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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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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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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)

Related Posts:

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

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

December 5, 2022

by Soundarya Jayaraman

In this post

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

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

Fret not; we’ve got you covered.

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

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

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

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

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

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

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

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

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

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

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

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

Here’s a simple OOO message template.

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

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

[your signature]

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

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

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

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

Don’t give too much information

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

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

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

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

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

Reel in the humor and creativity

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

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

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

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

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

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

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

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

Subject line: Out of office until [return date] 

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

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

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

Sorry for the inconvenience.

[Your signature] 

2. Vacation out-of-office message 

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

Thank you for your message. 

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

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

Thank you for understanding.

Have a great day! 

[Your signature]

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

3. Holiday season out-of-office message 

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

Season’s greetings! 

Thank you for reaching out. 

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

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

Wishing you a wonderful holiday season,

4. Maternity/Paternity out-of-office message 

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

Greetings! 

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

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

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

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

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

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

Looking forward to connecting with you upon my return.

5. Medical leave out-of-office message 

Subject line: Medical leave till [date] 

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

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

Thank you for understanding,

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

6. Company event out-of-office message

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

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

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

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

Your patience is appreciated. 

Best regards,

7. Business trip out-of-office message 

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

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

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

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

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

8. Conference out-of-office message 

Subject line: Out of office attending [conference name] 

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

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

Sorry for the inconvenience. 

9. Short-term out-of-office message 

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

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

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

10. Internal out-of-office message

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

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

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

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

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

1. Offer a resource and promote your content

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

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

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

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

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

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

Thanks again,

2. Promote your product

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

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

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

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

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

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

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

3. Generate leads

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

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

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

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

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

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

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

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

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

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

I will respond to your email when time permits. 

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

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

Talk soon! 

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

5. Boost your brand's social media

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

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

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

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

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

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

Talk to you soon,

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

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

1. Selecting tuxedos for my dog’s wedding

Source: Shreya Mattoo

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

2. I am at the BEACH

Source: Holly Hunt

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

3. Busy eating pasta and pizza

Source: Twitter

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

4. Contact Casie for any emeowgencies

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

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

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

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

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

It's just not fair 

Said the overworked Chair 

As he prepared his out-of-office reply 

I give them direction 

With a hint of affection 

But this week, I'm just not their guy 

See ya soon. 

 Source: Twitter

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

5. Get your pet to respond

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

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

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

Thank you for your message! 

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

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

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

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

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

[Pet’s Name]

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

6. Chasing storms

Thank you for your email. 

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

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

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

Thanks for your message. 

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

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

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

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

[your signature] 

7. It’s emojis all the way down

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

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

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

How to set out-of-office replies on Gmail

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

Scroll down to Vacation responder. 

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

Your out-of-office autoresponder is set. 

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

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

How to set out-of-office replies on Outlook

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

Source: Microsoft

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

You are set for your time off.  

How to set out-of-office messages on Slack

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

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

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

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

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

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

Happy holidays!

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

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

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

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

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17 Out-of-Office 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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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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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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How to set up an out of office email or auto reply for emails in a professional environment

What is an out-of-office message.

An out-of-office email (also known as an OOO message) is an automatic reply that can be sent as a response to people, who email you during the times you are away from work. This is very useful to let your contacts - your colleagues, clients, and business contacts - know that you are not available and that the response will be delayed. When you add a proper out-of-office message, you can also let them know whom to contact in your absence, if there is an emergency. It is particularly important to have proper out-of-office messages if you are away for a long period due to an annual vacation or sick leave or other long absences from work. 

When to set up a professional Out-of-office message?

There are times when you will have to spend your days outside of the office, like, going on vacation for holidays with limited or no access to the internet or flying off to a different country to attend a business meeting and working in a different time zone. Before you leave, ensure that you have informed your plans to your team.  Since your Inbox is still receiving important emails from your other co-workers, customers, and other important people, it is professional to set up an out-of-office message with details about your out-of-office dates, and duration, and also define who will be your backup while you are gone. 

