Out-of-Office Message: 25+ Examples, Templates & Complete Writing Guide

What Is an Out of Office Message?

An out-of-office message (also called an OOO message, OOO email, away message, auto-reply, or vacation responder) is an automated email that is sent to anyone who attempts to reach you when you are unavailable. It is a simple email etiquette, and when done correctly, it achieves three things for the person trying to contact you:

• You are not available at the moment.
• When they can hear back from you.
• Whom they should call in case of an emergency situation.

Other than the essentials, a good out-of-office message not only informs the people of your absence, but also keeps your professional reputation intact, creates an understanding and minimizes email anxiety on both ends. It is also a small but noticeable sign of a good email etiquette – the kind of thing people only notice when it’s missing

Think of it as a virtual receptionist. When you are on vacation, at a conference, on sick leave, or generally away, your OOO message does the job of informing senders about three important facts:

When Should You Set an Out of Office Message?

A good rule of thumb: set an out-of-office message any time you will be unable to respond to emails within one business day. Below are the most common scenarios — along with a note on what makes each one slightly different.

Training Out of Office Message -A Special Note.

The difference between a training out-of-office message and a regular out-of-office message is unusual since you are technically still working, but you cannot answer any emails. Make this distinction clear. Inform senders that you are on a training program or workshop, you are not really paying attention, and that you will resume your normal email routine. In an all-day or multi-day training, always establish an OOO – never leave people to guess.

When Should You Send a Pre-OOO Email?

When absent for more than a week, make a proactive pre-OOO email to your primary contacts 3-5 business days in advance. In less serious instances, a single day is adequate. When you are away unplanned, such as on sick days, create your auto-reply as early as possible (or have someone else do it).

What to Include in an Out of Office Message (5 Must-Have Elements)

Optional Elements to Consider

• Reason for absence — Not mandatory. Include it only if it helps set context, such as “I am attending a professional development training.”
• Subject line — If sending a proactive pre-OOO email, use a clear subject like: “Out of Office: [Your Name] — 3–14 April 2026.”
• Useful links or resources — For customer-facing roles, link to a help desk, FAQ page, or support email so senders can self-serve.

How to Write a Good Out of Office Message

Writing an effective OOO message comes down to four principles:

1. Be brief and direct. Your OOO is not a blog post. The right length is three or five sentences. Incidentally, tell us that you are out, how long, and whom to see. More than that will be a danger of covering the key information.
   
2. Select the tone of your audience. A text that is sent to close people can spare a bit of personality. A message to clients, executives, or an external message sender who is unknown must remain neutral and professional. In case, it is always safe to remain neutral.
   
3. Be specific about dates. “Back soon” creates anxiety. The fact that we are coming back on Monday, 14 April 2026, makes it clear. Always give a specific date.
   
4. Prepare different messages for internal and external contacts. The vast majority of email clients allow you to make two copies. You can add more background information about the project handoffs in your internal message, but in your external message, you need to keep it short and to the point.

25+ Out of Office Message Templates

All templates below are ready to copy. Replace everything in [square brackets] with your own details. To avoid date format confusion, always write dates in full (e.g., 10 March 2026, not 10/03/26).

🏖️ Out of Office Message for Vacation / PTO

🎓 Out of Office Message for Training

One of the most searched OOO scenarios — because training leaves you technically present but professionally unavailable. Be clear that you are engaged in a program and cannot respond promptly.

🤒 Out of Office Message for Sick Leave

✈️ Out of Office Message for Business Travel

👶 Out of Office Message for Maternity / Parental Leave

📅 Out of Office Message for Public Holiday

🤝 Out of Office Message for Customers or Clients

⏱️ Out of Office Message for Delayed Response / Limited Access

😄 Fun & Playful Out of Office Message Examples

Only use playful OOO messages if your company culture supports it, and your message will not reach clients, executives, or external stakeholders who expect formal communication.

🕐 Out of Office Message for Short Absence (Half Day / Few Hours)

💬 Out of Office Message for Microsoft Teams

📧 Out of Office Reply Examples for Outlook

Choosing the Right Tone for Your OOO Message

When in doubt about tone, go neutral. A professional message will never offend anyone, but a message that is too casual can damage your credibility with the wrong audience. You can always add personality when sending the message to a curated internal list — but your auto-reply goes to everyone.

7 Common Out of Office Message Mistakes to Avoid

1. Vague or Missing Return Date

❌ Don’t

“I’ll be back soon.” “I’m away for a bit.” “I’ll respond when I can.”

✅ Do

“I will return on Monday, 14 April 2026.”

2. No Alternate Contact

Leaving a message saying that you are out of town and leaving no other number to contact you in an emergency will leave the person who is sending the message frustrated and could make you lose a business. Always provide one or more backup names and e-mail addresses.

3. Oversharing Personal Details

❌ Don’t

“I’m in Bali with my family, completely off the grid until the 20th.”

✅ Do

“I am currently on vacation and will return on 20 April 2026.”

4. Using an Overly Casual Tone for External Messages

The auto-response is sent to all the senders – to those whom you have never met, those who might be your future clients, or those who might be future employers. A joke or extremely informal language may create an unfavorable impression in the wrong person.

5. Forgetting to Activate (or Turn Off) the Message

A very frequent OOO failure: forgetting to set it before going away, or forgetting to turn it off after coming back. Both create confusion. Set your email client to start/end date to make this all automatic.

6. Over-Promising Response Times

❌ Don’t

“I’ll respond immediately when I return.”

✅ Do

“I will respond as soon as possible after my return.”

7. Not Proofreading Before Setting It Live

The message of your OOO can reach hundreds of people. You have a typo in your return date, or your backup contact has a bad email link, or you have a spelling mistake, then you are not so attentive. Never press the button without proofreading.

How to Set Up Your Out of Office Message

📧 How to Set Out of Office in Gmail (Vacation Responder)

📬 How to Set Out of Office in Outlook

💬 How to Set Out of Office in Microsoft Teams

Pre-OOO Checklist: Before You Leave

Use this checklist to make sure you have covered everything before your absence begins.

• The manager has approved the time off and is aware of the dates.
• Dates are blocked on your calendar so no new meetings can be booked.
• An alternate contact has been identified, briefed, and has agreed to cover.
• The out-of-office auto-reply is composed, proofread, and scheduled (with a start AND end date).
• A proactive pre-OOO email has been sent to key stakeholders and clients (3–5 days before for longer absences).
• Ongoing tasks and projects have been reassigned or documented in a handover document.
• Any time-sensitive deadlines before your return have been handled or delegated.
• Voicemail message updated to reflect your OOO status (if applicable).
• Calendar shows “Out of Office” for the full period, so meeting invites are auto-declined.
• A reminder is set to turn off the OOO reply on your return date.