50+ Top Out of Office Message Templates & Examples

by Maxwel Odhiambo
Updated on : October 2, 2025

Sometimes we have to be away from the office for whatever reason. It could be to recharge, unwind, attend to a personal matter, and so on. Whether you can check your email inbox or not, an out of office message lets anyone contacting you know of your unavailability.

It is a show of respect towards your clients and colleagues, thereby maintaining your status as a professional even while away from your place of work.

We will discuss how to write the perfect out-of-office message, including how you can set it up.

What is an out of office (OOO) message?

An out-of-office message is an email sent automatically to inform anyone reaching out to you that you are not in the office and unable to respond immediately. It is also commonly referred to as an OOO message or an out of office email.

This message can be used when you’re out of the office for an extended period of time like a couple of hours, a day, week or longer.

Not everyone will know that you are out of office and the reasons behind this if they are not informed.

The message informs them of your inability to respond at the time and provides an alternative contact person or team that can assist in your absence.

With this message, you do not have to deal with unhappy customers or colleagues who were unaware of your absence.

It therefore reduce confusion, create a good rapport with your clients, and maintains your status as a reliable and accountable professional.

When to use an out-of-office message and its importance

An essential factor to note is that customers value timely responses; the faster they come, the better.

Up to 90% of customers cite immediate responses as a key metric for their satisfaction.

The following are some common types of OOO messages and case scenarios to effectively use them.

Short and simple
Formal out of office message
Business trip
Vacation
General leave of absence

Just like canned responses and saved email templates, out of office messages are increasingly becoming a necessity.

An out of office message is important because it:

Streamlines communication: It provides information about your absence, when you’ll be back, and an alternate contact person for emergencies. Effective communication reduces the number of unhappy customers due to delayed responses.
Drives engagement: It is possible to include links to your social media sites, products, updates and information in your OOO message. This makes it easier for people to reach out to you, which ultimately boosts engagement and drives traffic to your business.

How to write an out of office message

Drafting an out of office message should not take much of your time. These are tips that you should always consider when writing an out of office message:

Short, clear, and concise messages: To maintain clarity, keep your out-of-office messages brief and direct to the point. They should be between 3 and 6 sentences. It should be something like this:

This is an automatic response to let you know that I’m out of the office currently until [return date].
Kindly reach out to [contact information and name] who will gladly assist you.

Professional and unique tone: Showcase your brand personality while being professional in your out of office message. It personalizes the message making it sound trustworthy. Always start with a warm greeting, thank the sender, and sign off politely. Consider this as a possible example:

I’m out of the office on leave with no access to my emails. Sorry for any inconvenience caused.

What to include in an out of the office email message

Writing a standard out-of-office message can be confusing, especially when you don’t know the essential information to include.

Consider the following tips for your out of office email to make it refined and exciting:

Subject line: Always start the OOO email with an attractive, clear, short, and direct subject line for anyone reaching out to know that you’re out of the office. It can sound like: ‘Out of office on leave,’ ‘Out of office alert!’
Greetings: Include a brief salutation to set the tone for your OOO message ensuring it sounds professional and polite. Examples of these greetings include ‘Hello’ and ‘Hi’.
Provide an alternative communication means: Make sure to include alternate contact options. These could be an email, phone number, and physical address.
When you’ll be out and back: Include dates for the duration you will be away and back to the office. This is for planning purposes.
Professional sign off: End your OOO message professionally by including your name, position held at the company, signature and any other relevant information that can be included.
Necessary information: Include a message acknowledging receipt of the message, what recipients should expect and inform them it is an automatic reply.

Common mistakes to avoid when writing out-of-office messages

While it’s good to make your out-of-office (OOO) message engaging, mistakes are easy to make. To avoid this, keep the following under consideration when writing an out of office message:

Oversharing personal information: Do not go into too much detail when stating your reasons for being away from the office. Provide a general information that directly communicates your situation like, “I’m out-of-office to attend a business trip”.
Failing to activate the out of the office message: Always ensure to update and activate the autoresponder email before you leave the office.
Unsure information: Check and confirm the details to include in your OOO message, such as the return date and alternate contact info, to avoid sharing inaccurate information.
Sending your message without proofreading: As humans, we are all prone to errors. Proofreading ensures your out of office message is free from grammatical and punctuation errors.
Excessive usage of informal language: Overusing casual words or language makes your out-of-office message sound unprofessional. To avoid your recipients from getting the wrong impression, ensure that you always use formal language.

