations), please reach out to [Alternate Contact].

Out-of-Office Messages in Different Email Platforms

Different email platforms offer various functionalities for setting up your out-of-office email, allowing users to customize their absence notifications effectively.

Microsoft Outlook provides a user-friendly interface for setting up auto-response:

• Go to the ‘File’ tab and select ‘Automatic Replies (Out of Office)’
• Choose ‘Send automatic replies’ and specify the time range if desired
• Enter your out-of-office message in the provided text box. You can set different messages for inside and outside your organization
• Click ‘OK’ to activate your out-of-office reply

This feature ensures that anyone who emails you during your absence is automatically informed of your unavailability and provided with alternate contact details if necessary.

• Gmail: Offers an intuitive setup for vacation responders via Settings, allowing you to define the duration and tailor messages for all incoming emails
• Microsoft Outlook: As mentioned, Outlook users can specify different messages for internal and external business contacts, offering flexibility in communication. You can also set up the message from the Outlook app
• Apple Mail : Uses rules to set up automated responses, providing a more manual setup compared to other platforms
• Yahoo Mail: Allows users to activate vacation responses with a simple setup, similar to Gmail, though with fewer customization options

Additional Tips for Writing Out-of-Office Messages

Crafting an effective out-of-office message is key to maintaining professionalism and clarity when you’re not available. You can use several AI writing tools or email writing tools with integrated AI to assist you in crafting the perfect message.

Here are some tips on writing a great OOO message and common mistakes to avoid. We’ll also show you how ClickUp can streamline this process for you.

• Identify the purpose of your absence: Be clear about why you’re away. Is it for a vacation, a business trip, or a personal day? This helps set the right expectations
• Specify the duration: Mention the dates of your absence. Knowing the exact or approximate return date can help manage correspondents’ expectations
• Provide an alternate contact: Offer the name, position, and contact information of a colleague who can assist in your absence. This ensures continuity of communication
• Keep it professional and positive : Maintain a professional tone while being courteous and positive. Thank your correspondents for their understanding
• Review before sending: Double-check for typos, correct dates, and the clarity of your message. A well-written out-of-office message reflects your professionalism
• Vague information: Avoid being vague about your availability and return date. Specific details help in managing responses and expectations
• Overly personal details: Keep the message professional by not sharing too much about your personal activities or location specifics unless it’s a relaxed company culture where such details are appreciated
• Forgetting to set or update your message: Ensure your out-of-office message is activated before you leave and updated or deactivated upon your return
• Neglecting to provide alternate contacts: Failing to mention an alternate contact leaves the sender without options for urgent assistance
• Too much text: Keep your message concise. A lengthy message might not be fully read, leading to important information being missed

Also Read: The best alternatives to email

ClickUp is a comprehensive productivity platform designed to consolidate workplace tools into a single application. By integrating tasks, documents, email, chat, and AI, the ClickUp project management tool allows teams to seamlessly coordinate and communicate during absences.

Users can automate their out-of-office messages directly within ClickUp, ensuring colleagues and clients are informed and redirected appropriately.

Here are a few ways you can use ClickUp to set up your OOO messages efficiently:

• ClickUp Brain : Automate and personalize the process, ensuring your business communications remain professional and informative even in your absence. ClickUp’s AI Writer for Work can help you quickly generate an out-of-office message that suits your work and team dynamics
• ClickUp Docs : Draft your OOO messages and set Reminders in ClickUp for when to activate them. This ensures you don’t forget to set your email autoresponder before leaving
• ClickUp Email : Send, receive, and manage emails directly within the platform. This allows for a seamless transition between task management and email communication. ClickUp integrates with leading email platforms like Gmail, Outlook, etc., for simplified email management
• ClickUp Automation : Set up Automations in ClickUp to automatically send an out-of-office reply to incoming email during your absence. This can be particularly useful for email campaigns or if you receive a high volume of emails.

The right approach can significantly impact how your absence is perceived. Whether you’re stepping away for a brief period or an extended leave of absence, the tips and examples provided here will ensure your workplace communications remain reflective of your professional image.

For those looking to refine their out-of-office messaging further or explore advanced email management strategies, ClickUp provides a robust platform to centralize, streamline, and automate your email workflow.  

