business trip out of the office message

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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

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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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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 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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14 Best Examples of Professional Out of Office Emails – Permanent and Temporary Autoresponses

Whether jetting off on a well-deserved vacation or attending a crucial conference, crafting an effective out of office message has become a vital skill in the professional world. This article dives into the power of well-crafted auto-replies, providing tips and tricks to leave a lasting impression while ensuring smooth communication during your absence.

As a professional, remember that your email correspondents expect you to respond within minutes or, at most, 24 hours of receiving their emails unless specifically stated in the email that you are free to respond much later.

So, professionals are expected to use out-of-office email autoresponders whenever they will be out of reach for a fairly long time.

Let’s put this in context.

Whenever you need to step away from the office and won’t be able to respond to emails as quickly as you usually do, it is good practice to create an out-of-office email autoresponder to guide your email correspondents on how to reach you, who else to contact, and/or what to do next.

Setting a proper out-of-office email also puts pressure off you when you have limited time to respond to emails outside the office. We will look at a few examples together here:

Examples of Temporary Out-Of-Office Email Autoresponder

Are you going on leave or vacation, or perhaps you are sick or traveling to remote areas or attending an event that would prevent you from responding to emails as fast as you normally do; this set of professional out-of-office email examples will guide you on how to create your own out-of-office email autoresponder:

Standard Out-of-Office Message

1. temporary out-of-office email for annual leave, 2. temporary out-of-office email for vacation, 3. out-of-office email for unspecified purpose, 4. temporary out-of-office email for traveling to remote locations, 5. out-of-office email for maternity leave.

Being out-of-office on maternity leave can range from less than 12 weeks to 6 months or more, this is entirely dependent on where you work or live. Maternity leave-out-of-office message messages are important as they inform your recipient of your whereabouts and inform them of who to reach out to in the meantime.

Here’s an automatic reply about maternity leave:

6 . Out-of-Office Email Template on Medical Leave

If you’re going to be away on medical leave for an illness or a medical procedure and you’re going to be gone for a while recovering, you should add this in your out of office email (if you feel comfortable with it). The reason is so your contacts can accord you the needed privacy to heal. This is entirely optional though, if you don’t feel comfortable including it, you can leave it out.

7. Temporary Out-of-Office Message for Holidays

Different companies have different holiday policies. If you’re going to be out of office during the holidays, state it in your email.

8. Temporary Out-of-Office Example for Attending a Conference

 If you’re going to a business conference, state it out in your out of office email. This type of email is also a great way to show your contacts that you’re growing and advancing your job.

9. Out-of-Office with a Promotion

If you are part of the sales team in your organization, out of office emails is a great way to promote your products even while you’re out of office.

9. Out of Office Message Examples Traveling on Business

10. out of office: checking emails intermittently, examples of permanent out-of-office email autoresponder.

This is very useful in situations where you are changing jobs (as an employee) or a former employee has left your company (as an employer or HR manager). Permanent out-of-office emails help to guide correspondents appropriately.

1. Out-of-Office Email for Former Employee—Set by Management

2. out-of-office email for former employee—set by employee, examples of acknowledgement email autoresponder.

You are regarded as a responsible netizen when you imbibe the habit of leaving out-of-office messages. For employers and HR managers , it is worthwhile to teach this practice to your employees. Out-of-office emails show that you are polite and professional, lending credibility to your corporate culture.  

Check out more Out-of-Office Autoresponder Email Templates and Samples

About The Author

Dr. Ayoade Oyedotun

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6 thoughts on “14 best examples of professional out of office emails – permanent and temporary autoresponses”.

Samples template given would be a great help during my absence .thanks a lot.

Email autoresponder platform seems to provide great help when you are probably not a good situation to reply to emails in time. It definitely would be a good thing to learn in every organization. I hope it’s safe and secure.

Thank you, these templates are excellent, and ready to use. I’ve already use some of them as my out of office autoresponse, and they work just great.

thank you very much for your post really I love it

really I love it thank you very much for your post

Thank you so much. I used these templates multiple times, it really helps

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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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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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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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Home » Business » Out Of Office Business Trip – Travelling for Business

Out Of Office Business Trip – Travelling for Business

• February 14, 2024

Going out of the office on a business trip is common for many professionals. Being on the road means you’ll be travelling for business, away from your usual work responsibilities and unable to respond as quickly to emails and calls. Setting up an out-of-office message is important to let people know you’re away and provide alternative contacts if needed.

In this article, we’ll look at some examples and best practices for writing effective out-of-office messages when travelling for work.

Table of Contents

Why You Need an Out-of-Office Message

There are several important reasons to use an out-of-office message when travelling for business:

• Let contacts know you’re unavailable – An out-of-office message immediately informs anyone emailing or calling that you’re not available. This sets proper expectations that you may not respond as quickly as usual.
• Provides alternative contacts – Your message can direct people to a colleague or assistant who can help while you’re away. This ensures important queries don’t go unanswered in your absence.
• Reduces overwhelming email build-up – Coming back from travel to an overflowing inbox is never ideal. A message reduces unnecessary emails by informing senders you’re not available to read them.
• Conveys professionalism – Setting up an out-of-office shows colleagues and clients you’re organised and have consideration for people trying to reach you while travelling.
• Gives expected timeframes – You can provide details on when you’ll be back and able to respond. This gives people an idea of when to follow up if needed.

Key Elements of an Effective Out-of-Office Message

To craft a useful out-of-office message while travelling, there are a few key elements to include:

• Dates you’ll be out of office – State the exact dates you’ll be unavailable and out of regular contact. This gives recipients a clear understanding of your timeframe.
• Overview of travel plans – Give a brief explanation for your absence – i.e. attending industry conferences, on a business trip, etc. Don’t provide too many personal details though.
• Alternative contacts – Provide names, emails and phone numbers for colleagues who can assist while you’re travelling. Make sure they’re prepared to handle any calls or emails.
• Expected response timeline – Let people know when they can expect a response from you once you’re back – i.e. within 24 hours of returning to the office.
• Encourage urgent issues to go elsewhere – Suggest any truly urgent messages get redirected to a colleague to handle in your absence. You don’t want pressing issues waiting for your return.
• Mobile phone contact (if applicable) – Optionally include your mobile number as an alternative way to reach you if critical. But only if you plan to check messages while away.
• Thank them for understanding – Closing with a simple “Thanks for your patience while I’m away” sets a nice tone.

Professional Out-of-Office Examples

Here are some example out-of-office messages for different business travel scenarios:

Attending Conferences

I will be out of the office from [start date] to [end date] attending [conference name/event] in [location]. I will have limited access to email and calls during this time. For any urgent requests, please contact [name and contact info] who will be covering for me. I will respond to all other messages upon my return to the office on [date]. Thanks for your understanding, and I look forward to being back in touch soon.

This conveys your attendance at a specific event and lack of full availability while travelling there. It provides an alternative contact and expected response timeframe.

International Business Trip

Thank you for your email. I will be travelling to our [location] office for client meetings from [start date] through [end date]. Due to the time difference and limited connectivity, my response times may be slower than usual. For anything urgent during this period, please reach out to [name] at [email]. I will respond to all emails when I am back in the office on [return date].

This indicates your general unavailability while travelling internationally. It asks for urgent issues to go to a colleague directly.

Multi-City Domestic Travel

I will be travelling to our [city 1] and [city 2] offices for internal meetings from [start date] until [end date] and will have periodic access to email during that time. Should anything urgent come up, please contact [name] at [email] for assistance. I will follow up on any outstanding items when I return to the [city] office on [return date].

Thank you for your patience while I’m away.

This covers potentially limited availability while travelling domestically. It provides an alternate contact and return date.

Extended Business Trip

I will be travelling for several weeks throughout [month] visiting our regional offices across [region]. My access to email will be infrequent during this extended absence. For any time-sensitive requests, please contact my assistant [name] at [email]. I will respond to any outstanding emails upon my return to the [city] headquarters on [date].

Thank you for understanding!

Making clear an extended multi-week trip means responses will be significantly delayed or handed off to others.

Handling Emails Upon Return

Once you’re back from your travels, there are some best practices for catching up on emails:

• Change voicemail and email messages to indicate you’re back and resuming normal availability.
• Scan your inbox and highlight any urgent or time-sensitive messages to handle first. Follow up on those ASAP.
• Categorise remaining emails into actionable tasks versus FYI information. This helps prioritise what needs immediate response.
• Schedule time to respond to emails systematically. Be realistic – don’t overburden your first day back!
• Reply to colleagues who covered requests for you first. Exchange information from your absence.
• If replying to a significantly delayed email, acknowledge the slow response and apologise for the inconvenience.
• Summarise any major developments if many emails relate to the same matter, for clarity.
• Redirect non-urgent emails to others if appropriate. Don’t overwhelm yourself.
• Create a task list and calendar reminders to follow up on outstanding actions needing your input. Don’t let tasks slip through the cracks.

Customising Your Out-of-Office Message

While there are common elements to include in any out-of-office message, it’s also important to customise the message to fit your specific situation.

Travel Duration

If you’ll be gone just a couple of days, keep it brief. For extended trips of over a week, provide more details and alternative contacts.

Type of Travel

If attending events, list the specific conference or meeting. For multi-country trips, note cities and relevant time zones.

Accessibility

If completely unreachable, say so. If you plan to check email periodically, note that availability may be delayed. Set proper expectations.

Company Size

In large organisations, redirect to a team or department. For small companies, name specific individuals covering.

Addressing Contacts

Use a general greeting like “Hello” if responding to external clients. Use first names if writing to internal colleagues.

Keep it professional but friendly if addressing external contacts. Can be more informal when writing to colleagues.

Unique Situations

Some special cases need additional thought when writing out-of-office messages:

Planned Vacation

For a planned vacation, don’t share many personal details. Keep the message focused on contacts and coverage.

Unexpected Personal Leave

Don’t provide specifics if taking unexpected personal leave. Use discretion and keep the message straightforward.

Calling In Sick

No need to list symptoms! Simply say you’re out sick or ill and when you expect to be back.

Mention fulfilling a civic duty, without details. Focus on expected return date and alternative contacts.

The key is shaping the message to your particular scenario while following standard best practices.

