It’s that time of year again. Summer is in the air, the kids are out of school, and you’re one day closer to your long-awaited holiday. While you might be tempted to pack up your bags and go without giving work a second thought, there are a few things you need to do before you clock out for the month — like setting up your out of office (OOO) message.
It might seem like a small thing now, but the last thing you want is your boss or high-priority client emailing you with something urgent while you’re on vacation, with the expectation of a quick reply. Whether you’re going on holiday or coming down with a stomach bug, an OOO message is crucial for strong communication between professionals.
What is an out of office email?
An out of office message is an automated email response notifying recipients that you are unavailable for a period of time. You might use an OOO message for longer absences, like when you are going on holiday, or for shorter periods, like a brief illness or doctor’s appointment.
An out of office email message can provide as much or as little information as you’re comfortable with about your whereabouts, but it should always be professional and communicate the duration of your leave, so clients and coworkers know when you’ll be available next.
Why is an OOO message important?
An out of office email isn’t just a common courtesy, it’s a necessity. If you aren’t going to be available for work calls or emails, it’s paramount that you let your coworkers and clients know so they’re prepared for your absence ahead of time. That includes writing a professional OOO message to let people know what dates you won’t be available and when you’ll be back to continue business as usual.
What details should an out of office email include?
All out of office emails should include some specific details to communicate your situation. Use the checklist below to make sure you’ve included everything you need for a professional OOO email:
- Subject line: Your out of office message will be sent as an email, so make sure to include a brief subject line stating that you’re out of office, with the dates included.
- Greeting: As with all professional emails, your message should begin with a succinct and polite opener.
- Duration of leave: Alert the recipient to your leave of absence, including the date of your return.
- Reply date: You may wish to include a date that the recipient can expect a reply from you. Additionally, if you’ll be checking your emails periodically throughout your leave, you can let the recipient know your response time will take longer than usual.
- Alternate contact: If you won’t be available to answer emails, you’ll need to provide another point of contact for clients and colleagues to follow up with. Note: Make sure your alternate contact knows you are listing them as a backup before you leave.
- Email signature: Wrap up your email with a professional send off and don’t forget to include your email signature, which should always include your title, the company you work for, and your contact information.
Out of office message templates for any situation
Now that you know the importance of an out of office message, what kind of OOO message is appropriate for your work environment? Keep reading for different examples of out of office messages and find the one that fits your professional atmosphere and style.
OOO template for going on vacation
You’re ready to hit the beach, but you’d be remiss to not set up your out of office message before you skip town. Don’t worry about including your exact location — unless you want to (not-so) humble brag.
Subject line: Out of office: On vacation until [Date here]
Greeting: Hello and thank you for your email.
Message body: I am currently on vacation and will return on [Date here]. If you’re requesting a response while I’m out of the office, please contact [Alternate contact name and title] at [Contact number and email].
Sign off: Regards,
[Email signature]
OOO template for sick days
No one wants to work when they have a fever. Set up your OOO message so you can cozy up with a bowl of chicken soup and your favorite Netflix comfort watch instead. Note: Because you probably won’t know what date you’ll return, it’s best to include an estimate.
Subject line: Out sick
Greeting: Thanks for your message.
Message body: : Unfortunately I’m out sick and am unable to respond to emails. I hope to return to the office on [Date here]. If you need a response in a timely manner, please contact [Alternate contact name and title] at [Contact number and email] while I’m away.
Sign off: Best,
[Email signature]
OOO template for internal communications
In some cases, you can set up an OOO message for just your coworkers. This message should remain professional, but can be a bit more casual than an email read by potential strangers. Make sure to alert your coworkers of your absence ahead of time so you can coordinate details about any ongoing projects.
Subject line: Out of office: [Date range]
Greeting: Hi team,
Message body: : I will be taking a leave of absence from [Date here] to [Date here]. [Alternate contact name and title] will be handling my existing projects while I’m gone. Please contact them here [Contact number and email] or we can touch base when I return.
Sign off: Thanks,
[Email signature]
OOO template for unexpected absences
Life happens, and sometimes you’ll need to take a leave of absence for a sudden reason. In this case, don’t reveal too much personal information. Keep your message concise by letting recipients know you won’t be available due to reasons unforeseen.