Whether it’s drafting your next out-of-office message in ClickUp Docs, setting reminders, or managing email communications directly within ClickUp, you have a comprehensive tool at your disposal to enhance your productivity and maintain professionalism, even when you’re away from the office.

Take this opportunity to explore ClickUp’s features and integrate them into your communication strategy . Start today by signing up.

Frequently Asked Questions ( FAQ )

1. what is a good auto-response message.

A compelling auto-response message balances professionalism with personal touch, ensuring continuity in workplace communication. It clearly states the duration of your absence, mentions limited internet access, and provides an alternate contact for urgent matters.

For example, “Thank you for your email. I’m currently away with limited access to my inbox and will return on [Date]. For immediate assistance, contact [Name] at [Contact Information]. Appreciate your understanding.” This message upholds your communication goals while respecting collaborative communication norms.

2. What do you write in an auto-reply message?

In your auto-reply message, include the essential elements: the reason for your absence (if appropriate), the period you’re away, less access notification, and alternative contact for urgent inquiries. Incorporating terms like “limited access” subtly communicates your situation, aligning with inbox management tools’ best practices.

A balanced message might read, “Hello! I’m out of the office until [Date], focusing on [Reason, if applicable]. For urgent matters, [Alternative Contact] will assist. Thank you for your patience.” This ensures seamless team communication and respects the workflow.

3. What is a good out-of-office subject line?

An effective out-of-office subject line is concise and informative, directly informing the sender of your unavailability. It acts as a preemptive communication strategy, akin to using the best email alternatives to manage expectations.

A subject line like “Out of Office: [Your Name] Returns [Date]” or “OOO [Date Range] | [Your Name]” is straightforward, allowing recipients to quickly understand your availability without opening the message. This approach fosters clear team communication and supports your overarching communication goals, ensuring stakeholders are informed and can adjust their expectations accordingly.

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Write and Execute The Perfect Out-of-Office Message

Clémence Daniere

Table of contents

Understanding out-of-office messages, how to set up your message, writing a professional out-of-office email, ooo message examples, make it your own, subscribe to techsmith’s newsletter.

If you’re here, it means you’re going on an adventure (we hope), and you need to set a perfect automatic out-of-office message for your email.

Although simple in principle, auto reply messages can be tricky to deliver. You don’t want to sound too harsh, too relaxed, or too removed from the receiver. 

Plus, different reasons call for different types of messages. 

It’s a fine line.

Luckily, we created this guide so you can set the perfect out-of-office message, no matter the occasion.

An out-of-office message is an automatic email response that will be sent out to anyone who attempts to contact you while you are unavailable. Of course, you can set up a specific start and end time of that email so you can return emails once you are back in the office.

It can be set up in any inbox. In this guide we will cover how to set up automatic response emails in Outlook and Gmail. The process is quite similar for other email services as well.

Instead of leaving the sender in the dark, automatic email responses allow you to communicate the fact that you will not be accessible at the moment. 

As you prepare to leave for vacation, it’s important to delegate any tasks to someone else on your team. Making sure your team is prepared with easy-to-follow how-to’s will allow you to enjoy your well-deserved time off. 

Create the perfect handover process

Snagit makes it easy to ensure a smooth transition

Part of that process is to appoint someone to be next in line to you for important email communication. With permission, include that person’s email and phone number.

These types of messages not only help communication, but can strengthen the relationship between you, your company, and clients.

The key to effective communication is keeping it professional and informative at once. Some automatic messages are curt and can seem abrasive to the sender. You wouldn’t want a poorly written email to reflect negatively on you while you’re relaxing at the beach!

Including information on your absence and providing your sender with options to pursue their inquiry is impotant. Sometimes customizing your email message with little details and funny comments is even more impactful.

Let’s go through the step-by-step instructions on how to turn on automatic replies. 

Out-of-office message in Outlook

• Open Outlook
• Go to “Settings”, then “Automatic Replies”
• Turn on the toggle
• Set the duration of your absence
• Write out your personalized message (more on that later)
•  Save and done!

Pro tip: you can choose to send replies only to people within your organization, or customize another message for others!

Out-of-office message in Gmail

• Go to “Settings”, then “See All Settings”
• Click on “Advanced”
• Enable the Template option
• Access templates through the “More options” menu
• Write out your message (more on that later)

As with writing anything, there are a few guidelines you should follow to keep your message to a high standard. 

