A clear OOO message helps coworkers and clients understand your availability while you’re away. A well-crafted out-of-office message maintains professional communication even when you’re not available to respond immediately.
What Is an Out-Of-Office (OOO) Message?
An out-of-office message is an automatic email response that notifies people you’re temporarily unavailable. These messages help manage expectations and provide alternative contacts while you’re away from work.
Purpose and Benefits
Out-of-office messages serve as important communication tools when you’re unavailable to respond to emails. They let senders know you’re not ignoring them, but simply away from your inbox.
These automatic replies provide several key advantages:
- They set clear expectations about when you’ll respond
- They offer alternative contacts for urgent matters
- They reduce anxiety for both you and your contacts
- They maintain professional relationships during your absence
OOO messages help prevent miscommunication and keep workflow moving even when you’re not available. Without them, colleagues or clients might wonder why you’re not responding, potentially causing unnecessary concern.
For businesses, proper OOO messages demonstrate professionalism and respect for others’ time. They show you value communication even when you can’t personally respond.
OOO Message Templates for Common Situations
Vacation OOO Message Samples
For Internal Team Members:
“I’m on vacation from [start date] to [return date] with limited access to email. For urgent matters, please contact [colleague name] at [email/phone].”
Example:
“I’m on vacation from April 25 to May 3, 2026 with limited access to email. For urgent matters, please contact Jane Smith at jane.smith@examplecompany.com or 555-123-4567.”
For External Contacts:
“Thank you for your message. I’m out of the office until [return date]. For immediate assistance, please contact [alternative contact] at [email/phone]. I’ll respond to your message when I return.”
Example:
“Thank you for your message. I’m out of the office until May 3, 2026. For immediate assistance, please contact our customer service team at support@examplecompany.com. I’ll respond to your message when I return.”
Business Trip OOO Templates
Business trip messages should indicate your availability and how quickly you might respond to messages.
For Internal Colleagues:
“I’m attending [event/meeting] from [start date] to [end date]. My email access will be [limited/regular], with responses possibly delayed. For time-sensitive issues, reach out to [colleague name] at [contact info].”
Example:
“I’m attending the Annual Sales Conference from April 28 to April 30, 2026. My email access will be limited, with responses possibly delayed. For time-sensitive issues, reach out to Michael Johnson at mjohnson@examplecompany.com.”
For External Contacts:
“I’m currently away at a business event until [return date]. I’ll check emails [frequency] but responses may be delayed. For urgent matters regarding [specific topics], please contact [name] at [contact information].”
Example:
“I’m currently away at a business event until April 30, 2026. I’ll check emails daily but responses may be delayed. For urgent matters regarding project deliverables, please contact Sarah Williams at swilliams@examplecompany.com or 555-987-6543.”
Templates for Limited Email Access
Travelling
When traveling in areas with poor internet connection, an auto-reply that explains your limited availability is helpful. These templates work well for business trips, remote locations, or international travel.
Internal Template (Colleagues):
“Hi there, I’m currently traveling with spotty internet access from [dates]. I’ll check messages when possible, but responses may be delayed by 24-48 hours. For urgent matters, please contact [colleague name] at [phone/email]. Thanks for your understanding.”
External Template (Clients/Partners):
“Thank you for your message. I’m traveling with inconsistent internet connectivity from [start date] to [end date]. I’ll respond to your email as soon as possible, though there might be a delay of 1-2 business days. For immediate assistance, please contact [alternate contact] at [phone/email].”
Working Remotely With Delayed Replies
When working in a remote setting with scheduled email checking, these templates help manage expectations about response times.
Internal Template (Team Members):
“Hello, I’m working remotely from [location] until [date] and checking emails only at [specific times, e.g., 9 AM and 4 PM]. For time-sensitive matters, please text me at [phone number] or contact [backup person].”
External Template (Clients/Vendors):
“I appreciate your message. I’m currently working remotely with a modified communication schedule until [return date]. I’ll be reviewing emails twice daily and will respond within 24 hours for standard inquiries. If your matter requires immediate attention, please reach out to our support team at [contact information].”
Sick Leave and Medical Leave OOO Examples
Short-Term Illness Messages
Creating brief out of office messages for short illnesses keeps colleagues and clients informed without oversharing personal details.
For internal team members:
“I’m out of the office recovering from an illness today. I expect to return tomorrow, April 23. For urgent matters, please contact Jamie Chen at jamie.chen@company.com or 555-123-4567.”