Further Actions Upon Your Return

Once back from travel, apart from the actions above, you should also follow up with key stakeholders:

• Email the team members who covered for you with a thank you and update on any deliverables or open items. Offer to meet 1:1 to exchange information if helpful.
• For important clients or external stakeholders, send a quick note that you’re back and looking forward to reconnecting. Briefly recap any key points from your travels relevant to them.
• Connect with your manager and fill them in on your trip – key takeaways, problems that arose, and areas you need support. Offer to provide a formal debrief.
• Look at your calendar and make sure you’ve rescheduled any meetings that were cancelled or postponed.

Following up demonstrates you’re engaged, appreciative and ready to resume normal work duties.

Avoiding Travel Burnout

Frequent business travel can lead to burnout over time. Some tips to maintain work-life balance:

• Strategically group trips together when possible to maximise time in the office between travels.
• Schedule buffer days between trips and workdays to catch up on sleep and personal tasks.
• Build in some extra personal vacation days post-travel for recovery.
• Set boundaries on availability for non-urgent work matters in off hours and weekends when travelling. Stick to normal work hours when possible.
• Adjust your road warrior schedule as needed if you find yourself becoming exhausted and overwhelmed by travel. Ask for help prioritising trips if required.

With some thoughtful planning, you can craft excellent out-of-office messages for business travel and minimise disruption to your colleagues, clients and you!

Tools to Automate Out-of-Office Messages

While you can manually set up out-of-office messages in your email client before travelling, there are also some handy tools to help automate the process:

Email Signatures

Many email signature tools like WiseStamp allow you to create pre-set out-of-office autoresponders that activate based on custom dates. This automatically sends your message.

Email Management Platforms

Solutions like Yesware, Hubspot and Outreach help you schedule and send automatic out-of-office emails to select contacts. Useful for sales teams.

Mobile Apps

Apps like Google Calendar, TripIt and OutOfOffice automatically set your out-of-office by syncing with your calendar. Just add your travel dates.

Team Collaboration Tools

Tools like Slack, Teams and Discord allow creating out-of-office notifications for team members seeing your status change while travelling.

Email Plugins

Browser extensions like Boomerang and Mixmax enable one-click out-of-office messages that activate based on calendar dates.

Productivity Suites

All-in-one tools like ActiveCollab, Scoro and Hive allow setting custom out-of-office alerts.

The benefit of using tools like these is saving the manual effort of remembering to toggle your out-of-office on and off. Just set the dates and the technology handles the rest!

Out-of-Office Etiquette

When using your out-of-office message, keep these simple etiquette practices in mind:

• Provide colleagues coverage in advance if possible, rather than just in your auto-reply. Don’t catch them off guard!
• Set and remove messages promptly. Don’t have inactive messages sitting in your inbox confusing recipients.
• Use judgment on sending out-of-office replies to listservs, social media auto-DMs, or mailing lists. This could notify many unintended people!
• Consider tailored messages for key contacts and generic versions for all others.
• If messages will be sent externally, double-check grammar, spelling, branding, etc.
• When back in the office, respond and follow up promptly rather than just turning off your message.
• Avoid TMI (Too Much Information) – keep the focus on logistics rather than personal details in professional messages.

Following basic etiquette helps ensure your messages are thoughtful and effective!

Key Takeaways

• Craft unique out-of-office messages tailored to your specific travel situation and company
• Leverage tools to auto-activate messages based on your calendar, reducing manual work
• Upon returning, follow up with key stakeholders and reschedule any postponed meetings
• Use etiquette like giving internal notice, prompt activation/deactivation and avoiding TMI
• Set boundaries to avoid burnout when you have frequent business travel

With preparation and forethought, you can set professional out-of-office messages while travelling for business. This ensures minimal disruption to your colleagues and clients. It also makes returning to work smoother.

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20 effective out of office message examples to inspire you.

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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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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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Business Travel Out Of Office Message Examples

When you’re out of the office on business travel, it’s important to let your colleagues and clients know. Here are some out of office message examples to help you get started.

1. “I’m out of the office on business travel. I’ll be back on [date].”

2. “I’m out of the office on a business trip. I’ll be back on [date].”

3. “I’m out of the office this week. I’ll be back on [date].”

4. “I’m out of the office until [date]. If you need immediate assistance, please contact [person].”

5. “I’m out of the office for the next few days. If you need immediate assistance, please contact [person].”

6. “I’m out of the office on vacation. I’ll be back on [date].”

7. “I’m out of the office on paternity/maternity leave. I’ll be back on [date].”

8. “I’m out of the office due to illness. I’ll be back on [date].”

9. “I’m out of the office temporarily. I’ll be back on [date].”

10. “I’m out of the office for an extended period of time. I’ll be back on [date].”

• 1 What is a good out of office vacation message?
• 2 How do you write a professional out of office message?
• 3 What is a good auto reply message?
• 4 How do you respond to a business trip email?
• 5 What is a good auto reply message for business?
• 6 How do I put a vacation message on my email?
• 7 What do I write in an out of office auto reply?

What is a good out of office vacation message?

When you’re going on vacation, it’s important to set up an out of office message that lets your coworkers and clients know. But what makes a good out of office message?

There are a few things to keep in mind when creating your message. First, be sure to set a date for when you’ll be back. letting people know you’ll be gone for a week but not specifying the day you’ll return can be frustrating.

You should also include some information about how they can get in touch with you in case of an emergency. This could be a phone number or email address.

Finally, be sure to have a cheerful tone in your message. letting people know you’re excited to be taking a break will help them feel better about your absence.

A good out of office vacation message should be clear, concise, and cheerful.

How do you write a professional out of office message?

When you’re out of the office, it’s important to set a clear and professional tone for the people who might be trying to reach you. Here are a few tips for crafting an effective out-of-office message.

1. Be clear about when you’ll be back.

It’s important to let people know when you’ll be back in the office. This way, they won’t keep trying to reach you and can plan accordingly.

2. Let people know how they can reach you.

In addition to letting people know when you’ll be back, it’s also helpful to let them know how they can reach you in the meantime. This could include providing a phone number or email address.

3. Keep your message brief.

Your out-of-office message should be brief and to the point. You don’t want to overwhelm people with too much information.

4. Be professional.

Your out-of-office message should always be professional. Remember, you’re representing your company when you’re away.

5. Be personal.

At the same time, it’s important to inject a little personality into your message. This will make it more friendly and personable.

By following these tips, you can create an out-of-office message that sets the right tone for your business.

What is a good auto reply message?

In today’s world of technology, many people rely on automated messages to communicate with others. An auto reply message is a message that is automatically sent in response to an incoming message. There are many different reasons why you might want to send an auto reply message. For example, you might be away from your computer and unable to answer a message right away, or you might want to let the person know that you will get back to them as soon as possible.

There are many different ways to create an auto reply message. The most important thing to consider is the tone of voice that you want to use. You want to make sure that your message sounds polite and professional. Here are a few tips for creating a good auto reply message:

– Make sure that your message is polite and professional.

– Let the person know that you will get back to them as soon as possible.

– Thank the person for contacting you.

– If you are unable to answer the message right away, let the person know when you will be able to get back to them.

How do you respond to a business trip email?

When you receive a business trip email, it’s important to respond promptly and positively. Here are a few tips on how to respond:

1. Thank the sender for letting you know about the trip.

2. Confirm that you will be able to make the trip.

3. Ask any questions you have about the trip.

4. Let the sender know if there is anything they can do to help you prepare for the trip.

5. Thank the sender again for letting you know about the trip.

What is a good auto reply message for business?

There are a few things to consider when crafting an auto reply message for your business. The tone of your message should be polite and informative, and you’ll want to make sure to include all the necessary information your customers need.

Some things to keep in mind when creating your message:

-Make sure to apologize for the inconvenience and let customers know that you’re working to resolve the issue as soon as possible.

-Include information about how customers can contact you if they need assistance.

-Inform customers that you appreciate their patience and apologize for any delays they may experience.

-Thank customers for their business and let them know that you’re looking forward to serving them in the future.

How do I put a vacation message on my email?

Do you need to take a break from work but don’t want to miss any important emails? You can easily set up a vacation message to let your contacts know that you’re away and when you’ll be back.

There are a few different ways to do this, depending on your email provider.

To set up a vacation message in Gmail, go to Settings and select the Vacation responder option.

You can then choose to have the message sent immediately, after a certain number of days, or when you stop receiving emails.

You can also add a custom message, and choose whether to reply to all messages or just ones from your contacts.

To set up a vacation message in Outlook, go to Tools and select the Vacation Responder option.

To set up a vacation message in Hotmail, go to Options and select the Vacation responder option.

What do I write in an out of office auto reply?

An out of office auto reply is a message that is automatically sent to people who email you when you are not available. This message can let your contacts know when you will be back and provide them with an alternate way to contact you.

When you are creating your out of office auto reply, you will want to make sure that you include all of the necessary information. First, you will need to let your contacts know when you will be back. Next, you will need to provide them with an alternate way to contact you. Finally, you may want to include a message about how you appreciate their email.

You will also want to make sure that your tone of voice is professional and polite. Remember that you are representing your company when you send out an out of office auto reply, so make sure that you sound like a responsible and respectable individual.

When creating your out of office auto reply, it is important to be clear and concise. Make sure that you include all of the necessary information, and be sure to proofread your message before sending it. This will help to ensure that your message is clear and easy to understand.

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100 Professional Out of Office Message Examples (A Comprehensive List)

By Status.net Editorial Team on December 1, 2023 — 29 minutes to read

• Tips for Crafting Out-of-Office Messages Part 1
• Out-of-Office Message Examples for Vacation Time Part 2
• Out-of-Office Messages for Professional Conferences and Workshops Part 3
• Out-of-Office Messages for Sick Leave Part 4
• Out-of-Office Messages for Maternity and Paternity Leave Part 5
• Out-of-Office Messages for Freelancers and Consultants Part 6
• Out-of-Office Messages for Unexpected Absences Part 7
• Holiday-Specific Out-of-Office Messages Part 8
• Out-of-Office Messages for Company-Wide Retreats Part 9
• Out-of-Office Messages for Executives Part 10
• Remote Working Notices Part 11
• Out-of-Office Messages During Training Periods Part 12
• Out-of-Office Messages for Extended Breaks Part 13
• Educational Leave Messages for Courses and Seminars Part 14
• Out-of-Office Messages for Customer Service Roles Part 15
• Messages Informing of Response Delays Part 16
• Out-of-Office Messages During Business Trips Part 17
• Out-of-Office Messages for Non-Work-Related Activities Part 18
• Sabbatical and Study Leave Messages Part 19

Out-of-office messages serve as your digital stand-in when you’re away from the workplace, ensuring that your colleagues, customers, and clients are not left in the dark regarding your availability. These automatic email replies are more than mere courtesy; they’re an important component of professional communication, providing a clear expectation of when you’ll be able to address inquiries and tasks. The content of your out-of-office message may vary depending on the circumstances of your absence — be it a vacation, business engagement, or personal leave — but the essence remains the same: to inform and manage the expectations of those reaching out to you.