Keep it clear and concise

Don’t waste the sender’s time while they dredge through a long, awkward message. Just keep it simple and informative!

Include essential information

You received an email most likely because someone needs something, so make sure you can help them as much as possible! Include some resources that others usually reach out to you for, or add in someone else’s email address who they can reach out to instead.

Proofread your email

We all know this one, and we swear we proofread, but typos sneak through anyway. Take your time and make sure the message is well-crafted . After all, it might be sent to a lot of people during your absence!

We’ve gone over the basics, but let’s see how it’s done.

Vacation, holidays, or short-term no contact

Business travel, or short-term moderate contact, leave of absence, or long-term no contact, unexpected changes, or long-term moderate contact, execute the perfect handover process.

Enjoy a stress-free vacation with this free guide!

Out-of-office messages are pretty simple, but feel free to have fun with them! Adding some humor and personality in your messages is always a nice way to bring a smile to someone’s face.

So make it your own and good luck crafting the perfect out-of-office message!

Additional Resources

How to recall an email in outlook, how to record a webinar, snagit vs. camtasia: which screen recorder is right for you.

• Create an email message
• Suggested recipients
• Use @mentions
• Create a signature
• Add attachments
• Check spelling
• Add a reaction
• Out of office replies
• Delay or schedule
• Recall a message
• Automatic forwarding
• Read receipt
• Save a file or draft
• Manual sync
• Create a folder
• Use inbox rules
• Conditional formatting
• Use Favorites
• Use dark mode
• Message font size
• Message list view
• Focused Inbox
• View as conversations
• Filter and sort messages
• Number of messages
• Chat with recipients
• Share an email
• Status in Outlook
• Phishing and suspicious behavior
• Blocked senders
• Protected messages
• Open a protected message
• More to explore

Send automatic replies (out of office) from Outlook

Use automatic (Out of Office) replies from Outlook to tell people you won't be responding right away to their email messages.

Note:  If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select the Classic Outlook tab and follow those steps instead.

On the View tab, select    View settings .

Select  Accounts  >  Automatic Replies . 

Select the Turn on automatic replies toggle.

Select Send replies only during a time period , and then enter start and end times.

Under Send automatic replies inside your organization , enter the message to send while you're away. (You can use the formatting options for text alignment, color, and emphasis.)

To set up automatic replies to other people, select  Send replies outside your organization , then add a separate message for that audience.

When you're done, select Save .

Determine email account type

There are two ways to send automatic out-of-office replies. The way you do it depends on the type of email account you have.

Select  File on the left end of the ribbon:

 ... then select the image below that matches your version of Outlook:

If you see the Automatic Replies button, follow the steps below.

If you don't see the Automatic Replies button, follow the steps to use rules to send an out of office message .

How to set up an automatic reply

Select File > Automatic Replies .

In the Automatic Replies box, select Send automatic replies .

Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you'll need to turn off automatic replies manually.

Note:  If you don't see Automatic Replies , use Rules and Alerts to set up your out-of-office message.

On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

Note:  Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only .

Select OK to save your settings.

Turn off automatic out-of-office replies

When Outlook is setup to send automatic replies, you'll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

Update your Automatic Replies on the Outlook mobile app

Troubleshooting: i don't see automatic replies.

If you don't see Automatic Replies after selecting File , you're probably using a Gmail, Yahoo, or other POP or IMAP account that doesn't support the Outlook Automatic Replies feature. You can set up a rule that will reply to incoming messages—if you leave Outlook running while you're away. For more information, see use rules to send an out of office message .

At the top of the page, select Settings   > Mail > Automatic replies .

Select the Send replies only during a time period check box, and then enter a start and end time.

If you don't set a time period, your automatic reply remains on until you turn it off by selecting the Automatic replies on toggle.

Select the check box for any of the following options that you're interested in:

Block my calendar for this period

Automatically decline new invitations for events that occur during this period

Decline and cancel my meetings during this period

In the box at the bottom of the window, type a message to send to people during the time you're away.

If you like, you can use the formatting options at the top of the box to change the font and color of the text or customize your message in other ways.

If you want senders outside your organization to get automatic replies, select the check box for Send replies outside your organization .

When you're done, select Save at the top of the window.