Catchy subject lines to use in your out of office messages

Easily capture your reader’s attention with a simple and elegant subject line for your autoresponder. Here are some simple subject line examples:

Out of office alert!
Thanks for reaching out
Out of the office temporarily. Back on…
On leave. Thanks for understanding
Away on a much-needed break
Sorry for the inconvenience caused
Currently taking some time off, sorry!
Out-of-office but while I have you here…

Top out of office message examples and templates

To help you make a great impression, we’ve created easy-to-use templates for various situations. Just choose the one that fits your needs.

Formal out of the office message

Nothing sounds more professional than a direct and official out-of-office message. It works perfectly for any scenario, making it highly effective. Check out the template below to get you started:

Hello,

Thank you for reaching out! I’m currently out of office with no/limited access to my emails until [Return Date].

In case of an emergency, kindly contact my colleague at [contact information].

Thank you,

Your Name.

Here are other examples;

Thank you for reaching out. I’m currently on vacation and can’t respond to your message at the moment. Kindly reach out to my colleague (Insert Name).
I’m out of office, currently attending to an urgent matter. In case of emergencies, kindly reach out to [Colleague’s Name] at [Email Address] for assistance.
I appreciate your message. However, I’m not in the office currently and will be back on [Return Date].
This is to inform you that I’m currently away from the office until [Return Date]. I’ll provide a response at my earliest convenience.
Thanks for your message. I’m out of the office and will be back on [Return date]. Kindly share your concerns to [Colleague’s Name] at [Email or Phone Number] for urgent matters.
This is an automatic response to let you know that I’m currently away from the office. I will respond to your email once I’m back in the office on [Return Date]. Thank you for understanding!

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Leave of absence out-of-office message

You could be out of office on a sick, maternity, paternity, annual, study, extended leave, and so forth. With this, you specify reasons for being absent and provide directions for those who contact you. To get you started, check out the templates provided:

Hi,

I’ve received your message. Unfortunately, I am out of the office on [] leave. I cannot access my emails at the moment, I’ll provide a response as soon as I return.

Please contact my team at [contact information] for any urgent matter.

Cheers,

Your Name

Find more examples below;

I am out of the office on leave and won’t be available until [date]. If you need immediate assistance, feel free to contact [Colleague’s name] at [email address or phone number].
Thank you for your message. I’m currently away from the office on leave will return on [date]. Please channel your concerns to my colleague at [phone number or email address].
Away on leave until [date]. I’ll respond as soon as I return. Thanks for understanding.
I am currently taking some personal time off and will have limited access to my inbox. For urgent matters, contact my colleague at [phone or email address].
I am out of office for an extended leave and will be back on [date]. Kindly reach out to my colleague at [phone number or email] for assistance. Thank you for understanding!
Thank you for contacting us! Currently, I’m out of the office until [Return date]. I will be checking my emails occasionally but expect delays in response. Feel free to contact my colleague at [Contact information] for assistance.

Vacation out of office message example

Keeping everyone in the loop does not end because you’re on holiday. Ensure that before you sign out to start your holiday, you activate the out-of-office message option.

Here are templates you can use for reference:

Hello,

Receive my warm season’s greetings. I’m not in the office at the moment and will be back on [return date].

Thank you for understanding!

Happy holidays,

[Your Name]

More examples include:

I’m currently away from the office for the holiday season and will be back on [return date]. Enjoy your holidays!
Thank you for contacting me. I’m out of office on holiday with limited access to my inbox. I will provide a response as soon as I return.
I’m currently out of office on holiday with zero access to my email inbox. I’ll provide a response when I return on [date]. Thank you for your patience.
I am away from office for the festive season. Please contact my colleague at [phone or email] for emergencies. Happy holidays!
I have received your message. Unfortunately, I’m away from the office on holiday. In case of emergencies, reach out to [Colleague’s Name] at [email or phone number] for assistance.

Creative or funny out of the office email message

A funny out-of-office message can sound a bit odd, and it may elicit mixed reactions. However, it is an entertaining way to lighten the recipient’s mood after realizing you are out of the office.

Check out the templates and examples provided below:

Hello,

Knock knock! Who’s there? Oops, I’m not. I’m currently out of the office enjoying prescribed me time. I’ll be back on [return date]. Should you need assistance, channel your concerns to [contact information].

Thanks for understanding,

[Your Name]

I’m out of office with no reception. Consider reaching out via a smoke signal or a pigeon. I’ll provide a response as soon as I can find a signal.
Out of office and no, I’m not ignoring you. I happen to be in a classified mission on how to take a nap without being caught.
Thank you for reaching out. I’m in a very important meeting with my bed and should provide a response once I’m recharged.
I’m out of the office until [Return date] for personal reasons. Kindly direct your concerns to our team at [contact information] for assistance.
I’m out of the office from [date] to [Return date] with limited access to my email inbox. I’ll provide a response once I’m back in the office. Thank you for your understanding.