Example:
“I’m currently sick with the flu and away from my desk until Thursday, April 24. During this time, I’ll have limited access to email. Please contact Sarah Johnson (sarah.j@examplecompany.com) for immediate assistance with project deadlines.”
For external contacts:
“Thank you for your message. I’m currently out of the office due to illness and will return on [DATE]. For immediate assistance, please contact [ALTERNATE CONTACT].”
Example:
“Thank you for your email. I’m out sick and away from the office until April 23, 2025. For urgent matters regarding your account, please contact our customer service team at support@company.com.”
Extended Medical Absence Templates
Longer medical leaves require more detailed automatic responses to ensure proper handling of communications during your absence.
For internal colleagues:
“I’m on medical leave from [START DATE] until approximately [END DATE]. During this time, I won’t be checking messages regularly. Please direct all [DEPARTMENT] matters to [NAME] at [CONTACT INFO].”
Example:
“I’m on medical leave from April 22 until June 1, 2025. During my absence, I won’t be monitoring emails. Maria Torres (m.torres@company.com) will handle all marketing campaigns and client presentations.”
For external contacts:
“I’m currently on medical leave and away from the office until [EXPECTED RETURN DATE]. Your message is important, and [ALTERNATE CONTACT NAME/DEPARTMENT] will assist you during my absence.”
Example:
“I’m currently on medical leave until May 30, 2025. Your email has been received and is important to us. The customer relations team will handle your inquiry – please contact them directly at relations@company.com or 555-987-6543 for the fastest response.”
Funny and Creative Out-Of-Office Messages
Lighthearted Vacation Replies
Vacation-themed funny messages help recipients smile while informing them of your absence. These templates can be customized to match your personality and situation.
For Internal Team:
“I’ve escaped to [location] until [return date]. My phone is off, my laptop is closed, and I’m pretending work emails don’t exist. For urgent matters, contact [colleague’s name] at [contact info]. If it’s not urgent, I’ll respond when I return with a tan and stories.”
Example:
“I’ve escaped to the beach until May 2nd. My phone is off, my laptop is closed, and I’m pretending work emails don’t exist. For urgent matters, contact Jamie at jamie@examplecompany.com. If it’s not urgent, I’ll respond when I return with a tan and stories.”
For External Contacts:
“Thanks for your message. I’m currently out of the office enjoying [activity] until [date]. For immediate assistance, please contact [name] at [email/phone]. I’ll respond to your message when I return.”
Example:
“Thanks for your message. I’m currently out of the office enjoying some family time until April 30th. For immediate assistance, please contact our team at support@examplecompany.com. I’ll respond to your message when I return.”
Humorous Auto-Responder Ideas
Creative automatic replies showcase personality while still maintaining professionalism. These messages can make your absence memorable without crossing professional boundaries.
For Internal Team:
“I’m currently out of office doing [humorous activity]. My return date is [date], assuming [funny condition]. For urgent issues, please contact [colleague name] at [contact info]. All non-urgent emails will be answered upon my return.”
Example:
“I’m currently out of office doing absolutely nothing productive. My return date is April 29th, assuming I can remember my computer password by then. For urgent issues, please contact Alex at alex@company.com. All non-urgent emails will be answered upon my return.”
For External Contacts:
“Thank you for your email. I’m away from the office until [date] with [limited/no] access to email. For assistance while I’m gone, please contact [name] at [contact info]. I appreciate your patience and will respond when I return.”
Example:
“Thank you for your email. I’m away from the office until May 1st with extremely limited access to email (my kid might throw my phone in the pool at any moment). For assistance while I’m gone, please contact our customer service team at help@company.com. I appreciate your patience and will respond when I return.”
Customizing OOO Messages for Teams and Departments
Internal vs. External Recipients
Teams can create different automatic replies for colleagues versus clients or vendors. This approach allows for appropriate information sharing based on the relationship.
For internal recipients, messages can include specific details:
“I’ll be out of the office until April 30th attending our quarterly planning retreat. For urgent product development questions, please contact Jamie at jamie@company.com or call her at extension 4567. The sprint planning documents are in our shared folder.”
External messages typically need more general information:
“Thank you for your message. I’m currently away from the office and will return on April 30th. Our customer service team remains available at support@company.com or (555) 123-4567 for immediate assistance with your order.”