Every time you receive an email, an automatic reply will be sent to the sender informing them about your absence - based on your out-of-office settings. If the same sender repeatedly sends you emails, you can control the interval in which the out-of-office auto-response is sent to the users. 

What to include in your Out-of-office message?

• Be polite and thank the sender. 
• Specify the dates you are away. 
• Include the details of the contact person to reach out in case of emergency. 
• Close with a greeting. 

Best practices for drafting an out-of-office message 

• Tell your readers when your trip will be over and give them the date you'll be back in the office. Also, it is absolutely unnecessary to mention the starting date of your trip. 
• Mention the person whom they can contact in your absence if they are in need of urgent assistance. 
• Make sure that your content suits all kinds of audiences, from a work superior to a friend. Following the  email etiquette rules helps you draft proper emails that will suit all kinds of audiences.
• Avoid any personal information like the place you're spending your holidays in or your personal contact information unless you want all your readers to know it. 
• You should be cautious when you provide details in Out-of-office messages, as anyone who sends you an email might get hold of the information. 

Examples of out-of-office messages

Semi-formal out-of-office templates , out-of-office message - vacation .

Hello there!  

Thanks for reaching out. I'm currently out of the office until <>, on vacation. I have limited access to the internet and hence will not be able to check my emails. I will check and reply to your email once I resume work. 

If you need any assistance in the meantime, please contact <colleague's name, role> at <email/ phone>.

Thanks, 

<Your name, designation, company name>

Out-of-office message - Business trip 

Hello!  

Thank you for your email. I'm currently out of the office until <>, on a business trip. I will not be able to check and reply to my emails on a regular basis. I will read and respond to your emails, at a later time. 

In case of any emergency, please contact <colleague's name, role> at <email/ phone>.

Out of office message - Sick leave

When you are taking a sick leave, you might not have a concrete date of return. Hence it is better to inform people that you are away and provide an alternate contact. 

Thank you for your email.

I'm currently out of the office on sick leave and don't know when I will be back to work. I will not be able to check and reply to my emails for some time.  

In case of any emergency, please contact <colleague's name, role> at <email/ phone>. I will respond to your emails, once I am back to work. 

Out-of-office message - Maternity leave

Having a proper out-of-office message when you are taking maternity leave is absolutely essential, as the sender will know that you will be away from work for a long time and reach out to the relevant people. Also in such a case, it is better to leave two alternate contacts since you are not going to be back for an extended period of time. 

I'm currently out of the office on maternity leave and I have planned to join back to work on <date/ month>.

I am taking off from work and will have no access to emails during this time. 

<Contact name> can help you in my absence. Contact him/ her at  <email/ phone number>. 

You can also write to  <group email address> for any other assistance. 

Formal out-of-office message

Sometimes, it is better to ask the sender to write to common email addresses or group emails (support@, sales@, info@, etc), instead of a specific individual person.   

Thanks for your email.

I will be out of the office from <> to <>. I will have limited access to emails and will try to respond to emails tagged important. 

In case you are writing regarding something important, request you to resend this email tagging with the subject as Important. 

In the meantime, feel free to reach out to us at <group email address>. 

[Your Name]

How to Set up an out-of-office auto-reply in Zoho Mail 

• In your  Zoho Mail account, click the  Settings  icon in the top-right corner and navigate to the  Out of Office  section. 
• Click  Add new out of office .
• Choose your audience. You can choose to send the auto-reply to  Everyone , to  Your contacts,  or to  Non-contacts .
• Select the  Start date  and  End date  of the time period you want the reply to be sent. 
• Select the  Time interval, if you want the out-of-office replies to be sent for emails received during a specific time range. 

• You can also choose to automatically decline any events that you're being added to or have already been added.
• Recurrence interval: To have a gap between two consecutive out-of-office replies to the same person, provide the number of days in the  'Auto respond every _ days'.
• Enter the  Subject  and  Content  of the message. 
• Click  Save .

The out-of-office message will be saved and will be sent to the people who email you during the specified period. This will be based on the recurrence pattern selected and the time interval provided. 

