1. Basic message

This template is simple and easily customizable for paid time off (PTO) or leave periods. You might use it when you aren’t referring senders to a specific colleague.

Sample template:

Subject: Out of the office until [date]

Thank you for your email. I’m currently [out of the office/on vacation] until [date] and will respond as soon as possible upon my return.

2. Checking emails occasionally

If you plan to check messages during your absence but are traveling or in meetings, send an OOO message that alerts senders to a possible delayed response.

Sample template:

Subject: Out of the Office – Thank you for your patience

I’m out of the office until [date] with limited access to email. I’ll respond as soon as I can, but there may be a delay before you hear from me. I will address all unanswered messages promptly upon my return. Thank you for your patience.

3. Redirecting urgent inquiries

If you have a colleague covering urgent inquiries while you’re away, you can include their contact information in your OOO message, once you have their permission for coverage.

Sample template:

Subject: Away from the office until [date]

I’m currently away from the office until [date] and will respond to your email when I return. Please contact my colleague, [name of person], at [email] for assistance with urgent issues.

4. Away on extended leave

If you’re on medical leave, parental leave or sabbatical leave, consider forwarding your emails to a coworker if possible or simply list a backup contact. An OOO message can clarify the arrangements made in your absence.

Sample template:

Subject: I’m currently on leave until [date]

Thank you for your email. I’m on leave until [date]. Your email has been automatically forwarded to my colleague, [name], who is handling my accounts during my absence.

[Name] will get back to you shortly, but if you need immediate assistance, please call [phone number].

5. Alternate contacts

You can also use an OOO message to direct work contacts to multiple colleagues, depending on the inquiry. Select this option if multiple people are covering for you while you’re away.

Sample template:

Subject: I’m away from the office, but my colleagues can assist you

Hello, and thanks for your message. I’m away from the office until [date] with no email access.

Your message is important to us. If you require assistance before my return, my colleagues are happy to assist you. Please feel free to contact:

[Name] for general inquiries at [email address]

[Name] for advertising inquiries at [email address]

[Name] for sales support at [email address]

Please also visit our website at [URL] for more information about our company.

I look forward to connecting with you when I return.

6. Company-wide closure for holidays

When your company is closed for a federal holiday or an extended holiday break, an OOO notice can inform senders that you’ll reach out once the business reopens.

Sample template:

Subject: Our offices are closed from [date] to [date]

Thank you for your message. Our offices are closed for the holidays from December 24 to January 2. We look forward to assisting you in the New Year. In the meantime, please visit our website at [URL] for more information or to sign up for our newsletter.

7. Internal OOO

To improve organizational communication, you may wish to have two out-of-office messages: one for internal and one for external emails. The internal email can provide more specific information, such as project updates, while the external one offers return dates.

Sample template:

Subject: OOO Notification: Returning [Date]

Thank you for your message. I am out of the office and will return on [insert date]. If you’re emailing about the following projects, here are alternative contacts you can reach out to in my absence:

[Project Name A]: [Contact Name A]

[Project Name B]: [Contact Name B]

[Project Name C]: [Contact Name C]

Otherwise, I will respond to you when I return.

8. Company-wide closure for emergencies

If a natural disaster, building problem or other emergency requires your offices to close, consider creating an out of office message to inform senders. Refer to your company’s email communication plan and policy to determine how much detail to include. A communication crisis policy may offer advice on how to support consistent messaging between employees while safeguarding sensitive company information.

Sample template:

Subject: Our offices are closed today

Due to [unforeseen circumstance/specific reason], our offices are closed today. We plan to reopen on [date]. I will not have access to email during the closure, but I will reply to your message when I return to the office. Thank you for your understanding.

6 best practices for out of office emails

To make a good impression with your out of office emails, follow these tips.

