How To Write an Out-Of-Office Message (With 15 Examples)
Out-of-office messages inform the recipient why you aren’t able to respond immediately, even if you’re out of town for one day, a week, or even a whole month. Take this course, and you’ll be an expert at writing professional emails for out of the office.
Out-of-office emails are auto-generated emails sent to clients, colleagues, and customers while not at work. They inform others of your absence, and the time they can anticipate a response to their emails. You may need to include specific information in your email, depending on the reason for not being at work.
In this article, we’ll explain what emails sent out of the office are and their importance. We also provide examples of out-of-office messages that could be used as a template.
What’s an out-of-office message?
A message from out of the office, an OOO message, or an autoresponder message in an email is used when you cannot respond or open emails for a specific duration. It informs your contacts that your response time will be delayed and how they can access the information or services they require when you’re away.
What is the best time to utilize an out-of-office text message?
Clients, coworkers, and colleagues generally expect quick answers and solutions to their issues, especially those in customer service, marketing, or communications positions. Out-of-office messages offer a professional, concise, and professional explanation of why you can’t respond right immediately. You may send an OOO message when you’re away for a few hours, a week, or even several months. Some reasons to create an out-of-office text message might be:
Going on vacation
Attending a conference, workshop, or professional conference
Take maternity or sick leave, or take an ab sabbatical
Making a personal decision
Attending a doctor’s appointment
What should you include in an email sent out to the office?
Out-of-office emails could include important information like:
What’s the reason you’re gone
How long do you expect to be absent
The date on which you’ll be returning
Who should you contact in case of emergency or get immediate assistance
You could provide more details in line with your work tasks and the information you believe your contacts require when you’re away. Many professional email software programs permit you to send two OOO messages simultaneously, one for colleagues and one for business contacts outside the company.
What not to do in an official message that is not in the office
The messages you send out to colleagues should be professional and truthful. Consider avoiding:
In giving too many details. Automated replies should be straightforward and concise. Only include information in the email that is needed.
You will reply when you return. When you return to work, getting caught up on messages, phone calls, and work assignments may take some time. Refrain from assuming that you’ll be able to respond to missed messages within minutes of returning.
Engaging a colleague’s assistance in a way that is not with consent. It is helpful to provide a coworker’s contact details in case urgent situations arise during your absence. It’s crucial to ask your colleague’s permission before including their details.
15 Out-of-office message examples
Here are a few OOO messages to consider according to the type:
In the office, but checking my email
Paternity or maternity leave
Contact for sharing
A brief, professionally written OOO message is usually all you need to convey the most important details of your absence.
Thank you for your email. I will be in working on May 25 25th and can access only limited access to email during my absence. If you require assistance immediately, contact our advertising rep, Gabriela Martinez, at [email protected] or 303-555-1059, extension. 4. In any case, I will reply to your email once I come back.
Peyton KimAdvertising Executive
Think about a casual or humorous message from outside the office if it aligns with the company’s style of operation.
I’m at the moment OOO because I’m swimming and surfing in the sun in California. The only thing I’m not doing I’m not answering or reading emails. If you require assistance immediately, don’t hesitate to get in touch with Jerry Fielding at [email address[email address]. If not, I’ll reply to your message when I return to New York on April 15.
Have a wonderful day!
Marla KovatchSocial Media Coordinator
Suppose you’re creating an OOO message for contacts within your company or department only, within your department or business only. In that case, you may include specific information about the projects you’re working on. Choosing a more informal tone based on the company’s cultural norms is also possible.
I’m away from the office until January. 9th, and will be responding to emails once I get back. If you require access to the blueprints of Apex Architecture, please click here. Apex Architecture Project, I’ve put copies on the server under the Current Projects folder. If you need assistance urgently, Please get in touch with Stephanie.
Informing your recipients of the exact time you’ll be absent so that they know when they can anticipate a response or contact an individual.
I will be away on vacation from 5-15 April and will be removing myself from email during this period. If your message can be awaited, I will reply when I return. If you have urgent issues, call HR coordinator Carl Weedin at [email protected] or 946-555-6319.
Brianne LeeHuman Resources Manager
If you’re attending an event for business, create an out-of-office note informing other attendees you’re available for networking opportunities. It is also an opportunity to let people know you’re committed to professional development.
Thank you for your email. I’m currently away from the office, attending an Annual Association of Engineering Professionals conference in Denver, Colorado. I’ll check my email frequently. If you require urgent assistance, you can contact the assistant to me, Darren Liente, at [email protected] or 934-555-1940.
I’d love to meet you if you plan to visit Denver during this time! Visit me at booth 618 or call me on my cell phone at 934-55-1059.