Try out this feature and share your feedback with us at [email protected] . 

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

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

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

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

Auto Reply Benefits

Main benefits of auto reply messages.

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

✔️  Provide Reassurance

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

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

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

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

✔️  Provide Further Direction

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

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

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

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

✔️  Take a Break

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

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

Auto Reply Principles

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

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

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

Include Clear Dates

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

Give a Timeline

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

Include Other Contacts

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

Include Relevant Links

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

Include Emergency Contact Information

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

Auto Reply Scenarios + Examples

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

Generic Auto Reply

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

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

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

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

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

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

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

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

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

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

Thanks for Visiting

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

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

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

Missed Call

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

Existing Contact Example

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

New Caller Example

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

Welcome New Customers

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

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

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

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

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

Learn how to setup a new lead autoresponder with GoCRM.

Service Maintenance

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

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

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

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

Too Many Messages

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

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

Don’t Check Email Very Often

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

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

Out-of-Office Replies

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

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

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

Out of Office with Lead Generation

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

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

Out of Office with Content Promotion

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

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

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

Out Of Office for Conference or Business Trip

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

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

After Hours

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

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

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

Transactional Texts

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

Appointment Reminder

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

Opt-in Responder

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

Status Alert

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

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

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

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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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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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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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Russia trip report - Moscow Forum

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Russa trip report

This seemed to be one of the most frustrating trips to organize, but I think partly it is/was because of things going on in our lives since my wife's father died.

Prior to going, I had emailed a few tour companies, but a combination of my busy schedule and a pending family lawsuit kept us busy and distracted. The responses I got was one company said that since it was only about 2 weeks away, it was too late to book a metro stations tour. The other company I contacted didn't reply to my questions, but simply put me on their mailing list. I did book Hermitage tickets in advance, which took a few tries, and also booked a ballet for the night of our arrival in St. Petersburg. I had a Russian phrase book, but we didn't find it that useful, but it could be just me, I found most Russian phrases difficult to get my tongue around.

We finally ended up taking the metro and got out at a station that I thought was the closest to our hotel via a Google map. Literally the area looked like a wrecking ball site, after the wrecking ball had finished off some dilapidated buildings. We had someone offer us a junker for a taxi and we managed to limp in to the hotel in 2 hours time. We considered going to see Red Square at night, but we were jet lagged, and so gave up on seeing Moscow that night. We ate in the bar of the hotel and just relaxed as we had an early train the next morning to St Petersburg at 06:45.

Did catch a nice sunset outside as we took a brief walk and enjoyed the long daylight hours. The area near the hotel didn't really have anything notable except a small park and a nearby apartment complex.

We got up early the next day and dragged our luggage to the subway. It was a good 25 minutes as well as rough as the sidewalk was broken up as well as drenched by a storm the night before. We then took the metro and changed at Belorusskaya to go to Komsomolskaya to board our train. We didn’t know that there were three rail stations near this metro station. Took a little asking to find the correct one, and by then the train was nearly ready to leave. We ended up dragging our luggage through a few cars before we finally got to our car and our seats.

(Please see trip report in St. Petersburg forum)

Arrived back in Moscow by train and found the exit from the station out another side. Half of the station was under construction as well as it looking different at night, couldn’t see where the metro was. The taxi service we had ordered mentioned that the driver would meet us on the platform, but that didn’t happen and we finally made our way outside.

Finally near the main road, but because it was dark there was a man holding a sign with my name on it. He led us to his taxi and off we went, much smoother to get to the hotel than our dash when leaving Moscow.