1. Include essential information

OOO messages should include useful information for the recipient. An effective out of office message typically:

• Includes a professional greeting.
• States the dates you’re away.
• Advises if you’re accessing email during your absence.
• Promises a response upon your return.
• Tells the sender whom to contact for urgent requests (optional).

2. Set reasonable expectations

You might want to avoid promising a reply on a specific date or by a specific time. Instead, mention that you’ll answer emails once you return.

Similarly, set realistic expectations about when the sender will hear back from an alternate contact you provide. Using more general wording lets your colleague determine how much of a priority the message is and whether they want to appropriately delay a response.

For example, you might say, “My colleague will assist you as soon as possible.”

3. Notify your backup contact

Get permission from your colleague before mentioning them as a backup contact. Provide background information on active projects so they can handle incoming messages effectively and confidently.

4. Proofread carefully

Typos and grammatical errors can detract from your message. Proofread your message carefully before setting up your out of office assistant.

5. Follow business email etiquette

Despite its brevity, an out of office message is still a business email. As a result, the general rules of business email etiquette still apply. To follow them:

• Maintain a positive, professional tone throughout your message.
• Include a salutation, such as “Hello,” or “Greetings.”
• Use a specific subject line.
• Finish off with a closing, such as “Thanks, [Your name]” or “Sincerely, [Your name]”.
• Keep your message brief, providing only key information as shown in the OOO message samples.

6. Consider online safety

Some security experts suggest removing personal details from an OOO message because auto-replies respond to every email that arrives in your inbox, including spam. For this reason, you may omit your specific job title, cell phone number and other personal contact information.

How to set up an out of office message

The procedure for setting up an OOO message may vary based on your business email provider. Your company’s help desk or email provider’s customer support team can also assist you with setup instructions.

In Outlook

To create an automatic reply with Outlook, follow these steps:

1. From the menu bar in Outlook, select File.
2. Select Automatic Replies (Out of Office).
3. Click the dialog box for Send Automatic Replies.
4. Click the checkbox for Only Send During This Time Range.
5. Enter the date and time you want the OOO message to begin.
6. Enter the date and time you want the OOO message to end.
7. Enter your message in the content box.
8. Create a separate message for internal and external email addresses if necessary.
9. Select OK to finalize your settings.
10. Ensure your out-of-office message is activated.

If your version of Outlook doesn’t support automatic replies, you can set up an out of office email using email rules to manage messages.

In Gmail

To create an automatic reply with Gmail, follow these steps:

1. Click the Settings gear icon in the top right corner.
2. Select See All Settings.
3. Navigate to the General tab.
4. Locate the Vacation Responder section.
5. Select Vacation Responder On.
6. Enter the date you want the OOO message to begin.
7. Enter the date you want the OOO message to end.
8. Type the OOO message subject line in the Subject box.
9. Type the complete OOO message body in the Message box.
10. If you want to limit the audience for your message, check the Only send a response to people in my Contacts box.
11. Select Save Changes.

Sample out of office message policy

Consider adding an out of office message policy to your company policies to ensure consistency throughout your company. Here’s a sample policy you can adapt to your business.

Sample policy:

Please follow these guidelines when creating your out of office message.

• Employees away from the office for more than one business day should set an autoresponder for emails.

• Use out of office messages only to advise senders that you’re out of the office and that your response may be delayed.

• Staff members should create an out of office message when they are absent for paid time off, vacation days, sick leave, business travel, conferences, and courses.

• State that you’re out of the office and unable to respond to emails.

• Include your return date.

• Provide a pre-arranged alternate email contact for urgent inquiries.

• For security purposes, don’t include your job title or personal cell phone number in your out of office message.

Consider providing the above out of office samples to your employees to help them craft their customized messages.

Out of office message templates for PDF and Word

Use these templates to create professional out of office messages that effectively notify people that you aren’t working and may be slow to respond.

*Indeed provides these examples as a courtesy to users of this site. Please note that we aren’t your HR or legal adviser, and these documents don’t reflect current labor or employment regulations.