Related articles

Send automatic out of office replies from Outlook for Mac

Enable automatic out of office replies from Outlook for Android or Outlook for iOS

Use rules to send an out of office message

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Automatic Reply Email Examples for Business

You might be one of those wondering how automatic reply emails work without getting your customers feeling bad . I’ve been in your shoes but I sailed through by setting out on a tour of the best ways to write mind-blowing professional auto-response emails.

To be candid, there are times you’ve got so much to do and there are loads of inquiries flowing into your emails. Customers are important and must be treated fair in order to make your business fare well. Giving them the usual one-sentence auto-response will surely blow them off and result in a loss of customers.

Five Automatic Reply Emails Examples for Business

In order not to offend your customers when they need inquiries, I have five samples of professional automatic reply emails that will give your customers a good impression.

Automatic Reply Emails Example 1: During Service Upgrade

A professional automatic reply email is good when it is written with clarity. However, it is not necessary to start with ‘Dear esteemed customer’, you can start with “Hello” in order to create a good atmosphere of relationship with your customers. Alternatively, you can simply jump in with your appreciation e.g. “Thank you for getting in touch”

The following example is an email that is clearly written.

Automatic Reply Emails Example 2: When You Have Too Many Messages

Sometimes, you would need to create professional automatic reply email because you have received loads of emails and need time to attend to them.

Automatic Reply Emails Example 3: When You Check Your Emails Once Every Week

It is possible that, due to your schedule, you check your email once in a week. This is a good automatic reply email example for such a case.

Automatic Reply Emails Example 4: Short Response for Vacation

When you are on vacation, you definitely need to turn on email auto-response to ensure your customers are not left hanging. Here’s an example of automatic email reply for vacations.

Automatic Reply Emails Example 5: Long Response for Vacation

This is another professional automatic reply email. It is more comprehensive and provides many alternatives for customers to make their inquiries.

Bonus Email Samples

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Out of office:

Thank You for Your Email Auto Response Example

Simple out of office message, sample auto-reply message for customer service.

One important thing you would have seen in all these examples of automatic reply emails is the provision of alternatives for the email sender. So, always ensure you provide at least one alternative way to solve the customer’s problem whenever you are writing an auto-response email.

Check out more Automatic Reply Email Templates and Samples

About The Author

Dr. Ayoade Oyedotun

Related posts.

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12 Rules of Writing Emails Professionally and Effectively

How to Write Professional Emails: 7 Critical Ingredients

8 Simple Lessons for Writing Irresistible Business to Business Emails

6 thoughts on “automatic reply email examples for business”.

Hi! I would like to thank you for sharing this article with everyone else. This is/would be very helpful for entrepreneurs. I am wondering if by any chance, do you know any program/app that lets me send automatic thank you emails to my customers in Walmart.com?

Your response will very much be appreciated. Thanks!!!

Thanks Jamie,

You may want to check with Walmart admin to know if they have an automated service for that or an application that integrates with their site.

Its all amazing, but i found one automatic mail subject missing, i.e., mailing to customers for payment, as “system generated” mail for the payment

Good examples, I will use

Very informative blog. Keep up with good work.

Hi Thanks for sharing such informative content, as it will definitely going to help me a lot at my workplace.

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Business Travel Tips for Russia

Max Ryazanov/Getty Images

Even with global political unrest, more and more organizations and companies are doing business with Russia . And even though Russia has become more "westernized," business leaders should recognize that there are significant cultural differences that they should be aware of before taking a business trip to Russia.

In order to help business travelers avoid potential cultural problems when traveling to Russia, we interviewed cultural expert Gayle Cotton , author of the bestselling book, Say Anything to Anyone, Anywhere: 5 Keys To Successful Cross-Cultural Communication . She is also a distinguished keynote speaker and is President of Circles Of Excellence Inc.

Ms. Cotton was happy to share a variety of tips to help business travelers avoid potential cultural problems when traveling to Russia .

What Tips Do You Have for Business Travelers Heading to Russia?