The next day we went to the Kremlin, Red Square, and the Gum department store, and St. Basil’s Cathedral just off Red Square. These were easy to do except for the fact that we went straight on one line from the hotel to Alexsandrovsky Sad and got out of the subway with no clue where Red Square was even though the hotel had said it was walking distance to the square. It was, but for my wife it was a hike up a main road once we exited out of the station (we initially came out the wrong exit, but asked a passerby who showed us the correct street). Enjoyed seeing Red Square, though part of it was cordoned off for a special concert. We went to see the Kremlin buildings, which we thought were interesting. We passed on paying extra for the armory and the diamond buildings and as it turned out we hardly had enough time to see what we did see. The GUM department store was interesting, though pricy and we bought only ice cream while inside. Some interesting photo displays on changes to the department store over the years exhibited inside. Interesting how GUM prides itself on ushering in a ‘Westernization’ of Russia (their words, not mine on the photo display).

Finally, finishing up with St. Basil’s Cathedral, we then went back though GUM as Red Square was still blocked off on one end. Perhaps my wife was tired as it seemed to be taking forever to get back to the metro (longer than it had taken us reaching Red Square). We were running late and had ordered a taxi to the airport, I thought cutting it a bit close ( flight at 19:45, taxi ordered for 17:00). We arrived 30 minutes late, though I called the taxi company earlier, but the person who answered kept asking what station I was at, rather than looking up the name of my hotel or my name, which was listed on the taxi order. Finally, the phone connection broke, and we just continued making our way to the hotel.

Arrived at the hotel, no taxi was waiting as the receptionist had told the taxi driver that I wasn’t a guest at the hotel! Except for the fact that they had taken my passport information and we stayed at the hotel twice (before and after St Petersburg), yet the hotel had no record of me being there. And of course our luggage was still there!

At this point we were starting to get desperate, and the receptionist called back the original taxi company, but they were saying a taxi was 30 minutes out. She called a few other companies (and said we could take the metro, but with bringing the luggage and having to depend on the twice hourly Aeroexpress, didn’t feel it was a good option). Finally she got a friend of hers to take us, and it turned out to be cheaper than the original taxi we ordered. A lot of traffic made the ‘usual’ ride longer, so we arrived perhaps 1 hour before our flight time. Luckily, we had no problem checking in, though we did get ripped off at one café (with no posted prices, our fault I guess), paying close to 12 Euros for cup of coffee, a bag of crisps, and a bottle of water. Found out a few minutes later the same was available for half the price with no service tables about 150 meters away. And off we happily went to Paris .

(To be continued in the Paris forum.)

Thanks to all who gave advice for things to do and see in Russia,

Thoroughly enjoyed reading, thanks! :)

Last word - we DID NOT enjoy, as Russian speaking person i was shocked how rude people around can be... But of course it is only my opinion...

This topic has been closed to new posts due to inactivity.

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IR-2024-109, April 15, 2024

WASHINGTON — With the April tax filing deadline here, the Internal Revenue Service highlighted a variety of improvements that dramatically expanded service for millions of taxpayers during the 2024 filing season.

Through Inflation Reduction Act funding, the IRS continued to expand taxpayer service levels not seen in more than a decade with double-digit gains occurring in critical areas. Compared to a year ago, the IRS answered over 1 million more taxpayer phone calls this tax season, helped over 170,000 more people in-person and saw 75 million more IRS.gov visits fueled by a new and expanded Where’s My Refund? tool.

“Taxpayers continued to see major improvements from the IRS during the 2024 tax season,” said IRS Commissioner Danny Werfel. “A well-funded IRS is like night and day for taxpayers. With the help of more funding and added resources, service for taxpayers this filing season eclipsed levels seen during the past decade. This tax season meant real-world improvements for people looking for help, whether calling, visiting in-person or using IRS.gov.”

“We still have much more work to do, both to finish the 2024 tax season as well as put in place continued improvements made possible by Inflation Reduction Act funding,” Werfel said. “But this filing season marks another important chapter where we’ve improved service for taxpayers, continuing an accelerating trend in the story of transforming the IRS.”

Through April 6, the IRS processed more than 100 million individual tax returns. Tens of millions more will come in advance of the April deadline, the busiest time of the year for tax returns. The IRS also projects about 19 million taxpayers will file extensions, which will be due Oct. 15.

Since the start of the January tax season, the IRS has delivered more than $200 billion in refunds through early April. The average refund was $3,011, a 4.6% increase from last April’s average of $2,878.