In this insightful article, we provide you with a variety of out-of-office message examples, each tailored to different scenarios, to help you craft your own. Whether you need to convey urgency, relay alternative contact information, or simply wish to maintain a tone of approachability, these examples will serve as your guide to creating effective and professional auto-responses for your email.

Tips for Crafting Out of Office Messages

• Make sure to mention the dates when you’ll be away and when you’ll be back. This way, people know when they can expect a response from you. For example: “Hi there, I am currently out of the office from Dec 4th to Dec 10th. I will be checking emails intermittently and will respond to your message as soon as possible upon my return.”
• Consider providing an alternative contact for urgent matters. This can be a colleague or supervisor who is available during your absence. This ensures that senders know who to reach out to if their issue is time-sensitive: “If you need immediate assistance, please contact Jane Doe at [email protected] or (321) 123-4567.”
• When crafting an out of office message for specific situations, customize the content accordingly. For example: “I am currently attending the (…) conference and will have limited access to email. I will be back in the office on Feb 9th and will respond to your message as soon as possible.”

Out-of-Office Message Examples for Vacation Time

Short-term vacation.

When you’re taking a short vacation, keep your Out of Office message focused and informative. Let your contacts know the duration of your time away and who to reach out to in your absence.

Subject: Out of Office: [Your Name] Hi there, I’m currently on vacation from [Start Date] to [End Date], and I won’t be able to respond to your email during this time. Please reach out to [Alternative Contact] at [Contact Email] for any urgent matters. Best regards, [Your Name]

Long-Term Holiday Breaks

For a longer holiday break, your Out of Office message should be more detailed. Share the start and end dates of your vacation, along with any relevant ongoing projects or responsibilities. You could also consider providing a list of alternative contacts rather than just one.

Subject: Out of Office: [Your Name] – Holiday Break Hello, I’m currently enjoying a holiday break from [Start Date] until [End Date]. As a result, your email may not receive a timely response from me. In the meantime, please feel free to reach out to any of the following team members for assistance: Product inquiries: [Product Contact], [Contact Email] Sales assistance: [Sales Contact], [Contact Email] Technical support: [Technical Contact], [Contact Email] Warm regards, [Your Name]

Out-of-Office Messages for Professional Conferences and Workshops

Industry-specific events.

Attending industry-specific events is a great way to enhance your knowledge, network with professionals, and stay up-to-date on the latest trends. When you’re away at such a conference, you’ll want an out-of-office message that reflects your commitment to professional development.

Subject: Out of Office: [Event Name] Hi there, thank you for your email. I’m currently attending the [Event Name] conference and won’t be able to respond immediately. Rest assured, I will get back to you as soon as possible once I return on [Date]. Best regards, [Your Name]

Subject: Expanding My Horizons at [Conference Name] Hey! I’m excited to share that I’m at the [Conference Name] to learn about the latest in [Industry]! While I’m away, my response time may be slower than usual. I promise to reply to your email once I return on [Date]. Thank you for understanding! Cheers, [Your Name]

General Professional Development

Workshops and courses that focus on general professional development are vital for personal growth and enhancing your skills. While you’re attending such events, use an out-of-office message that showcases your dedication to your development.

Subject: Out of Office: Professional Development Workshop Hello! Thank you for contacting me. I’m currently attending a professional development workshop to sharpen my [Skill/Career] skills. I’ll be away from my email until [Date]. Please don’t hesitate to reach out to [Backup Contact Name] at [Backup Contact Email] for urgent matters. Warm regards, [Your Name]

Subject: Investing in My Growth: Unavailable Until [Date] Hi, I appreciate your email! Just a heads-up that I’m currently participating in a [Course/Workshop] to expand my skills in [Topic]. During this time, my responses might be delayed. If you need immediate assistance, please get in touch with [Backup Contact Name] at [Backup Contact Email]. I’ll be back to my regular schedule on [Date]. Thanks for your patience! [Your Name]

Out-of-Office Messages for Sick Leave

When you’re feeling under the weather or need to take a personal health day, it’s essential to communicate your absence with a clear and concise out-of-office message.

Example 1: Brief illness

If you’re out for a short time due to a minor illness, you can go with a simple message like,

“Hi there, I’m out of the office today due to an illness. I’ll be back tomorrow and will respond to your email as soon as possible. Thank you for your understanding.”

Example 2: Extended sick leave

For longer absences, it’s helpful to share relevant information and an alternative point of contact. Try something like,

“Hello, I’m currently on medical leave and will be unavailable for the next [number] days. For urgent requests, please contact [colleague’s name] at [email/phone number]. I appreciate your patience and cooperation during this time.”

Example 3: Mental health day

Taking care of your mental health is equally important. You could use a message like,

“Hi, I am taking a personal health day and will be unavailable. I will return [date or day of the week] and reply to your email as soon as I can. In case of any urgent matters, please reach out to [colleague’s name] at [contact information].”

Example 4: Doctor’s appointment

For scheduled appointments, it’s good to let colleagues know when you’ll be back and provide an alternative contact if needed.

“Hi, I will be out of the office today due to a scheduled doctor’s appointment. I will return later in the afternoon and respond to your emails then. For urgent matters, please contact [colleague’s name and contact info].”

Example 5: Hospital stay

If you’re going to be in the hospital for a while, it’s essential to keep your colleagues in the loop. Try a message like,

“Hello, I am currently in the hospital and will be unavailable for work until further notice. In my absence, please contact [colleague’s name] at [email/phone number] for any assistance. Thank you for your understanding.”

Out-of-Office Messages for Maternity and Paternity Leave

As you prepare for your maternity or paternity leave, it’s important to set up a clear and informative out of office message for your clients, colleagues, and other contacts. A well-crafted message can help maintain professionalism and keep others informed while you’re out caring for your newborn.

Subject: Out of Office: [Your Name] on Maternity/Paternity Leave

I’m currently out on maternity/paternity leave, welcoming our new bundle of joy into the world. I will be back in the office on [date]. If you have any urgent matters, please contact [colleague’s name] at [colleague’s email]. Thank you for your understanding, and I look forward to reconnecting soon.

Subject: [Your Name] Away on Parental Leave

I’m currently on parental leave, cherishing the precious moments with our newborn. I won’t be checking emails or voicemails during this period, but don’t worry! [Colleague’s name] will be happy to assist you at [colleague’s email]. I will be back in action on [date]. Thanks for your patience and understanding.

Subject: Baby On Board: [Your Name] on Leave

As you may know, we’ve recently welcomed a new family member, so I am taking some time off to bond with our little one. I will not be available by email or phone until [date]. You can reach out to [colleague’s name] at [colleague’s email] for any assistance in the meantime.

A gentle reminder while crafting your out of office message for maternity or paternity leave:

• Clearly mention your expected return date to keep expectations managed
• Ensure you provide an alternative contact person for any urgent matters

Out-of-Office Messages for Freelancers and Consultants

As a freelancer or consultant, your “Out of Office” message should be both professional and friendly. Here are some examples that you can use or personalize depending on your needs:

Hi there! Thanks for reaching out. I am currently on an assignment and will have limited access to email. Your message is important to me, and I will get back to you as soon as possible. Have a great day!

Hello! I appreciate your email. Unfortunately, I am out of the office and won’t be able to respond until [date]. Please don’t hesitate to reach out to [colleague’s name] at [colleague’s email] if you need immediate assistance. Thank you!

Sometimes, you might be attending a training or conference that keeps you away from your email. In such cases, you can use messages like:

Greetings! Thank you for your message. I am currently attending a [conference/training] to enhance my skills and provide better service to my clients. I will be back in action on [date] and will respond to your email then. If it is urgent, please contact [alternate point of contact]. Enjoy your day!

When you are on vacation, make sure your clients know that you value their business and will be back to work soon. Try messages like:

Hi! I appreciate you getting in touch. I am currently out of office on vacation until [return date]. I will respond to your message as soon as possible upon my return. If you have an urgent matter, please don’t hesitate to contact [colleague’s name] at [colleague’s email]. Thanks and have a great day!

Lastly, you may have personal matters that require time off. Set up an “Out of Office” message like:

Hello and thank you for your email. I am currently dealing with a personal matter and will be out of the office. I will return on [date] and promise to respond to your message as soon as possible. In the meantime, please reach out to [colleague’s name] at [colleague’s email] for immediate assistance. Your patience is appreciated.

Out-of-Office Messages for Unexpected Absences

Family emergencies.

When a family emergency arises and you need to step away from work quickly, your out of office message can convey this urgency. Keep your message simple and to the point, so your colleagues and clients understand that you’re dealing with a family matter and will be responsive when you return.

Subject: Out of Office: Family Emergency Hi there,

Due to an unforeseen family emergency, I’m unable to respond to emails at the moment. I’ll do my best to get back to you as soon as possible.

Regards, [Your Name]

Subject: Unavailable: Family Matters Hello,

I’m currently out of the office attending to a family emergency. My response may be delayed, but I’ll make sure to get back to you as soon as I can.

Best, [Your Name]

Urgent Unplanned Events

When an urgent event comes up that requires your immediate attention, it’s important to inform your contacts that your responses might be delayed.

Subject: Out of office: Urgent Situation Hey,

I’m unexpectedly out of the office dealing with an urgent matter. My response might be delayed, but I’ll do my best to get back to you as soon as possible.

Sincerely, [Your Name]

Subject: Unavailable: Handling an Urgent Event Hi,

Due to an unforeseen situation, I’m currently unable to respond to emails. Your patience is appreciated, and I’ll get back to you as soon as I can.

Kind regards, [Your Name]

Holiday-Specific Out-of-Office Messages

Christmas and new year’s.

• “Season’s Greetings! I’m currently out of the office celebrating with my loved ones. I’ll return on [Date] and respond to your email then. Happy holidays!”
• “Merry Christmas and a Happy New Year! I’ll be back on [Date] to assist you.”
• “Happy New Year! I’m taking a break to recharge and reflect on the past year. I’ll be back in the office on [Date] and will respond to your email promptly. Wishing you a fantastic year ahead!”