Best, Imani Jackson
Professionals expected to check their emails and stay in contact constantly might require setting up OOO messages whenever they leave the office for more than a few hours. This kind of message can be helpful if you have to attend an appointment but are returning in the evening or must take a trip to attend an event.
Thanks for the message. I’ll be away from my desk for an appointment from 11 a.m. until three p.m. today, March 7. I can access my email only in limited amounts. If you require urgent assistance, please get in touch with Stacey Moden at [email protected] or 938-555-2819. I’ll respond when I return to work if your email cannot be awaited.
Mei WangSales Representative
Contact contacts if you cannot access your email address, and offer them other options to obtain help or details.
I’m currently away from the office and need email access, and I will be able to reply to your inquiry in September. 20. You can reach Muhammad Habib at [email protected] or 823-355-3827. He’ll be able to assist you with anything you need.
Ashlee WernerCustomer Service
8. In the office, but checking email
Some professionals keep track of and respond to emails even when not in their office. If you check emails regularly and notify the sender that they will likely receive a reply, it could be delayed.
Thank you for the message. I’m away from the office for workshops in December. 4- 4. I will be checking my email all day long and attempting to respond to messages promptly (please mark urgent messages as urgent). If you require immediate assistance, you can contact Johnny Woo at [email protected] or 465-555-1098.
I appreciate your patience,
Corporate practices for major holidays can differ. While your contacts may not anticipate that you will be at the office on a holiday day, inform them of how accessible you’ll be during the days before and after.
Offices will be open during the week of December. 21-25. I’ll reply with a message when I’m back at my desk on Monday, December. 28. If you need help in an emergency, however, you’ll be able to call me at 829-555-1958.
10. Paternity or maternity leave
Maternity leave ranges from just a few weeks to up to six months, based on where you live and work. It will help if you direct your employees to the employee who will take charge of your duties.
I’ll be on maternity leave beginning on February 24 through May 18. Our creative lead graphic designer, Patrick Heiner, will be handling my clients’ accounts during this period. He can be reached via [email protected] and 958-555-8255.
Alex BackerArt Director
11. Medical leave
Suppose you are undergoing some procedure or have some illness that needs prolonged recovery or treatment. In that case, it is advisable to include this information in your message to your office outside of hours so that your contacts respect your privacy and time as you recover.
Thank you for the message. I’m away from the office for medical reasons between March 2 and 27. I will check emails frequently but do contact Amy Dunn ([email protected], 395-555-9981) for all of your consultation needs during this period.
Thank you for being so understanding,
Sales and marketing professionals may promote their work web-based, blog, website, or other services even when they’re not there. They could include links to their products or other resources within customer messages. OOO messages.
We appreciate your email. I’m in the office on July 20 and will reply to your email once I return. While I’m away, take a look at a complimentary excerpt from our newest ebook, “10 Steps to Marketing Success.” If you like reading, you can purchase and download a complete copy at 10stepstosuccess.com. For urgent questions, please contact our marketing coordinator, David Tapper, at [email protected] or 420-555-3033.
Gabby LopezDigital Brand Manager
13. Lead generation
Make your OOO message bring in leads for your business even when you’re absent. Ask the recipient to join the newsletter or webinar, an online course, or any other tools for business development that your company utilizes.
Thank you for the email. I’m away from the office and have restricted access to my email through June 2. If you require assistance before I return, please reach me at Marley Beck at [email protected] or 932-555-6756.
Do we conduct a webinar each month on current health-related topics? Every Tuesday on the second Tuesday of the month, our highly-regarded experts respond to questions live from an online audience. For questions to submit or register to attend our next webinar on preventive medicine, visit this link.
Esther LeoneDigital Health Editor
14. Social media
Utilize Your OOO message to expand your personal or business social media followers by asking your contacts to connect with you via one of your social media accounts.
Thank you for reaching out! I’m out of the office and will reply upon returning in November. 15. To keep up to date on all the exciting happenings at Red Letter while I’m gone, Follow Red Letter on the most popular Social Media platforms. For immediate assistance, you can contact my colleague, Jen Price, at [email protected].
Have a wonderful day!
15. Contact to share information
If you manage many projects or anticipate receiving many emails when they’re away, you may be interested in having a range of people to reach out to.
I’ll be away beginning February. 14-21 and will have little access to my email. If you require assistance in your tax preparation while I’m gone, you can contact my assistant, Jean White, at [email protected] or 302-555-0193. For audit questions, please contact our senior auditor Max Kim, at [email protected]. If you require copies of financial documents, contact my secretary, Corey Hernandez, at 881-555-3012.
If not, I’ll respond promptly to your message when I return.