Subject line: Out of office
Greeting: Hello and thank you for reaching out.
Message body: Due to unexpected circumstances, I am currently unable to access my email. I will be out of office with an unknown return date, but look forward to speaking with you. If your email is urgent, please contact [Alternate contact name and title] at [Contact number and email].
Sign off: Thank you,
[Email signature]
OOO template for ongoing absences
If your leave of absence is longer than a week or two, you may want to adjust your OOO message accordingly. Like the last example, don’t feel the need to divulge too many details. The most important information should always be your return date and another point of contact.
Subject line: Out of office: On leave until [Date here]
Greeting: Thank you for your inquiry.
Message body: I am currently on a leave of absence and will return on [Date here]. In the meantime, my colleague, [Alternate contact name and title], can assist you at [Contact number and email].
Sign off: Thank you for your understanding,
[Email signature]
OOO template for maternity or paternity leave
Congratulations! Work is probably the last thing on your mind when you’re welcoming a newcomer into this world, which is why an out of office message is so important. Instead of catching up on emails, make sure you’re catching up on that much-needed shuteye whenever you can.
Subject line: On parental leave until [Date here]
Greeting: Hello and thanks for writing.
Message body: I am currently on parental leave with a new bundle of joy. I will be out of the office until [Date here]. If you need further assistance, [Alternate contact name and title] at [Contact number and email] can help you until I return. Thank you for your understanding during this precious time.
Sign off: Best wishes,
[Email signature]
OOO template for when you’re away from your desk
Whether you’re out to lunch, have an important meeting, or are attending a training or conference, you might need to let your colleagues and clients know that you’re away. Keep things brief and let them know you’ll return soon.
Subject line: Away from the office until [Time of day]
Greeting: Thanks for writing,
Message body: I’m away from my desk but will be back by [Time here]. If your request is urgent, please contact [Alternate contact name and title] at [Contact number and email]. Otherwise, I will respond when I return shortly.
Sign off: Thank you,
[Email signature]
OOO template for limited access
We’ve all been there. You planned to work from home or from a coffee shop only to find that the WiFi is down. Or perhaps you’re traveling with limited internet connectivity. Whatever the reason, let your colleagues and clients know that there could be a delay in your response time.
Subject line: Out of office: Limited access until [Date here]
Greeting: Hello and thank you for your email.
Message body: I am currently away and am experiencing limited access to my email until [Date here]. I will be checking my messages whenever possible, but if your inquiry is urgent, please contact [Alternate contact name and title] at [Contact number and email]. I look forward to speaking with you soon.
Sign off: Kindly,
[Email signature]
Bonus: 2 funny and friendly OOO templates
Not all out of office emails need to be stuffy. Some of the most memorable OOO email messages include a healthy dash of humor (if your workplace allows that kind of thing). Just remember to read the room and keep things professional. If it’s something you wouldn’t want your boss to read, it doesn’t belong in a work email.
Subject line: Away from office: Seaside until [Date here]
Greeting: Ahoy!
Message body: Thanks for your message, but I’m currently catching rays in [Location] until [Date here]. If you need a response while I’m out of the office, please don’t hesitate to contact [Alternate contact name and title] at [Contact number and email].
Sign off: Pardon the sand,
[Email signature]
Subject line: OOO: On holiday until [Date here]
Greeting: Hello!
Message body: I’d love to reply to your message but I’m finally taking that family trip I won on “The Price is Right” all those years ago. Will be in Bora Bora until [Date here]. If you’re requesting a response while I’m out of office, please contact [Alternate contact name and title] at [Contact number and email].
Sign off: Could’ve had the car, but this will have to do!
[Email signature]
Tap Scribe for your OOO message needs
Writing a professional email or out of office message can be a daunting task, which is why Proton Mail has a built-in writing assistant to help you when you’re in a rut.
Scribe is Proton’s privacy-focused writing tool that can help you compose emails and improve drafts you’ve already written. Unlike other AI tools that rely on your user data for learning, Scribe can be run locally, helping you write emails while protecting your private, sensitive information. Write emails faster and save time with everyday communications all while keeping your data safe on your device.
Plus, Scribe can help you proofread, shorten, and formalize your out of office messages.
Write the best out of office message with Proton
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