Out of office message examples: 12 templates to copy, and what to include

What every out of office message should include

Readers want three answers quickly: are you away, when will you be back, and what should they do now. An OOO guide that lists examples advises writing the dates clearly, for example "I will be out of the office from Monday, October 21, and will return on Tuesday, October 29", or in a subject line such as "Out of Office: Returning Monday, Oct 28". That clarity saves the sender time and removes guesswork.

Use this checklist:

1. A short subject line: "Out of office until 4 November".
2. A polite opening: "Thank you for your email."
3. The dates you are away, written in full, with the day of the week.
4. Your reply plan: "I will reply when I return" or "I will have limited access to email".
5. A contact for urgent matters: a name, email address or phone number.
6. A friendly close: "Kind regards" or "Best wishes".

Keep the message short. People should be able to read it in ten seconds. You do not need to explain where you are going or why, unless it helps the reader.

Why a clear message matters (and why you can switch off)

Many people feel nervous about setting boundaries around time off. An HBR author writes that many of us hesitate to put up an appropriate OOO message that sets clear boundaries for our time off, and that she has personally battled a fear that an OOO message could have unintended consequences, including being perceived as a "slacker", or leading to missed opportunities.

The same article gives a reason to do it anyway: it says that disconnecting, especially from email, can make us significantly less stressed and more productive. A clear message is part of how you disconnect, because it tells people what to do without you.

A good message is also a kindness to colleagues and customers. They do not wait for a reply that is not coming, and they know who to contact. In the 2023 HBR article, the author describes brainstorming her OOO message before her annual winter break and wanting to write something funny, meaningful and clever. You can add personality, but clarity comes first: dates, delay and a contact.

Templates 1 to 4: holiday, short absence, travel and public holiday

1. Annual leave or holiday

2. Short absence (one or two days)

3. Travelling for work

4. Public holiday

Replace the brackets with your own details. Keep "I will" and "I am" in full in a formal message; for a friendly team, "I'll" and "I'm" are fine.

Templates 5 to 8: sick leave, parental leave, conference and training

5. Sick leave

You do not need to say that you are ill. "Out of the office" is enough and protects your privacy.

6. Parental leave

7. Conference or event

8. Training or workshop

Notice the useful phrases: limited access to email, will cover my work, as soon as I can and for urgent matters. You can reuse them in many other messages.

Templates 9 to 12: leaving the company, short notice, customers and informal

9. Left the company

10. Away with no access to email

11. Customer-facing message

12. Informal, friendly message for a small team

For customer messages, remember that people want a fast answer, so give a clear time frame and one way to get urgent help.

If you want to write messages that match your own voice, read the examples aloud. Your ear will tell you where a phrase sounds too stiff or too casual. Our list of ways to say thank you has alternatives to \"Thank you for your email\" for different tones.

How to switch it on in Gmail and Outlook

In Gmail, Google's help page explains the steps: at the top right, click Settings, then See all settings. Under the General tab, go to the "Vacation responder" section. Add the first and last day, a subject and your message.

Good to know from the same page:

• Your automatic reply starts at 12:00 AM on the start date and ends at 11:59 PM on the end date, unless you end it earlier.
• In most cases, your reply is only sent to people the first time they message you.
• If you have a signature, it shows below the reply.
• Optional: you can send the reply to your contacts only, by checking the box under the message.

In Outlook, Microsoft explains that out of office automatic replies let you notify senders that you are unavailable and won't respond immediately to their messages. There are two ways to send automatic out-of-office replies in classic Outlook. If you don't have the Automatic Replies button, Microsoft says to use rules to send an out of office message. To stop the replies, select Turn off.

Set your reply to start at the end of your last working day, and test it by sending yourself a message from another account.

Mistakes to avoid and how to say it clearly in English

These problems appear in many messages.

• Vague dates: "I am away next week" is unclear when someone reads it later. Write the exact dates.
• No contact: if nobody can help, people feel ignored. Name a person or a team.
• Too much information: you do not need to give your travel plans or a long reason. Short is professional.
• Over-promising: "I will reply immediately" is not realistic. Say "I will reply when I return" or "within two working days of my return".
• A wrong tone for the audience: a joke may suit a small team, but customers need a clear, formal message.

Language points that help non-native speakers:

• Use "out of the office" or "away" for being absent.
• Use "return" or "be back" for coming back. "Back" is less formal.
• Use "limited access to email" when you may check messages occasionally.
• Use "for urgent matters" before the contact details.
• Write the date as a day and month, not a number only: "4 November" is clearer than "4/11", which can mean April or November.

For more phrases you can use in spoken English as well, such as in a voicemail greeting, practise saying the message aloud. Our guide to English speaking practice shows how to build a short daily routine.