Thanksgiving

Subject: Out of Office – Thanksgiving “Thank you for your message. I’m out of the office for Thanksgiving from [start date] to [end date]. I’ll be sure to respond to your email when I return. Wishing you a happy and bountiful Thanksgiving!”

National and Public Holidays

• “Happy [Holiday]! I am currently out of the office enjoying this special day. I’ll be back on [Date] and will respond to your email as soon as possible. Enjoy the holiday!”
• “In honor of [Holiday], we’re taking a day off to celebrate and spend time with our families. I’ll return on [Date] and will be more than happy to assist you then. Have a great day!”
• “Greetings! I am currently away from my desk to observe [Holiday]. I’ll be back on [Date] and will promptly respond to your message. Wishing you a wonderful day!”

Summer Vacation

Subject: Out of Office 🏖️ “Thank you for reaching out. I’m currently out of the office for a summer vacation from [start date] to [end date]. I’ll be sure to respond to your email as soon as I return. Enjoy the sunshine!”

Subject: Taking a Summer Break – Out of Office “Hello! I’m currently taking a summer break from [start date] to [end date]. Your message is important to me, and I’ll respond as soon as possible upon my return. Have a great summer!”

Out-of-Office Messages for Company-Wide Retreats

When attending a company-wide retreat, it’s important to set an appropriate out of office message. Make sure you mention the reason for your absence and provide a contact person for urgent queries:

• Attending a retreat focused on team-building : Hello, I am currently away from the office participating in a company-wide team-building retreat. I’ll be back on [date] and respond to your email then. If you need immediate assistance, please contact [alternative contact person] at [email/phone]. Thank you for your understanding!
• Participating in a professional development event : Hi, I’m away from my desk, taking part in a professional development event with my colleagues to provide you better service in the future. I’ll be back in the office on [date] and will be happy to respond to your email then. Should your inquiry be urgent, kindly reach out to [alternative contact person] at [email/phone]. Best regards.
• Retreat involving volunteering : Greetings, I’m currently out of office participating in our company-wide volunteering retreat. I will return on [date] and attend to your email at my earliest convenience. If your matter requires immediate attention, please feel free to contact [alternative contact person] at [email/phone]. Thank you for your patience and support!
• Team offsite/outing : Hi there, our company is having a team offsite event and I will be away from my desk until [date]. Rest assured, I will address your email as soon as I am back. For urgent concerns, please reach out to [alternative contact person] at [email/phone]. Have a great day!

Out-of-Office Messages for Executives

• Short business trip : Heading to a conference for a few days. I’ll be back on [date] and will respond to your email as soon as possible. If you need immediate assistance, please contact [colleague’s name] at [email or phone number]. Thanks for your understanding.
• Long vacation : I’m currently on vacation until [date] and will have limited access to email. For urgent matters, please reach out to my assistant, [assistant’s name], at [email or phone number]. Otherwise, I’ll respond to your email upon my return. Have a great day!
• Unexpected absence : Due to unforeseen circumstances, I am away from the office and may not be able to respond to your email promptly. I appreciate your patience, and will get back to you as soon as possible. For immediate help, please contact [colleague’s name] at [email or phone number].

Remote Working Notices

When you’re working remotely and need to set an out of office message, it’s essential to convey your availability and provide alternative contact information. Here are a few examples to help you craft the perfect message:

• Balancing remote work and personal life: Hi there! I’m currently working remotely and may have limited availability to respond to emails promptly. Please be patient, and I’ll get back to you as soon as possible. If it’s urgent, feel free to reach out to [Alternative Contact]. Thanks!
• Traveling while working remotely: Greetings! I’m working remotely while traveling, and my response times might be delayed. Rest assured, I’ll respond to your message as soon as I can. If you need immediate assistance, please contact [Alternative Contact]. Safe travels!
• Adjusting to different time zones: Hello! Thanks for reaching out. I’m working remotely from a different time zone (GMT+3), so my response may take a bit longer than usual. I appreciate your understanding and will reply as soon as possible. Alternatively, you can contact [Alternative Contact] for assistance during regular office hours. Cheers!
• Intermittent connectivity issues: Hi there! I’m currently working remotely in an area with limited internet access. I will do my best to respond to your messages, but please be aware that my responses might be sporadic. For urgent matters, please reach out to [Alternative Contact]. Thanks for your understanding!
• Scheduled breaks during remote work: Hello! As part of my remote work arrangement, I’ve scheduled breaks throughout the day. During these times, I may not be able to respond to your messages immediately. Rest assured, I’ll get back to you as soon as I’m available. In case of urgency, please contact [Alternative Contact]. Have a great day!

Out-of-Office Messages During Training Periods

• Short-term training: “Hi there! Thank you for reaching out. I am currently attending a training session and will be out of the office until [date]. I’ll get back to your email as soon as I return. If you need immediate assistance, please contact [alternative contact]. Have a great day!”
• Long-term training: “Hello! I appreciate your email. I am currently participating in a training program that will keep me out of the office until [date]. During this time, I’ll have limited access to email. For urgent requests, kindly reach out to [alternative contact]. Thanks for your understanding!”
• Team or department training: “Greetings! Our team is currently undergoing training and will have limited access to email. We’ll be back in the office on [date]. For immediate assistance, please contact [another department or contact person]. Thank you for your patience!”

You can also mention the type of training you’re attending to give your clients and colleagues more context, if you wish.

For example:

“Hey there! Just a quick note that I’m currently attending a [type of training] session and will be out of the office until [date]. Your email is important to me, and I’ll respond as soon as I get back. If your matter is urgent, please contact [alternative contact]. Thanks!”

Out-of-Office Messages for Extended Breaks

Taking an extended break from work is sometimes necessary, and it’s important to communicate your absence professionally. Crafting an appropriate “Out of Office” message is essential to ensure your colleagues and clients understand your unavailability.

• Vacation time: Hi there, I’m currently on vacation until [date]. I’ll have limited access to my email during this time. For urgent matters, please contact [colleague’s name] at [colleague’s email]. I’ll get back to you as soon as possible upon my return. Enjoy your day!
• Medical leave: Hello, I’m currently on medical leave and won’t be able to respond to your email immediately. I’m expecting to return on [date]. For urgent requests, please reach out to [colleague’s name] at [colleague’s email]. I appreciate your understanding and look forward to connecting when I’m back.
• Parental leave: Hey there! I’m currently on parental leave and will be away from my email until [date]. For immediate assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding, and I’ll respond to your email as soon as possible upon my return.
• Sabbatical leave: Hello! I’m currently on a sabbatical leave until [date] and might not be able to check my email regularly. If you require immediate assistance, please get in touch with [colleague’s name] at [colleague’s email]. I’ll do my best to respond to your email upon my return. Thank you for your patience.
• Unplanned absence: Hi, I apologize for the inconvenience, but I’m unexpectedly away from work and unable to respond to your email at the moment. If your message is urgent, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you as soon as I’m able. Thank you for understanding.

Educational Leave Messages for Courses and Seminars

When you’re taking time off for a course or seminar, your out of office message should let people know that you’re temporarily unavailable and actively enhancing your skills. Here are a few examples to use or customize for your specific situation:

• Hey there! I’m attending a professional development course from [start date] to [end date]. I won’t have access to my emails during this time, so I’ll respond as soon as I can upon my return. Thanks for understanding.
• Hello! From [start date] to [end date], I’ll be participating in a seminar to sharpen my expertise. While I’m away, I won’t be checking my emails. If your matter is urgent, please contact [alternate contact]. Have a great day!
• Hi! I’m currently out of the office, attending a course to expand my knowledge in [subject]. I’ll be back on [return date] and will catch up on all emails then. In case of emergencies, reach out to [alternate contact].
• Greetings! Just a heads up that I’m on educational leave from [start date] to [end date] and won’t be available to respond to emails. You can expect a reply from me as soon as I am back. Thank you.
• Hello there! Between [start date] and [end date], I’m away attending a training program. While I’m gone, I won’t be able to check my emails regularly. For immediate assistance, please contact [alternate contact].

Out-of-Office Messages for Customer Service Roles

• Vacation notice: “Hello! I’m away on vacation until [date] and may not have access to my email. Feel free to reach out to [colleague’s name] at [email address/phone number]. They’ll be happy to assist you. Thanks!”
• Departmental assistance: “Thank you for contacting our support team. I am currently out of the office and unavailable to respond. Please email [department email] for assistance, and someone will get back to you as soon as possible. Have a great day!”
• Training day: “Hi there! I’m currently attending a training session and may not be able to respond to emails today. Rest assured, I’ll get back to you as soon as I can. If you need immediate assistance, please contact [colleague’s name] at [email address/phone number]. Thanks!”
• Company event: “Hello and thanks for reaching out! Our team is attending an off-site event today, so responses may be delayed. If your matter is urgent, please call our main office at [phone number]. We appreciate your understanding.”
• Weekend absence: “Thank you for your email! I am currently away for the weekend and will return on [date]. If you need assistance in the meantime, please contact our support department at [phone number]. Enjoy your weekend!”
• Extended leave: “Greetings! I am currently on an extended leave and will not be checking emails during this time. For any inquiries, please contact [colleague’s name] at [email address] or our main support line at [phone number]. We’re here to help!”

Messages Informing of Response Delays

• Apologies for the delay, I’m currently swamped with work and will get back to you as soon as I can. Thank you for your patience!
• Thank you for your email. Due to high email volume, there might be a slight delay in my response. Rest assured, your message is important to me and I’ll get back to you as soon as possible.
• I am currently attending a conference and might take longer than usual to reply to your email. I’ll make sure to respond as soon as I get a chance. Thanks for your understanding!
• Thank you for getting in touch! I’m out of the office today, but I’ll make it a priority to respond to your email when I return tomorrow. Your patience is appreciated.
• Please note that my response time may be slower than usual during this busy period. I apologize for any inconvenience and will do my best to get back to you as soon as I can.

To ensure the recipient knows when they can expect a reply, consider including a timeframe in your message. For instance:

• I’m currently on vacation and will have limited access to email. I’ll do my best to respond to your message within 48 hours. Thank you for your understanding!
• Thank you for your email. I’m away for a team-building retreat and will have limited email access. I will make sure to reply to your message by [specific date]. Your patience is appreciated!