Delegating Tasks During Absence
Effective OOO messages should clearly outline how work will continue during an employee’s absence. Department-specific task delegation helps prevent bottlenecks.
Human resources teams might use:
“I’m currently on leave until May 5th. For urgent payroll matters, contact Taylor (taylor@examplecompany.com). For benefits questions, please email benefits@examplecompany.com. All interviews scheduled this week will be conducted by Sam.”
Marketing departments might use:
“While I’m away until April 29th, social media posts will be managed by Alex (alex@examplecompany.com), campaign approvals by Jordan (jordan@company.com, ext. 3421), and press inquiries by our PR team at press@examplecompany.com.”
Essential Elements of an Effective OOO Message
Subject Line Tips
For maximum effectiveness, include:
- Your absence status (Out of Office, Away from Office)
- Return date when possible
- Urgency indicator if needed
Some effective subject line examples:
“Out of Office until April 30”
“Away from Desk – Returning April 28”
“On Vacation – Back Tuesday”
“Out of Office – Limited Email Access”
“Away on Business until 4/29”
“Training Conference – Returning 4/25”
“Out of Office – Medical Leave”
“Unavailable until Monday Morning”
“Out of Office – Please Contact Support Team”
“Not Available – See Alternative Contacts”
Clear Timing and Availability
Your out-of-office message should clearly state when you’ll be unavailable and when people can expect you to return. Being specific helps manage expectations.
Include these key details:
- First day of absence
- Expected return date
- Any limited availability during absence
- Time zone if working with international colleagues
Sample timing phrases:
“I’ll be out of the office from April 23-27, 2025.”
“Currently away until Tuesday, April 29.”
“On vacation through the end of April.”
“Attending a conference from April 24-26, 2025.”
“I will return to the office on Monday, April 28.”
“Out of office today, returning tomorrow morning.”
“Away on business travel until next Wednesday.”
“I’m on leave until May 1st.”
“Unavailable April 23-25, with limited email access.”
“Out through Friday, April 25.”
Contact Information for Assistance
Providing alternative contacts ensures urgent matters can be addressed during your absence.
For effective contact information:
- Name specific colleagues for different issues
- Include their email addresses and/or phone numbers
- Mention response expectations
Examples of contact information sections:
“For urgent matters, please contact Jane Smith at jane.smith@examplecompany.com.”
“Questions about Project X? Contact Tom at extension 5432.”
“Please direct billing inquiries to accounting@examplecompany.com.”
“Sarah Jones (sjones@examplecompany.com) will handle client requests.”
“Technical support available at support@examplecompany.com or 555-1234.”
“For immediate assistance, contact our team at team@examplecompany.com.”
“Alex will handle all scheduling: alex@examplecompany.com.”
“Please reach out to admin@company.com for document requests.”
“Urgent matters only: Call our main line at 555-7890.”
“Maria is covering my responsibilities and can be reached at maria@examplecompany.com.”
Common Mistakes and How to Avoid Them
1. Providing too little information leaves colleagues wondering when you’ll return. A vague message like “I’m away” doesn’t help anyone plan accordingly.
โ Good example: “I’ll be out of the office from April 23-27, 2025, returning on April 28.”
โ Bad example: “Not available right now.”
2. Forgetting to include alternative contacts can create bottlenecks. Recipients need to know who can help them while you’re away.
โ Good example: “For urgent matters, please contact Jamie Smith at j.smith@company.com.”
โ Bad example: “I won’t be checking emails until I return.”
3. Setting unrealistic expectations about response times can lead to frustration. Be honest about your availability.
โ Good example: “I’ll have limited email access and will respond to urgent matters only.”
โ Bad example: “I’ll respond to all messages within 24 hours.”
How Automatic Replies Work
Automatic replies function through your email provider’s settings. Most email platforms like Gmail, Outlook, and Yahoo Mail offer built-in OOO features. The setup process typically includes:
- Navigating to your email settings
- Finding the “automatic replies” or “out of office” section
- Setting a start and end date for your absence
- Crafting your message text
- Choosing who receives your auto-reply (everyone or just contacts)
Creating different messages for internal and external recipients can be beneficial. For colleagues, more detailed information about projects can be provided. For external contacts, a simpler message often works better.
The system will automatically send your reply once to each sender during your specified timeframe. This prevents inbox flooding if someone emails you multiple times.