Here are major filing season numbers in 10 key areas. These numbers, generally from late March and early April, reflect the historic 2024 tax season taking place at the IRS:

• Improved phone service . Continuing a trend seen last year following the addition of 5,000 new telephone assistors, the IRS level of service on its main phone lines reached more than 88%. That’s above the 84% level seen last year and more than a five-fold increase from the phone service levels seen during the pandemic era period, when the level of service was at just 15% in 2022.
• More calls answered. The IRS answered more taxpayer calls on its live assistor lines this year, a 16.8% increase from 2023. IRS assistors handled 7,608,000 calls, up from 6,513,000 the year before. IRS automated lines handled another approximately 7 million calls, 280,000 more than the previous year.
• Faster response times. Taxpayers waited, on average, just over three minutes for help on the IRS main phone lines. This is down from four minutes in 2023 and 28 minutes in filing season 2022.
• More callback options. The IRS offered callback options on 97% of the phone lines this filing season. The agency offered call back for over 4 million taxpayers this tax season, more than double the 1.8 million calls in 2023. This option, offered when phone lines were busy, saved taxpayers nearly 1.4 million hours of wait time on the phones.
• More in-person help. The IRS helped 170,000 more taxpayers in-person this filing season than in 2023. IRS employees at Taxpayer Assistance Centers (TACs) served 648,000 taxpayers this year, up from 474,000 in 2023, a 37% increase.
• Expanded in-person hours . The IRS added extended hours at 242 TAC locations across the nation, generating more than 11,000 extra service hours for taxpayers during the 2024 filing season. In addition to extended service hours, IRS also offered taxpayer assistance on Saturdays in more than 70 locations. These evening and Saturday hours made it more convenient for thousands of hard-working taxpayers to get help.
• Additional free help at volunteer sites. The IRS saw tax return preparation work at volunteer sites increase to more than 2.3 million returns this tax season, up 200,000 from last year following work at Volunteer Income Tax Assistance (VITA) and Tax Counseling for the Elderly (TCE) sites.
• More taxpayers file for free. In addition to volunteer sites, the IRS saw more taxpayers file for free this year; in all, there were over 450,000 more returns filed between volunteer sites, Direct File and Free File. The new Direct File pilot, offered on a limited basis in 12 states, generated more than 60,000 tax returns after opening widely in mid-March. At the same time, the IRS partnership with the Free File partners offering free private-sector software via IRS.gov saw growth with more than 2 million tax returns filed, an increase of 11.2% or more than 200,000 more Free File returns than 2023 .
• Higher usage of IRS.gov. Driven by increased use of the expanded information on the Where’s My Refund? for the 2024 filing season, IRS.gov saw large increases in traffic. The website had nearly 500 million visits, an 18% increase. And Where’s My Refund? accounted for more than 275 million of those visits, up 62 million from 2023 representing a 29% increase.
• More chatbot use. The IRS saw more use of its virtual assistant tool on key IRS.gov pages. There were 832,000 uses this filing season, up nearly 150% from 330,000 uses in 2023.

“These numbers illustrate the strength of this year’s filing season, but the IRS needs to continue working hard to make more improvements and continue transforming to serve taxpayers – not just through the April tax deadline but throughout the year and into the future,” Werfel said.

With the April deadline approaching, the IRS reminds taxpayers there are many ways to get last-minute help. They can visit the special free help page on IRS.gov.

For taxpayers who need an extension of time to file their taxes, there are several options to get an automatic extension through Oct. 15. Although an extension grants extra time to file, it does not extend the obligation to pay taxes due on April 15, 2024. To avoid penalties and late fees, taxpayers who owe should pay either their full tax bill or at least what they can afford to pay by the April 15 deadline.

The IRS estimates 19 million taxpayers will file for an automatic extension.

Taxpayers in Maine and Massachusetts have until April 17 to file and pay taxes due this year. This is because these states observe the Patriots’ Day holiday on April 15 this year and April 16 is the Emancipation Day holiday in the District of Columbia.

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