Providing alternative contact information might be useful in cases where the sender needs immediate assistance:

• I am currently out of the office and will return on [date]. If you need immediate assistance, please contact my colleague [colleague’s name] at [colleague’s email or phone number] who will be more than happy to help.
• Thank you for your email. I am attending a training workshop and may not be able to respond quickly. In case of urgent matters, please reach out to our customer support team at [support email] or [phone number]. They’ll be able to assist you right away.

Out-of-Office Messages During Business Trips

While you’re away on a business trip, it’s essential to keep your colleagues, clients, and contacts informed about your unavailability. Here are some supportive “Out of Office” message examples that convey your professional, yet friendly tone:

• Taking Care of Business: Hi there! I’m currently on a business trip until [date]. I may have limited access to email, but I’ll do my best to respond as soon as possible. If you need urgent assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding!
• On the Move: Hey! Just a heads up – I’m out of the office for a business trip from [start date] to [end date]. If you require immediate help, feel free to reach out to [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you upon my return. Cheers!
• Networking Guru: Hello! I’m currently attending a conference for work from [start date] to [end date]. My response time might be slower than usual, but I’ll make sure to get back to you as soon as I can. For anything time-sensitive, please contact [colleague’s name] at [colleague’s email]. Have a great day!
• Jet-Setter: Hey there! I’m traveling for work from [start date] to [end date] and may have limited email access. Rest assured, I’ll reply to your message once I’m back. If you can’t wait, please reach out to [colleague’s name] at [colleague’s email] for support. Safe travels!
• On a Quest for Knowledge: Hi! I’m currently attending a training course to improve my skills from [start date] to [end date]. While I’m away, I might be slow to respond to emails. For urgent matters, please contact [colleague’s name] at [colleague’s email], and they’ll be happy to help. Talk to you soon!

Out-of-Office Messages for Non-Work-Related Activities

When you’re taking some time off for a non-work related activity, it’s essential to let your colleagues know you will not be available for a specific period. Here are a few examples of out-of-office messages to use in various situations:

• Personal day: “Hi there! Thank you for reaching out to me. I am currently enjoying a day off and will not be able to respond to your email immediately. However, I will return on [date] and will be more than happy to address your concerns then. Have a great day!”
• Sick leave: “Hello, I hope you’re well. Unfortunately, I am feeling under the weather and will be unavailable until [date]. Please be patient, and I’ll respond as soon as I am back in action. For urgent matters, contact [alternative contact person]. Stay healthy!”
• Family event: “Greetings! I am out of the office today attending a family event. I apologize for any inconvenience this may have caused and will be sure to reply to your email as soon as possible upon my return on [date]. For urgent matters, please reach out to [alternative contact person]. Best regards.”
• Hobbies and special interests: “Hey there! Today, I am off to pursue my passion for [activity] and will not be available to respond to your email. Don’t worry; I’ll be back on [date] and ready to tackle your request. For anything urgent, please contact [alternative contact person]. Cheers!”
• Volunteering: “Hello! Today, I am dedicating my time to a volunteer event and will be unavailable to answer your email. I appreciate your understanding, and I will promptly respond once I am back in the office on [date]. If you need immediate assistance, please contact [alternative contact person]. Thank you for your patience!”

Sabbatical and Study Leave Messages

• Taking a sabbatical: Hi there, Thank you for your email. I am currently on sabbatical and will have limited access to email. I will be back on [return date] and will respond to your message as soon as I can. Have a great day!
• Studying for a certification: Hello, Thanks for getting in touch! I am currently on study leave to prepare for my [Certification Name] exam and will have limited email access. I will return on [return date], but if you need assistance before then, please contact [alternate contact person] at [email address]. Best regards!
• Attending a workshop or seminar: Hi, Thank you for your email. I am currently attending a [workshop/seminar name] to enhance my skills in [subject]. I will have limited access to my email during this time and will get back to you as soon as possible upon my return on [return date]. If you need immediate assistance, please contact [alternate contact person] at [email address]. Thank you for your understanding!
• Pursuing further education: Hello, I appreciate your message. I am currently undertaking further studies in [subject] and will have limited access to my email. I will return on [return date] and respond to your message as soon as I can. If you need assistance in the meantime, please reach out to [alternate contact person] at [email address]. Best wishes!

Don’t forget to include the specific details of your absence, such as the duration and the reason, as well as an alternate contact person for urgent matters. This will ensure that your colleagues and clients are informed and can plan accordingly while you’re away.

Frequently Asked Questions

What are some concise and professional out of office message examples for a day of absence.

For a day of absence, you might want to keep your out of office message straightforward and professional. Here are a few examples:

• Thank you for your email. I am out of the office today, [Date], and will respond to your message upon my return tomorrow, [Date+1].
• I am currently unavailable and will be back in the office on [Date]. Your message is important, and I will get back to you as soon as possible.
• Out of office: I am away for the day, [Date], and will respond to your email as soon as I can, likely tomorrow.

How can you craft an effective auto-reply message for email when you’re on annual leave?

When you’re on annual leave, it’s important to set an auto-reply message that informs the sender of your absence and sets expectations for your response time. Here’s an example:

Subject: Out of Office: Annual Leave

Thank you for reaching out. I am currently on annual leave from [start date] until [end date]. I may have limited access to my email during this time. For urgent matters, you can contact my colleague [Colleague’s Name] at [Colleague’s Email]. Otherwise, I will respond to your message upon my return.

Could you provide a friendly yet professional out of office reply for holiday vacations?

A holiday vacation out of office message should strike a balance between friendliness and professionalism. Here’s an example:

Subject: Happy Holidays! Out of Office

Hello! Thank you for your email. I am currently out of the office enjoying the holiday season with my family from [start date] until [end date]. I won’t be checking emails during this time, so please expect a delay in my response. For urgent matters, you can reach out to [Colleague’s Name] at [Colleague’s Email]. Wishing you a joyous holiday season!

Can you give an example of a supportive out of office message to share with your team?

Here’s an example of a supportive out-of-office message to share with your team:

Subject: Out of Office: Cheering You On!

Hello team,

I am currently attending a [workshop/training/conference] from [start date] to [end date] to [provide context for the event]. During this time, I may be slow to respond to emails. However, I trust that you can handle any issues that may arise. For urgent matters, please reach out to [Alternative Contact] at [Contact’s Email].

You’re doing fantastic work, and I look forward to catching up with you upon my return!

How do you compose a polite out of office message for unexpected leave situations?

When composing a polite out of office message for unexpected leave situations, try this approach:

Subject: Unexpected Absence: Out of Office

I apologize for the inconvenience, but I am unexpectedly out of the office from [start date] to [end date]. I may have limited access to email during this time. If your matter is urgent, please contact [Alternative Contact] at [Contact’s Email]. Otherwise, I will do my best to respond to your email as soon as possible upon my return.

Thank you for your understanding.

What are key elements to include in a delayed response out of office message?

In a delayed response out of office message, be sure to include:

• Your current availability status (out of office, limited access to email, etc.).
• The reason for the delay (vacation, conference, personal leave, etc.).
• Expected response time or the date you will return.
• An alternative contact for urgent matters.
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Put out-of-office messages to work for you when you’re away

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What’s an out-of-office message?

When do you need an ooo message, what should you include, what to avoid when writing an out-of-office message, 11 out-of-office message examples, keep communication channels open.

Everyone takes time away from the office at some point. Whether it’s for professional development , to recover from an illness, or to enjoy a well-earned vacation , sometimes you won’t make it in.

And while it doesn’t always feel that way, busi ness goes on without you. It’s your responsibility to ensure that operations run smoothly, even when you’re not there. 

An OOO message is an automated response, typically via email, to any correspondence you receive while away. Aside from being good email etiquette , a simple OOO message serves two purposes: it manages expectations and prevents you from becoming overwhelmed when you return. 

Email is the primary means of business communication for 62% of clients and 31% of colleagues . Because so many people use this communication method and know others do, too, they expect a timely response. Your OOO email also:

• Keeps communication channels open while you’re away
• Acknowledges a contact’s need
• Lets people know why you’re away, for how long, and who to contact in your absence 

And with so many people working hybrid nowadays , not everyone may be aware you’re away. Your auto-response keeps colleagues who work asynchronously in the loop and identifies support and resources to maintain their schedule in your absence.

OOO emails also prevent you from becoming overwhelmed when you return to the office. Most people dread taking time off for fear of returning to a mountain of work , but an OOO message redirects general inquiries to coworkers and keeps your inbox from overflowing.

When you return, the only issues you should find will be low-priority or matters only you can resolve, making prioritization much more manageable.

Generally, you should implement an automatic reply anytime you won’t be able to answer emails for an extended period of time.

And if you regularly deal with urgent matters that require a short turn-around time, you can use a temporary OOO notification in your workplace communication platform (like Slack or Teams) to notify coworkers and clients when you’re away from your desk.

Occasions that call for an OOO message include the following: 

Vacation leave

Conference or workshop

Parental leave

Company event

Doctor’s appointments that take up half a day or more

Mental health day

Business trip

Personal leave

Consider an OOO reply an official business correspondence and write it as professionally as any other work email . The optimal length of an email is between 50–125 words , so keep it short and sweet. 

Your OOO message should include the following:

A precise, attention-grabbing subject line

A friendly, general greeting to start the email

The end date for your leave (you can add your expected return time if you're at an appointment)

The reason for your absence, if you feel like sharing

Contact information for colleagues available to assist, including name, email address, and phone number if necessary. If multiple coworkers provide coverage in your absence, explain how and when to contact each one

Your sign-off and signature to close the email

Some email platforms allow you to segment your auto-responses depending on whether the person writing is an internal colleague or external contact. Consider increasing the details of your message depending on your audience, if your email provider allows it. 

Remember that an OOO message’s goal is to ensure the smooth operations of your team, department, or company. To do so, you need to avoid the following practices.

Offering too much detail

Your OOO should be direct and to the point. Avoid adding unnecessary or personal details — you don’t want to lose the most important information, like coworker contact details, in other content.

And if you’re off work for a personal reason, don’t feel you need to say why you’re gone. The most important parts of your message are the dates you’re out and who to contact in your absence. 

Using your coworker as a contact without their consent

Ask before adding your colleague’s name to your auto-reply message to ensure they have the resources to take on extra work while you’re away so no one feels blindsided or frustrated. 

Setting unrealistic expectations

Don’t offer tight timelines if you can’t deliver. You’ll need space to catch up when you return to the office, so avoid saying you’ll answer your emails immediately or by an exact date. 