• Handshaking is common and is typically a firm grip with several quick pumps between two men. Between men and women, or two women, the handshake is usually softer.
• Relatives and good friends may engage in an animated embrace and kiss each other on the cheeks when greeting.
• Generally speaking, Russians are more comfortable with third-party introductions, so it’s best to wait a moment before introducing yourself to a new group. If, after a few minutes, no introduction is made you may then take the initiative.
• When a Russian touches another person during a greeting or conversation, it is usually a sign of confidence and rapport.
• Visitors should speak in a calm moderate tone of voice since speaking or laughing loudly in public is frowned upon.
• Personal questions are best avoided, although you may be subject to these inquiries. Answer these questions as best as you are willing to since your Russian companions may press you for details.
• There is tremendous affection for children in Russia. If you are a parent, showing photographs of your children can be an effective way of building rapport.
• In conversation, it is helpful to discuss your aspirations and hopes for the future. Sometimes, Russians are far more interested in the personal side of your character than your business agenda.
• Allow plenty of time for each appointment. Not only may appointments start late, they may last longer than originally planned.
• It’s helpful to keep in mind that addresses in Russia are written in the following order: (1) country (2) city (3) street address and (4) the last name of the individual.
• The first meeting is usually more of a formality, a time for the Russians to assess the credibility of you and your company. The best strategy is to appear very firm and dignified, while maintaining an air of warmth and approachability.
• While strong empirical evidence and other factual data are important in any presentation, making a trustworthy impression is an important priority with Russians.
• Extend compliments with caution, since they may cause Russians to feel a sense of misplaced obligation. Praising and rewarding anyone in public may be viewed with suspicion.
• The Russian word "nyekulturny" is a popular term used to refer to anything considered uncultured, bad mannered, or otherwise socially unacceptable. The taboos below are a few examples of some behaviors regarded as "nyekulturny."

What Is Important to Know About the Decision Making Process?

• It's essential that you deal with the key decision-makers, rather than the go-betweens who are often sent to meet with new visitors. It’s wise to plan ahead and make the right contacts well in advance of your trip.
• When decision-makers are present, meetings can be a time for all participants to exchange information and ideas.
• It's essential that your business team display a "united front" when negotiating with the Russians. A good way to start is by ensuring that all members of your team understand and agree on precisely what they want to achieve from the deal.
• Your Russian counterparts may insist that they understand something while this may not actually be the case. They also sometimes have a tendency to say things they think you want to hear.
• The Russian business culture has a deeply entrenched hierarchy. Superiors have authority over their subordinates, and are ultimately responsible for the final decision.
• Ensure that you have a contact outside of the negotiations who is an expert in Russian law, which is constantly subject to change in both interpretation and application.

Any Tips for Women?

• It’s appropriate for men to wait until a woman extends her hand before reaching for it.
• Between women, the older woman extends her hand first.

Any Tips on Gestures?

• Eye contact during the introduction is very important and should be maintained as long as the individual is addressing you.
• Putting your thumb through your index and middle fingers, or making the "OK" sign are both considered very rude gestures in Russia .
• Beckoning someone with the forefinger. Instead, turn your hand so that the palm faces down and make a scratching motion.
• Don’t sit with the legs apart, or with one ankle resting upon the knee
• Don’t stand with your hands in your pockets

What Are Some Good Suggestions for Topics of Conversation?

• The rapid, progressive changes taking place in Russia
• Russians are very proud of their culture, and enjoy opportunities to talk about the theatre, movies, music, and Russian literature
• They also enjoy discussing travel, history, architecture, sports, and the 2014 Olympics
• There is always an interest in current events, as long as you remain open to various perspectives and stay away from direct discussions about politics
• The food and drink that is unmistakably a part of Russian entertainment

What Are Some Topics of Conversation to Avoid?

• Political differences, and especially the recent disagreements between the U.S. and Russia over Ukraine and Crimea
• Comparing Russia to other developing countries, or comparing Moscow and Saint Petersburg
• Never refer to a Russian as "Comrade”
• Many Russians still enjoy smoking, so avoid talking about the non-smoking business environment in the U.S.
• The suppression caused by the Czarist and Communist states

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Outlook Forum Top Contributors: Don Varnau  -  Stefan Blom  -  Hal Hostetler - MVP-Outlook  -  NoOneCan  -  Ron6576   ✅

May 10, 2024

Outlook Forum Top Contributors:

Don Varnau  -  Stefan Blom  -  Hal Hostetler - MVP-Outlook  -  NoOneCan  -  Ron6576   ✅

Contribute to the Outlook forum! Click  here  to learn more  💡

April 9, 2024

Contribute to the Outlook forum!

Click  here  to learn more  💡

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