Also, the following is how you can use fun facts in your out of office message:

Hi,

Sorry, you just missed me. I’m currently out of the office until [return date]. While you’re here, let me share some interesting facts I thought you should know.

Honey never spoils.
Butterflies taste using their feet.
Crocodiles cannot stick their tongues out.
A cat has a total of 32 muscles in every ear.
Australia is wider than the moon, with a diameter of approximately 4,000km compared to the moon’s 3,400km.
The real name of the hashtag is octothorpe.
The blue whale’s heartbeat is so loud it can be heard from 2 miles away.

Regards,

[Your Name]

Hello, I’m out of office to refresh myself, possibly get some fresh ideas. I should be able to respond as soon as I’m back to reality. In a totally different subject, did you know that on Venus it snows metal? Well now you know.
I’m currently out of the office and lost in the wild. I’ll get back to you as soon as I find my way back to civilization. Also, are you aware that people are more creative in the shower because of an increase in dopamine?

General out of office message

Your OOO message speaks volumes when it’s short, to the point, and detailed. All you have to do is find the right balance and everything else will fall perfectly in place.

Check out these templates as illustrations:

Hello,

This is an automatic email informing you of my absence from the office until [return date]. Kindly bear with me for any inconvenience caused.

Thanks for understanding!

Best regards,

[Your Name]

Find more examples below:

Currently out of office until [return date]. Thank you!
Thanks for reaching out to me. I’m away from the office and will be back on [return date].
I’m out of office until [return date]. I’ll respond as soon as I’m back!
This is to inform you that I’m currently away until [return date].
I’m away from the office at the moment. Please contact [email or phone number] for assistance.

Business trip out-of-office message example

More often than not, you’ll find yourself attending a business event, which means you’ll have to be out of the office. That’s why it’s important to always be ready with an OOO message that clearly communicates your reasons for absence.

The following are business trip out-of-office message templates:

Hi there,

Thank you for reaching out! Sadly, I’m out of the office on a business trip. I won’t be able to check my inbox until I return to the office on [return date].

Kindly feel free to address your concerns at [contact information] for assistance.

Thank you,

[Your Name]

Other examples include:

Thank you! Unfortunately, I’m out of office on an unexpected business trip until [return date]. Your patience means a lot, and I’ll respond as soon as I can.
I’m currently out of office on a business trip and will only be able to reply once I return on [return date].
I’m out of the office for a business event and won’t be able to access my email inbox. Please reach out to my colleague at [email address or phone number].
Taking some time off to attend a business workshop from [date] until [date]. I will not be able to check my emails, but I’ll be sure to respond once I’m back.

I’m traveling abroad for a business summit until [date]. In case of emergencies, kindly reach out to my colleague at [email address or phone number].

Lead generation out of office message example

With an OOO message, you can easily kill two birds with one stone. As you update your recipients, you can still promote your products or content to drive sales.

Providing information such as a new product release, product updates, newsletters, among others widens your sales target, which can lead to an increase in revenue.

Below are templates to use:

Hello,

Thank you for your email. I’m out of the office with no access to my email. I will provide a response as soon as I’m back in the office.

While I have you here, we are proud to announce our latest release with better and improved features to boost your productivity. Check it out here: [link]

Best,

[Your Name]

Here are extra examples for lead generation OOO messages:

Thanks for your email. I’m currently out of office with limited access to my emails. Check out our latest updates and insights in our newsletter here: [link]. I’ll provide a response as soon as I return.
I am away from the office currently and won’t be back until [date]. In my absence, please take advantage of our latest Black Friday offers at [link].
This is an automated response informing you of my absence from the office. If you are interested in working together, kindly let me know so that we can arrange how to connect once I return.
Thank you for contacting me, I have received your email. I’m currently out of the office until [date]. For emergencies, please contact my colleague at [phone or email address]. While I have you here, find our latest products, insights, and features here: [link].
I’m out of office until [return date]. If you’re interested in scheduling a call, kindly check out my calendar here [link] and I’ll reach out once I return.

After work hours out of office message examples

You are just from a long shift and all you want is to forget about work activities without giving the wrong impression. We have all been in such situations maybe once or a couple of times.

This OOO message allows you to enjoy your after-work hours in peace. If you find yourself in a busy work environment, consider this a major lifesaver.