And avoid putting undue pressure on your point of contact. Don't tell clients your backup is available for immediate help. Instead, offer realistic timelines so your coworker can better organize their schedule to limit disappointing others .

Using off-brand messaging

It can be tempting to inject a little humor into your OOO, especially if you’re going on vacation. That’s alright, but keep it professional.

You never know who might be reaching out, such as a potential client. Your message could leave a negative impression if they don’t share your sense of humor. 

Here are eleven OOO examples for nearly every situation. Copy and paste them into the out-of-office autoresponder as is, or use them as message templates to customize your own emails.

1. Simple out-of-office message

Short. Professional. To the point. This example is all you need to communicate your absence.

Subject: Out of office – April 30th–May 18th

Thank you for your email. I’m away from the office and have limited email access until May 18th. In case of an emergency, contact [your coworker’s name] by email at [their email] or via phone at [their phone number].

I look forward to speaking when I get back. 

[your name]

[your role]

2. Vacation

Your manager has approved your vacation leave request — perfect. Now, you need to craft an appropriate OOO. Be sure the tone of your response matches its intended audience.

Subject: Beach vacation – OOO start date: July 2nd 

Greetings from Punta Cana!

I’m currently enjoying the sun, sand, and surf of the Caribbean. Unfortunately, those three things don’t mix well with electronics, leaving me without access to my cell phone. If you need immediate support, contact [your coworker] at [their email]. I’ll be back in the office on July 25th and look forward to speaking with you then.

Have a great day,

3. Informal

Just because you’re a professional doesn’t mean you can’t have a funny OOO message for friends at work. A light-hearted auto-response is fine if it aligns with your office culture.

Subject: Championship hoops day – OOO

Good afternoon,

It’s Middle-School March Madness! 

I’m out of the office for the remainder of the day, encouraging my point guard extraordinaire as they compete in their championship game. Even if I throw out my back trying to outdo the cheerleading squad, I’ll return phone calls and emails when I return on Monday morning.

Until then, please contact [your coworker’s name] with any urgent matters at [their email]. 

Enjoy the weekend. Go Wildcats!

4. Paternity/maternity leave out-of-office message 

Because you’ll be away for an extended period, your paternity or maternity leave OOO message needs to make it clear that you’re not accessible by phone or email and provide alternative sources of assistance. 

Subject: Baby Aesha has arrived – out of office September 23rd–February 28th

Thanks for reaching out. I’m away from the office for my paternity leave , returning on February 28th. During this time, I’ll be in full-time parent mode without access to company email.

My colleagues are available to assist you until I return.

Please contact [your coworker’s name] to coordinate any website updates at [their email]. In my absence, [your coworker’s name], [their email], is taking over all social media accounts.

Thank you for your understanding. I look forward to speaking with you when I return. 

5. Short term

Having to run out for an appointment is quite common. Let your coworkers and clients know you’re away but will reconnect ASAP.

Subject: Out of office until 2 p.m. – dentist appointment

I’m away from my desk from 12–2 p.m. this afternoon for a dentist appointment without access to my electronic devices. Don't hesitate to contact [your coworker’s name] at [their email] for help if your message is urgent. Otherwise, we can connect when I return.

Enjoy the day,

6. Sabbatical

If you’re lucky enough to work for a company that offers sabbatical leave , you can let your contacts know you’ll be away for an extended period and how you plan to spend your time.

Subject: Earning my MBA – sabbatical leave, OOO until May 8th

I’m happy to let you know I’m currently on sabbatical to focus on completing the final three credits of my MBA. I expect to be back in the office on May 8th. [your coworker’s name] is taking over my duties until I return. You can reach her at [their phone number] or [their email]. 

I look forward to speaking upon my return.

7. Medical leave

If you have to call in sick or will be away due to a medical procedure, you can add this information to your message, but there’s no need to go into detail about your condition. 

Subject: Medical leave – OOO until June 5th

I appreciate your message. Unfortunately, I’m away on medical leave until June 5th. While I’ll check messages as my return date gets closer, please consider contacting [your coworker’s name] for assistance with your recruiting needs at [their email] or by phone at [their phone number]. Thank you for your consideration, I look forward to reconnecting upon my return.

Policy surrounding time off during the holidays varies between companies. It could be a good idea to create an autoresponder email message letting coworkers and clients know about your availability in the days leading up to and after the celebrations.

Subject: Seasons greetings – office closure, December 23rd–28th

Happy holidays!

Our office will close for Christmas celebrations at noon on December 23rd and reopen for regular business hours on the 28th. I’m available by phone in case of an emergency at [your phone number]. Otherwise, I’ll speak with you again when I return.

9. Conference

If you’re away at a professional conference or workshop, you can invite your network to join you using your OOO email. 

Subject: OOO until May 10th, attending Core Mining Conference 2023 – join me in Chicago!

I’m sorry I missed your message. I’m currently attending the Core Mining Conference in Chicago until May 10th. I’ll occasionally check email, but if you need urgent assistance, you can speak to my assistant, [your coworker’s name], at [their email], or [their phone number].

If you’re at the conference and would like to meet, you can find me at Booth 315 or call [your phone number]. I’d love to connect.

10. Lead generation

Put your OOO response to work by prompting recipients to sign up for your company’s newsletter, webinar, or other business offerings.

Subject: Away from the office – return date: March 14th

Hello, I’m sorry I missed you,

I’m away from the office attending an industry workshop with limited email connectivity until March 14th. If you need urgent assistance, contact [your coworker’s name] at [their phone number] or via email at [their email]. 

In the meantime, why not sign up for our weekly newsletter analyzing the latest promotional trends? Our expert team will keep you updated on what’s happening in the world of marketing technology, tactics, and approaches so you know how best to target your audience.

Sign up today!

Best wishes,

11. Social media

Social media is a powerful tool to keep contacts up to date on your company’s activities, even when you can’t speak to them personally. Adding promotional channel links to your automatic email notifications builds an invested, engaged audience.

Subject: OOO until August 12th, but have you seen our latest Instagram post?

Hey there, sorry I missed you.

I’m away from the office for personal reasons until August 12th. Please direct your inquiries to [your coworker’s name] at [their email address] until my return.

Meanwhile, why not check out our Instagram stories and posts for updates about our workshops and to see behind-the-scenes progress on our ongoing projects? 

Good communication is essential to the workplace . Your OOO message demonstrates respect for everyone impacted by your absence and your desire to be helpful even when you’re away from your desk. 

That sends a powerful message, no matter how you deliver it.

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Allaya Cooks-Campbell

With over 15 years of content experience, Allaya Cooks Campbell has written for outlets such as ScaryMommy, HRzone, and HuffPost. She holds a B.A. in Psychology and is a certified yoga instructor as well as a certified Integrative Wellness & Life Coach. Allaya is passionate about whole-person wellness, yoga, and mental health.

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Sending the Perfect Out-of-Office Message for Business Travel

Team members who excel in communication are invaluable to any company. Nevertheless, it’s equally important for them to avoid communication gaps while away from their desks. Crafting an out-of-office message for business travel or a vacation auto-response is a crucial step in ensuring ongoing communication with those attempting to reach you via email. Taking the initiative to set up this message is a smart way to inform your correspondents, who might be expecting a timely reply, about your unavailability.

Letting your colleagues, business partners, and other contacts know when you’re not in the office is a fundamental act of professionalism. It not only strengthens relationships with those who will appreciate your consideration in providing an alternative way to get in touch but also is essential. Implementing an automatic reply, especially for business trips, in your email settings like Outlook, is key to preventing any confusion or frustration that may arise from people wondering about your current location.

Read also:  11 Best Out of Office Email Auto Reply Examples

Table of Contents

Examples of Out-of-Office Message for Business Travel

Here are some out-of-office message for business travel:

Hello and thank you for reaching out!

I’m currently on a business journey and will be back in the office on Tuesday, October 15th. While I’ll be checking emails, please be aware that my responses might be slower than usual. In case you need immediate attention, don’t hesitate to contact my assistant, Peter Jean, at (phone number) or (email address). Your patience is greatly appreciated!

As I navigate through business commitments in California and Washington this week, I’ll stay connected via email. Should you need to get in touch, my cell phone (Cell phone number) is the best way to reach me.

Warm regards,

I’m attending an offsite business event from November 10th to November 11th. My email responses may be delayed, but rest assured, I’ll attend to your message as soon as possible. Thanks for your understanding!

I’ll be out of the office for business travels from May 13th to May 18th, 2028. I’ll periodically check my emails, but please expect some delay in response. For urgent matters, my Assistant, Tamara Gonzalez, is available at (phone number), (email address).

Automated Response:

Thank you for your email. I am out of the office on business until Tuesday, May 16th, 2030. Email access will be sporadic, so if there’s anything urgent, please reach out to my assistant, John White, at (phone number).

Best wishes,

Currently on business travel, returning Thursday, with limited email access. For urgent matters, feel free to call me at (phone number).

Kind regards,

Out for business today with restricted email access. Please contact my secretary, Bruce Willie, at (phone number) if necessary. Thank you!

Away on business until Thursday, April 25th, 2030, with limited email access. For immediate assistance, reach out to my assistant, John Blue, at (phone number) or my cell phone: (phone number).

Out on business today. For immediate assistance, my legal assistant, Black Jeans, is available at (email address).

Currently traveling for business and may respond late. For immediate assistance, feel free to call my cell: (cell phone number).

Thank you for your email. I am on business travel until Monday, February 29th. For urgent inquiries, please call my office at (phone number).

Traveling on Tuesday, March 11, with occasional email access. I will respond as soon as possible.

Best regards,

Traveling for work until January 4. For immediate assistance, contact Gabriela Brynn at (email address) or (phone number).

Out of the office on January 18th for travel. For immediate assistance, contact Miranda at (phone number).

Traveling on Monday, December 2, with sporadic message checking. For urgent matters, dial (phone number) for my assistant, Blake Kali.

Traveling, back in the office on Wednesday, July 4. For immediate assistance, contact Catalina Zara at (email).

Thank you for your message. Traveling from Monday, May 24th through Tuesday, May 27th. For immediate assistance, contact my assistant, Kamila Ada, at (phone number) or (email address).

On the East Coast for business, returning to the Miami office on October 20. Email and phone access might be intermittent. For further assistance, call my assistant Landen Warren at (phone number).

Currently traveling for business, returning Monday, June 14th, 2024. For urgent matters, call my cell phone (cell phone number).

