8 Out-of-Office Message Examples: Tips for OOO Messages

Taking a break from work is important. Whether you’re on vacation, attending a conference, or simply having a personal day, people who email you need to know that you’re unavailable. This is where an out of office message comes in. A well-crafted out of office message informs your contacts about your absence, sets expectations, and ensures urgent matters are handled even when you’re away.

In this guide, you’ll learn what an out of office message is, best practices, and 8 examples you can use. By the end, you’ll be able to create professional and effective out of office messages for any situation.

What Is an Out of Office Message?

An out of office message is an automatic reply set up in your email system to let people know that you’re temporarily unavailable. Most email platforms, like Outlook, Gmail, and Apple Mail, allow you to schedule these replies in advance.

Why it matters:

• Keeps colleagues and clients informed about your absence.
  
  
• Reduces confusion or frustration caused by delayed replies.
  
  
• Demonstrates professionalism and courtesy.
  
  
• Ensures urgent issues are addressed by providing alternative contacts.
  
  

Without an out of office message, people might assume you’re ignoring their emails or that your response is delayed for no reason. A clear message protects your reputation and helps maintain smooth communication.

Best Practices for Out of Office Messages

Creating a good out of office message is more than just saying you’re away. Here are some best practices:

1. Be concise: Keep your message short and clear. Two to four sentences are usually enough.
   
   
2. Include a return date: Let senders know exactly when you’ll be available again.
   
   
3. Provide alternative contacts: Include a colleague or department that can handle urgent issues.
   
   
4. Adjust your tone: Match your message to your workplace culture. Use a formal tone for clients and external contacts; a friendly tone works for internal teams.
   
   
5. Avoid personal details: You don’t need to explain your vacation or personal plans. Simply state that you’re away.
   
   
6. Test your message: Send a test email to yourself to ensure it looks professional and communicates the right information.
   
   

Following these tips will ensure your out of office message is professional, clear, and effective.

8 Out of Office Message Examples

Here are 8 real examples of out of office messages you can use or adapt for your own needs:

1. Basic Professional Out of Office Message

Subject: Out of Office

Thank you for your email. I am currently out of the office and will return on [Date]. For urgent matters, please contact [Alternate Contact]. I will respond as soon as possible after my return.

Best for: Standard business communication, clients, and professional settings.

2. Friendly Vacation Message

Subject: Out of Office

Hi! I’m currently out of the office enjoying some time off and will return on [Date]. If you need immediate assistance, please contact [Alternate Contact]. Otherwise, I’ll get back to you when I’m back.

Best for: Casual teams or friendly workplace environments.

3. Short & Simple Message

Subject: Out of Office

I’m currently away and will respond on [Date]. For urgent issues, contact [Alternate Contact].

Best for: Quick and straightforward notifications where simplicity is key.

4. Internal Team Notification

Subject: Out of Office

I’m out of the office until [Date]. Team members, please direct urgent matters to [Alternate Contact]. I’ll handle non-urgent issues upon my return.

Best for: Internal company emails, keeping your team informed about your absence.

5. Business Trip Message

Subject: Out of Office

I am traveling for business and will be back on [Date]. For urgent matters during this time, please contact [Alternate Contact]. I appreciate your patience and will respond after my return.

Best for: Work trips where some availability might be limited.

6. Client-Facing Message

Subject: Out of Office

Thank you for your message. I am currently out of the office and will respond after [Date]. If you need immediate assistance, contact [Alternate Contact] at [Email/Phone].

Best for: Clients or external stakeholders, keeping a professional tone.

7. Extended Leave Message

Subject: Out of Office

I am currently on extended leave and will return on [Date]. During my absence, please reach out to [Alternate Contact] for support. I will respond to your email when I return.

Best for: Long vacations, sabbaticals, or maternity/paternity leave.

8. Limited Access Message

Subject: Out of Office

I’m currently away and checking emails sporadically. I will respond fully after [Date]. For urgent matters, contact [Alternate Contact].

Best for: Situations where you may occasionally check emails but want to set clear expectations.

Additional Tips for Out of Office Success

1. Customize for different recipients: Many email systems let you create separate out of office messages for internal and external contacts. This ensures your message is appropriate for both audiences.
   
   
2. Use an email signature: Include your standard signature in the out of office message for consistency.
   
   
3. Set reminders for yourself: Note your return date so you can disable the out of office message promptly when you’re back.
   
   
4. Update your calendar: Your out of office should align with your calendar so colleagues can see your availability at a glance.
   
   
5. Consider time zones: If your contacts are international, mention your time zone or working hours to avoid confusion.
   
   

Bonus Tip: Keep Your Website Chatbot Active with ChatArm

Many businesses rely on out of office messages on email or contact forms to let users know they’re away. While useful, these messages still leave visitors waiting for a reply.

ChatArm, however, works directly on your website 24/7. It can:

• Respond to customer inquiries instantly
  
  
• Book appointments automatically
  
  
• Qualify leads while you’re offline
  
  
• Provide key information without human intervention
  
  

With ChatArm on your website, visitors never leave without answers, even outside your working hours. It ensures your business stays responsive, captures more leads, and improves overall customer experience.

Common Mistakes to Avoid

• Being too vague: Don’t just say “I’m away.” Include your return date and alternate contact.
  
  
• Using humor excessively: While friendly is okay, overly casual or joke-filled messages can seem unprofessional.
  
  
• Forgetting to enable the message: Double-check that your out of office reply is activated before leaving.
  
  
• Providing too much detail: Avoid unnecessary personal information or unrelated updates.

How to Set Up an Out of Office Message in Outlook

1. Open Outlook and go to File > Automatic Replies (Out of Office).
   
   
2. Select Send automatic replies.
   
   
3. Set your start and end date.
   
   
4. Type your message for internal and external recipients.
   
   
5. Click OK to activate.
   
   

Pro Tip: Test your out of office message by sending a quick email to yourself to ensure formatting and tone are correct.

Final Thoughts

A well-crafted out of office message saves time, reduces follow-up emails, and maintains professionalism. Whether you’re stepping away for a day or an extended vacation, the right message communicates your absence clearly and provides solutions for urgent matters.

By using these examples and best practices, you can create out of office messages that are professional, helpful, and tailored to your audience. Clear communication builds trust and ensures that colleagues, clients, and partners know exactly what to expect while you’re away.

FAQs About Out Of Office Messages