Here are after-work hours OOO templates:

Hi,

Thank you for your patience! You caught us after business hours and the office is currently closed. We’ll get back to you as soon as we’re back in the office. Our normal business day starts from [day] to [day] at [time] to [time].

In Kind,

[Your Name]

More examples include:

Our offices will be closed from [start date] to [end date]. A response will be provided as soon as we return. Thank you for understanding!
Thank you for reaching out to [Name]. I’m currently out of office for the evening. I’ll respond during business hours. My work hours are from [start time] to [end time].
I’m out of office because my shift just ended. I’ll reply during my business hours from [start time] to [end time].
I am grateful for your message. Unfortunately, I’m out of office until [date]. For urgent concerns, reach out to my colleague at [email or phone number].
I’m afraid you contacted me after work hours. I’ll respond when I’m back on [return date]. Thank you for your patience!

How to add out of office email message in BoldDesk

Whether you are a user or an agent, you can acknowledge your clients and colleagues of your absence from the office.

BoldDesk comes with top features such as automation, artificial intelligence (AI), SLAs, predefined email templates, and many more that allow users to respond to colleagues or clients when out of the office.

These features also enhance cross-team collaboration, allowing users to work on emergency cases with a high level of precision and accuracy.

Let’s look at how these features work:

Automation: You can set SLA triggers to automatically send OOO messages when you are away from the office. With BoldDesk’s automation, users can set time-trigger reminders and notifications that alert them to set the OOO message before leaving their workstation.

Set SLA triggers to automatically send OOO messages — Setting SLA triggers to automatically send OOO messages

Integrations: You can integrate BoldDesk with apps like Gmail, MS Teams, Outlook, and Slack to enable you to send OOO messages seamlessly. Also, integration allows users to configure emails, customize predefined email templates, and effectively manage all incoming email notifications.

Chat: Easily set up automatic confirmation messages in chats to let anyone reaching out know you’re currently unavailable. Agents can also utilize the away message feature that will appear in the live chat header when you’re out of the office.

This lets customers know you’re unavailable and helps maintain clear communication and good business relationships.

AI copilot: When an agent is out of office, automatic reply by AI-copilot generates and sends accurate and professional OOO messages. It can analyze the message before drafting a response that matches its context and tone. This keeps the reply relevant, personalized, and effective.

Email ticketing system: With a reliable email ticketing system, when a customer contacts an unavailable agent, they will automatically receive a response acknowledging that their concern has been received.

This response can be intelligently managed by an email AI agent, ensuring timely and context-aware replies even when human agents are offline. The inquiry will then be converted into a ticket that can be handled by another agent or the same agent once they return to the office.

Email ticketing system for out of office message — BoldDesk email ticketing system

How to set up out-of-office messages

It may sound like a lot of work, but it’s a relatively simple process that should not take more than three minutes. Luckily, we have provided you with intuitive and direct templates. All you have to do is copy and paste them into the dialogue box.

Here is how you can easily set up out-of-office messages using your preferred mail service provider:

Always be professional and reliable with an out of office message

Whether you’re away from the office for a short or long period, it is important to remain professional by communicating adequately. An out of office message lets whoever tries reaching out know you are away so you won’t have to worry.

This avoids hurting your relationship with customers and colleagues by providing information and how to move forward despite being absent.

Effective communication is a top priority, and you can easily achieve this with BoldDesk as a leading modern help desk.

Try it out today with our 15-day free trial period, or book a live demo at your convenience. If you have any inquiries, please contact our support team.

Was this blog helpful? Please feel free to share your thoughts on the out of office message templates and examples in the comments section below.

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Frequently asked questions

Why should I use an out of office message?

Using an out of office message helps manage expectations, maintains professionalism, and ensures that urgent matters are redirected to someone who is available.

What should I include in an out of office message?

Key elements to include are your absence dates, the reason for your absence (optional), alternative contact information, and a polite tone.

Can I use humor in my out-of-office message?

Yes, you can use humor if it aligns with your company culture and audience. However, make sure the message remains clear and professional.

Can an AI agent handle out-of-office replies?

Yes, modern email systems can integrate with AI agents that generate smart, context-aware out-of-office responses and even route queries to available team members.

What happens to customer emails when I’m out of the office?

With an email ticketing system, incoming emails are converted into tickets and can be reassigned to other agents. An email AI agent can also acknowledge messages instantly.

ABOUT THE AUTHOR

Maxwel Odhiambo

Maxwel Odhiambo is a technical writer at Syncfusion who's passionate about technology. Equipped with powerful research and writing skills, he aims to empower individuals and businesses through documentation.

Connect with the author on LinkedIn.