Traveling for work until November 17th with limited email access. For immediate assistance, contact my assistant at (phone number).

Traveling, back in the office on Wednesday, June 20th. Contact Carmen Annalise at (email address) for immediate assistance.

On international work travel until Saturday, May 19. For immediate assistance, contact Robert Jeans (email address) or (phone number). You can also leave a voice message at my office direct at (phone number).

Traveling to Montreal from Tuesday, January 14 through Wednesday, May 14. For time-sensitive matters, call my cell at (phone number).

Currently on work travel, returning Tuesday, June 22. Email responses may be delayed.

Traveling abroad, back on Monday, November 2nd, 2024. Limited access to email and cell phone, but will check regularly. For urgent matters, text my assistant at (phone number).

Key Tips for an Out-of-Office Message for Business Travel

When you’re away on business, an out-of-office message for business travel is a professional courtesy to inform others of your absence. Here’s what you should avoid in your message :

• Avoid Over-Details: Simply stating you’re “Out of Office on a Business Trip” is enough. Refrain from sharing specific details like the destination, goals, etc.
• Skip Standard Phrases: Rather than using vague terms like ‘limited access to email’, specify when you will be able to respond.
• Proofread: Ensure your message is free from grammatical or spelling errors, as it reflects on your professional image.

An effective out-of-office message for business travel is concise and informative. It should acknowledge the receipt of the email and indicate when you’ll be able to address it. Including a contact number is optional; providing a colleague’s or assistant’s contact can suffice.

For bulk and corporate messages, consider platforms like Bigly Sales for writing easy and efficient out-of-office message for business travel.

Luke Benjamin is an SEO content writer for Bigly Sales. He started writing for the company a few months ago focusing on unique, engaging content that includes AI, emails, marketing, and sales messaging.

This is an incredibly useful guide on crafting out-of-office messages for business travel! The examples you provided are both professional and personable, exactly what’s needed to maintain good communication while away. I especially appreciate the tips on including emergency contact information and expected return dates—it’s a simple touch that can greatly ease team and client interactions. Do you have any suggestions for adapting these messages for longer, indefinite travel periods? Thanks for the great advice!

Thank you, Namit for reading the post and sharing your thoughts. We can only suggest you to keep it active as long as you can’t access your emails or messages.

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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

• 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
• Change display name
• Create a folder
• Use inbox rules
• Conditional formatting
• Use Favorites
• Custom views
• 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

Create and add an email signature in Outlook

In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).

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

Create and add an email signature

On the View tab, select   View Settings . 

Select Accounts > Signatures .

Select    New signature , then give it a distinct name.

In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.

Select Save when you're done.

With your new signature selected from the list above the editing box, go to  Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.

Select Save again.

Note:  If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products.

Create your signature and choose when Outlook adds a signature to your messages

If you want to watch how it's done, you can go directly to  the video below .

Open a new email message.

Under Select signature to edit , choose New , and in the New Signature dialog box, type a name for the signature.

Under Edit signature , compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste it into the Edit signature box. You can also use a pre-designed template  to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box. 

You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature .

You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template .

To add images to your signature, see Add a logo or image to your signature .

Under Choose default signature , set the following options. 

In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward. 

You can select to have your signature automatically appear in reply and forward messages. In the  Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none). 

Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Add a logo or image to your signature

If you have a company logo or an image to add to your signature, use the following steps.

Open a new message and then select Signature > Signatures .

In the Select signature to edit box, choose the signature you want to add a logo or image to.

To resize your image, right-click the image, then choose Picture . Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

When you're done, select OK , then select OK again to save the changes to your signature.

Insert a signature manually

If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

In your email message, on the Message tab, select Signature .

Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.

See how it's done

Top of page

Note:  Outlook on the web is the web version of Outlook for business users with a work or school account.

Automatically add a signature to a message

You can create an email signature that you can add automatically to all outgoing messages or add manually to specific ones.

Select Settings   at the top of the page.

Select Mail >  Compose and reply .

Under Email signature , type your signature and use the available formatting options to change its appearance.

Select the default signature for new messages and replies.

Manually add your signature to a new message

If you've created a signature but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

In a new message or reply, type your message.

If you created multiple signatures, choose the signature you want to use for your new message or reply.

When your email message is ready, choose Send .

Note:  Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.

Related articles

Create and add an email signature in Outlook for Mac

Create an email signature from a template

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More From Forbes

The rising dark side of business travel ceos need to pay attention to.

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It's time for companies to rethink their approach to business travel.

The business landscape has rapidly changed since the pandemic, with remote work and hybrid models becoming more prominent. Despite these workforce shifts, one aspect remains constant: business travel.

Business travel is back in full force following an expected dip during the pandemic. Corporate travel budgets are returning to pre-pandemic levels, and more companies are planning budget expansions. A Morgan Stanley survey revealed that over two-thirds of companies with under $1 billion in annual revenue anticipated increased travel budgets in the coming year.

The Impact of Frequently Flying

Frequent travel can significantly impact an individual's physical, emotional, and mental well-being . While companies prioritize conventional risk management areas, they often overlook the personal well-being of their travelers. From maintaining a healthy diet to proper sleep and various emotional components such as loneliness and separation, business travelers encounter numerous potential long-term health disruptions that non-traveling employees don't face.

Business travelers had higher claims than non-travelers for all health conditions across the board, along with a higher likelihood of stress-related disorders, as reported in the Harvard Business Review . Lastly, as shared in the Journal of Occupational and Environmental Medicine , frequent business travel adversely affects overall body composition, leading to risks of obesity and various other ailments if left unmanaged, such as heart disease and diabetes.

More and more companies are prioritizing workplace wellness due to factors such as obesity's $400 billion impact on companies . Corporate travel wellness programs are a necessary part of the equation as well. As you look to implement a modern and more robust travel wellness program, start with these two areas:

Google Issues Critical Chrome Update For All Windows Users

New ios 18 ai security move changes the game for all iphone users, world war i tactics make a comeback as a ukrainian gunner in the back of a propeller plane shoots down a russian drone, embrace bleisure travel.

When attracting and retaining the best people, more and more employees choose lifestyle over salary . It's not out of laziness. It's out of a desire for work-life integration. With this in mind, organizations can embrace employees' desires through bleisure . Organizations can promote work-life integration and rejuvenation by allowing employees to combine business trips with leisure activities.

Implementing flexible travel policies that enable team members to extend their trips on the back end is a way to improve employee satisfaction, productivity, and retention rates. Research shows that 89% of business travelers wanted to add a private holiday to their business trips. Traveling for work is energetically demanding, physically and mentally. A few extra days for leisure allow team members to process their trip, recharge, and return at total capacity.

Treat Your Employees Like Athletes

Just as professional athletes require careful management of their physical, emotional, and mental well-being , so do business travelers. Business travel is a stressor with a high burnout rate and decreased performance across the board. As you revamp your corporate wellness travel program, consider your approach to business travel as a sports team thinks of traveling to play an away game.

As you prepare the company playbook for healthier and more productive business traveling, consider the following:

• Providing support for handling jet lag
• Offering advice on maintaining healthy sleep and nutritional habits away from home
• Investing in business class and non-stop flights
• Providing hotels that have conducive amenities for optimal well-being
• Ensuring team members reside in centrally located hotels or apartment hotels

Business travel isn't going anywhere anytime soon, as the average business traveler takes roughly 6.8 trips per year, with business travel in the U.S. from domestic and international travelers also accounting for $387 billion in annual revenue, according to research shared over at Zippia . Incorporating travel wellness initiatives isn't merely an expense; it's an investment in employees' health and performance.

As organizations revamp their corporate travel programs, prioritizing their travelers' well-being is paramount. By implementing strategies to support travel wellness, companies can ensure that their employees remain healthy, engaged, and effective representatives of their companies.

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Pop Culture Happy Hour

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You know it when you see it: here are some movies that got sex scenes right.

Linda Holmes

It is a happy coincidence that our "What makes a good sex scene?" episode came out in the same week as Challengers, a film about a romance triangle in the tennis world starring Josh O'Connor, Zendaya and (not pictured) Mike Faist. Niko Tavernise/Metro-Goldwyn-Mayer Pictures hide caption

It is a happy coincidence that our "What makes a good sex scene?" episode came out in the same week as Challengers, a film about a romance triangle in the tennis world starring Josh O'Connor, Zendaya and (not pictured) Mike Faist.

What makes a good sex scene? It can be easier spot bad sex, but Aisha Harris, Christina Tucker, Ronald Young, Jr. and I tried to focus on the good this week on Pop Culture Happy Hour. You can listen to our full conversation here. (We didn't originally plan for this episode to run the same week as our episode about Challengers , which is out in theaters now, but it's a happy coincidence, since that film has gotten a lot of attention — probably too much, relative to its other merits — for the sex scenes involving its three leads. It's really very good .)

Movie Reviews

Watch a tense romantic triangle play out on the tennis court in 'challengers'.

It's often very obvious when a sex scene is bad, just like when a sex scene in a book is bad. It can get so uncomfortable to watch that you have to leave the room (and not in a way that feels true to the story). One of my personal tells for a bad sex scene is when all I can think about is how hard the actors are trying to persuade me that the characters are having a good time. For example, there has been much good discussion in recent years about Showgirls being a more interesting and competent project than it originally got credit for, but in that one pool scene (if you know it, you know it), all I can see is the effort.

Lauren Bacall And The 'Sex? What Sex?' Kind Of Movie Sex

It's not always as clear which scenes are good . That's partly because they serve so many different functions, all of which look different, and all of which can be effective. Furthermore, you don't want to confuse whether a sex scene is used well in a film with whether it's hot to you personally, despite the fact that there is overlap between those considerations.

In the 'Last Dance,' Magic Mike leaves his thong-and-dance routine behind

Here's what I mean: When Aisha talks about the sequence near the beginning of Magic Mike's Last Dance , it's not irrelevant that the scene is, to her (and to me), hot. But it also makes sense in the context of the film and the franchise, partly because of the way it sets up the power dynamic between Mike (Channing Tatum) and Max (Salma Hayek Pinault). Mike is older now, he knows more, and the way he approaches a lap dance is actually different than in earlier movies.

