How to Write an Effective Out-of-Office Message (+10 Customizable Templates)
In today's fast-paced professional world, clear communication is vital—even when you're not available. Setting up an effective out-of-office (OoO) email ensures your colleagues, clients, and contacts know you're unavailable, why, and who they can turn to in your absence. This simple step helps maintain professionalism and prevents unnecessary delays.
Below, we’ll explore the essential components of an out-of-office message, provide practical tips, and share 10 customizable templates for various scenarios. Plus, learn how Teamopipe can streamline your professional communication while you're away.
What Is an Out-of-Office Message, and When Should You Use One?
An out-of-office (OoO) message is an automated email reply informing recipients that you are unavailable for a certain period. It sets clear expectations about when you’ll return and how to get assistance in your absence.
When to Use an OoO Message
Use an out-of-office message in situations where you cannot respond promptly, such as:
- Vacation or personal leave
- Attending a conference or workshop
- Sick leave
- Parental leave
- Sabbaticals
- Short-term emergencies
For brief absences like a one-day meeting, you may skip the OoO unless critical messages are expected.
Key Components of an Effective OoO Message
A professional out-of-office message should include:
- Clear Subject Line: "Out of Office: [Your Name] Returns [Date]" is a common format.
- Greeting: Start with a polite and professional opening.
- Reason for Absence: Keep this brief (e.g., "I’m on vacation").
- Unavailable Dates: Specify when you’ll be out and, optionally, when you’ll return.
- Alternate Contact: Include a colleague’s details for urgent inquiries (with their permission).
- Sign-Off: End with a polite farewell and your contact information.
What Not to Include in an OoO Message
Avoid these pitfalls:
- Too much detail: No need to overshare about your plans.
- Promising specific responses: Avoid statements like "I’ll reply on [specific date]." Instead, say, "I’ll respond upon my return."
- Unverified contact details: Ensure colleagues have agreed to be listed as points of contact.
10 Professional Out-of-Office Message Templates
1. General Professional Template
Subject: Out of Office: [Your Name] Returns [Date]
Hello,
Thank you for your email. I am currently out of the office and will return on [return date]. For urgent matters, please contact [Colleague Name] at [colleague's email or phone number].
Best regards,
[Your Name]
2. Vacation Template
Subject: On Vacation Until [Date]
Hello,
I’m currently on vacation and will return on [return date]. I’ll reply to your message as soon as possible after my return. If urgent, please reach out to [Colleague Name] at [colleague's contact details].
Thank you,
[Your Name]
3. Sick Leave Template
Subject: Out of Office: Sick Leave
Hello,
I’m currently out of the office on sick leave and may have delayed responses. For urgent matters, please contact [Colleague Name] at [colleague's contact details].
Thank you for understanding.
Best,
[Your Name]
4. Holiday Template
Subject: Out of Office: [Holiday Name]
Hello,
Thank you for your email. I’m currently out of the office for [holiday name] and will return on [return date]. For urgent assistance, please contact [Colleague Name].
Happy [holiday],
[Your Name]
5. Short-Term Absence
Subject: Out of Office Until [Time]
Hi,
I’ll be out of the office until [time] and will respond as soon as possible. If urgent, contact [Colleague Name] at [colleague's contact details].
Thank you,
[Your Name]
6. Parental Leave
Subject: Out of Office: Parental Leave
Hello,
I’m currently on parental leave and will return on [date]. For assistance, please contact [Colleague Name] at [colleague's contact details].
Thank you,
[Your Name]
7. Conference Attendance
Subject: Out of Office: Attending [Conference Name]
Hello,
I’m attending [conference name] from [start date] to [end date]. During this time, I’ll have limited email access. For urgent matters, contact [Colleague Name] at [colleague's contact details].
Thank you,
[Your Name]
8. Extended Sabbatical
Subject: Sabbatical Leave: Out of Office
Hi,
I’m currently on sabbatical and will return on [return date]. During this time, I will have limited access to email. For urgent needs, please contact [Colleague Name] at [colleague's contact details].
Thank you,
[Your Name]
9. Light-Hearted Vacation
Subject: Gone Adventuring – Back Soon!
Hello,
I’m currently away, trading my laptop for [fun activity, e.g., "a beach and a book"]. I’ll return on [return date]. For urgent assistance, contact [Colleague Name].
Cheers,
[Your Name]
10. Lead-Generating Template
Subject: Out of Office: Discover [Your Company’s Latest Resource]
Hello,
I’m out of the office until [return date]. In the meantime, explore [resource name or link]. For urgent inquiries, contact [Colleague Name].
Best,
[Your Name]
Communication During Absences
Traditional out-of-office messages notify your contacts that you’re away, but what about ensuring work continues seamlessly in your absence? That’s where Teamopipe comes in. With its powerful collaboration features, Teamopipe helps your team stay on top of communication and maintain productivity while you’re out.
Here’s how Teamopipe can transform how your inbox is managed during your time away:
- Share Email Threads Effortlessly: Assign and share email conversations with team members, so they have full context to handle follow-ups without delays or confusion.
- Organize Communication Pipelines: Keep key discussions structured by grouping related emails into pipelines, making it easy for your team to prioritize and act.
- Centralize Contact Information: Ensure your team has access to the right contacts, notes, and updates, enabling smoother collaboration and quicker responses.
Take the stress out of stepping away from work. Try Teamopipe for free now and experience seamless communication management, even when you're not in the office.
How to Set Up an OoO Message in Gmail
Here’s a quick guide:
- Open Gmail and click the Settings gear icon.
- Select See All Settings.
- Scroll to the Vacation Responder section under the General tab.
- Select Vacation Responder On, enter your dates, and draft your message.
- Save your changes.
How to Set Up an Out-of-Office Message in Outlook
To set up an out-of-office message in Outlook:
- Open Outlook on your desktop or log in to Outlook on the Web.
- For desktop: Go to File > Automatic Replies (Out of Office). For web: Click the Settings (gear icon) and search for "Automatic Replies."
- Enable Send automatic replies and optionally set a date range.
- Write your message, including:
- A note that you're unavailable.
- The dates of your absence.
- An alternative contact for urgent matters.
- Click OK (desktop) or Save (web) to activate.
Conclusion
An effective out-of-office message is simple yet powerful. It maintains professional communication, ensures continuity, and prevents misunderstandings. Use these templates as inspiration, adapt them to your needs, and leverage tools like Teamopipe to ensure nothing falls through the cracks while you’re away.
Enjoy your well-earned time off—guilt-free!