And not all good sex scenes are hot in the same ways. The one I mentioned in the episode, from the romantic drama Love & Basketball , is sexy, yes. But it's also a scene between young adults (the talented basketball players Monica and Quincy, played by Sanaa Lathan and Omar Epps), and as such, it incorporates a tentativeness that's not present in Magic Mike's Last Dance , to say the least. As Ronald pointed out during our discussion, that sex scene is quite different from one that takes place later in Monica and Quincy's relationship, when they're older and know each other better. That certainly feels true to real life, but it's not always reflected in Hollywood films, where I would tentatively estimate that 90% of on-screen sex is more idealized and thus less intimate than real-life sex, in part because it isn't allowed to change over the course of a relationship.

Movie Interviews

'like it or not, we live in oppenheimer's world,' says director christopher nolan.

Even further from the hotness of the lap dance scene is Ronald's pick: the imagination of Kitty Oppenheimer (Emily Blunt) running wild in Oppenheimer. While her husband (Cillian Murphy) is being interrogated, she pictures him having sex with his mistress, Jean Tatlock (Florence Pugh). It goes by quickly enough that it might seem like a Christopher Nolan flourish for flourish's sake, but it serves the purpose of letting you feel her pain over her husband's affair. Her relationship with Robert doesn't look especially romantic in the film, let alone sexually charged; she finds herself consumed by the idea that he was having hot sex with this other woman, and she locks eyes with her vision of a naked Tatlock and finds herself tormented. It's not really the intent of the scene to titillate the audience, just to give specificity to the shape of Kitty's preoccupation with the affair.

What makes a good sex scene?

Christina raised another really important point, which is that sex scenes also collide with viewers at very specific moments. Her example from Bound , and the scenes between Violet (Jennifer Tilly) and Corky (Gina Gershon), touches on (among other things) her own history. It's an underappreciated aspect of the sex-in-movies discourse: representation matters in these scenes as much as anywhere else. I always wish I saw more sex scenes in movies that featured a broader variety of body types; it's still really rare to see ones that feature anybody who is even average sized. This is one of the reasons I'm curious about the upcoming season of Bridgerton , which places its focus on the gorgeous and curvaceous Penelope (Nicola Coughlan).

Looking for 'nomance': Study finds teens want less sex in their TV and movies

Good sex scenes are like any other kind of good filmmaking, honestly: it comes down to execution with purpose and care, done relative to whatever the function of the scene might be.

Whether that's spiciness or conflict or relationship growth or (as in the case of Bound ) setting up a steamy neo-noir story that wouldn't be the same if it weren't hot as heck, form follows function, ideally.

This piece also appeared in NPR's Pop Culture Happy Hour newsletter. Sign up for the newsletter so you don't miss the next one, plus get weekly recommendations about what's making us happy.

Listen to Pop Culture Happy Hour on Apple Podcasts and Spotify .

Politics latest: Kate Forbes confirms she is considering standing to replace Humza Yousaf; no-confidence vote in Scottish government to go ahead

Kate Forbes confirms to Sky News she is considering running to replace Humza Yousaf as SNP leader, as John Swinney - another potential candidate - says the SNP must "come together".

Tuesday 30 April 2024 15:04, UK

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• Kate Forbes confirms she is considering standing to replace Humza Yousaf as SNP leader
• John Swinney - another potential candidate - issues call of unity in Sky News interview
• What you need to know about Forbes and Swinney
• The contest explained  | Why Yousaf resigned
• Number 10 responds after Irish PM says UK must respect arrangement to take back asylum seekers
• Local elections: Everything you need to know about this week's votes
• Live reporting by Samuel Osborne

Gardai will not be assigned to physically police the border with Northern Ireland, the Irish Department of Justice has said, amid a row over migrants crossing from the UK to the republic.

The department yesterday announced its own expanding role in immigration registration duties would "free up" 100 gardai for frontline enforcement work, including deportations.

But in a statement today it has clarified the work required to make the 100 gardai available for frontline duties would take up to 12 months.

It emphasised the protection of an open border on the island of Ireland was a "key priority to the communities on both sides", but said: "It is not the case that these Gardai will be assigned to physically police the border with Northern Ireland."

It comes after the Irish prime minister insisted the UK must respect an existing arrangement to take back asylum seekers (see 9.19am post).

Simon Harris told Sky News the UK must honour the agreement as a new Irish law is being drafted to ensure the UK is seen as a safe country for migrants despite Rishi Sunak's Rwanda plan.

The prime minister has claimed the increase showed his scheme was working.

This afternoon Mr Sunak's spokesperson said there are "operational agreements" between the UK and the Republic of Ireland but "not a legal obligation" to accept the return of asylum seekers (see 12.33pm post).

Speculation is rife about who could enter the race to be the next leader of the Scottish National Party after Humza Yousaf resigned yesterday.

One name mentioned repeatedly by key SNP figures is John Swinney, the former deputy first minister, but it appears he is still considering his move.

He said today: "I'm giving it all a great deal of thought to make sure that I come to the right decision for my family, my party and my country."

The longtime MSP declined to stand in the leadership race last year, saying it was time for a new generation of SNP members to come to the fore.

Asked what had changed, he said: "Events change, don't they? Nothing ever remains the same.

"What's changed is that my party finds itself in a very different and more difficult situation than it found itself in 12 months ago.

"I would not be doing a service to the many, many, many people who have contacted me, asking me to stand, and if I don't think about this properly, it wouldn't be my style to ignore the representations made to me - I'm someone who listens and addresses the points that are put to me and that's exactly what I'm doing just now."

Nominations have now opened in the SNP leadership contest to find a replacement for First Minister Humza Yousaf after he announced he was stepping down yesterday.

Senior figures have backed former deputy first minister John Swinney for the top job, while a smaller number of the party's parliamentarians have backed former finance secretary Kate Forbes.

Mr Yousaf has said he will stay on to allow a successor to be chosen.

How does the contest work?

The SNP's national secretary announced nominations had opened yesterday at 11.59pm.

They will close next Monday.

Prospective candidates will need to gain the support of 100 members from 20 different SNP branches in order to qualify for the contest.

What happens next?

Whoever wins the contest will then need to be able to win enough votes in Holyrood to be elected first minister.

The SNP needs just two votes to secure an overall majority.

The most likely backers for the SNP would be the Greens, given both parties are pro-independence.

However, the Greens announced last week they would not support the first minister in a confidence vote after Mr Yousaf scrapped the powersharing agreement between the party and the SNP, which eventually led to his political downfall.

The Sky News live poll tracker - collated and updated by our Data and Forensics team - aggregates various surveys to indicate how voters feel about the different political parties.

With the local election campaign well under way, Labour is still sitting comfortably ahead, with the Tories trailing behind.

See the latest update below - and you can read more about the methodology behind the tracker  here .

Kate Forbes narrowly lost out to Humza Yousaf in last year's SNP leadership contest.

Ms Forbes has told Sky News she is considering entering the race again in the wake of Mr Yousaf's resignation.

The former finance secretary faced backlash during her campaign last year after admitting she would have voted against gay marriage in Scotland when it was made legal a decade ago.

The Free Church of Scotland member also told Sky News that having children out of marriage is "wrong" and something she would "seek to avoid".

However, the MSP for Skye, Lochaber and Badenoch stressed that "in a free society you can do what you want".

Ms Forbes had argued that "continuity won't cut it".

After losing to Mr Yousaf by 48% to 52%, she said: "If we are to continue to win elections, we need to continue to listen and maintain trust."

Ms Forbes turned down the role of rural affairs minister, which at the time was seen as a demotion.

Although her views on social issues remain unpopular with some of her MSP colleagues, she was one of the few SNP ministers who did not delete her WhatsApp messages during the COVID pandemic.

Ms Forbes would face resistance from the Scottish Greens, who have previously ruled out working with her.

SNP colleague Fergus Ewing is backing Ms Forbes, saying she is "head and shoulders" above any other potential candidate.

By Connor Gillies, Scotland correspondent

Kate Forbes has exclusively told Sky News there is "a lot of support" for her across the SNP as she confirms she is considering standing to replace Humza Yousaf.

In her first and only interview since the first minister quit she was asked if the contest could become a John Swinney coronation and said "the membership need to be behind the next leader and process needs to reflect that".

Sky News understands Ms Forbes will make her final decision within the next 24 hours.

By Paul Kelso , business correspondent

Border checks on food and plant imports will add billions of pounds to the cost of doing business with the European Union, industry figures have warned.

From today European imports considered a "medium risk" to UK biosecurity will face physical inspection as part of a new border regime introduced almost eight years after the Brexit vote, and delayed five times in two years.

Plant and animal inspectors will examine a proportion of imported goods including fresh meat, fish, and dairy produce, a process that importers fear will disrupt supply chains, particularly for time-critical fresh goods.

The physical checks come three months after the introduction of new documentation for imports, including health certificates that require vets and plant inspectors to sign off consignments.

With importers also facing a charge for each consignment that comes into the UK irrespective of whether it is stopped for inspection, the government admits it will add more than £330m to annual business costs, and add 0.2% to food inflation over three years.

Read more about the warning here:

The Tories have "lost" thousands of asylum seekers they want to send to Rwanda, Labour's shadow chancellor Rachel Reeves has said.

It comes after reports that of 5,700 people identified for removal to Rwanda only 2,145 have reported to the Home Office.

Ms Reeves said: "The Conservatives have lost control of the borders and now they have literally lost the people who they say they're going to be sending to Rwanda.

"They've lost control of the immigration and asylum system, and it is ordinary working people that are paying the price."

She added: "The government need to crack down on the criminal gangs that are luring people to this country, and then process the claims without losing the asylum seekers, which is now what is appearing to happen."

This morning Health Secretary Victoria Atkins told Sky News law enforcement agencies are pursuing those asylum seekers who have failed to keep in contact with the Home Office (see 7.31am post).

A motion of no confidence in the Scottish government tabled by the Scottish Labour Party will be debated and voted on tomorrow, Holyrood has confirmed.

If it passes all Scottish ministers would be required to stand down.

But while the Scottish Tories and Lib Dems are backing the motion, without the support of the Greens it will be defeated.

Scottish Labour has 22 MSPs at Holyrood, the Tories have 31 and the Lib Dems have four, making a total of 57 votes.

The SNP has 63 seats in the Scottish Parliament, meaning the Greens (seven) and Alba (one) will need to vote with the other opposition parties for the motion to pass.

With Humza Yousaf stepping down as Scotland's first minister and SNP leader, Scotland reporter Jenness Mitchell takes a look at some of the potential candidates that could throw their hat into the ring to take the top job.

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