Write the best out-of-office message - tips and tricks
Introduction
Before you enjoy a much-needed vacation or go on leave, remember to set up your out of office (OOO) email! This lets people know you won’t be able to answer their messages. Your OOO message is an automated reply that lets people know you won’t be available for a time. Your colleagues can manage their expectations. They will know when to contact you again. You can use OOO emails whenever you are on leave or not at your workplace.
- Read on to learn about OOO message basics, helpful tips, and how to craft the perfect OOO email. You’ll also find examples of handy OOO messages. Having the best out of office reply ready will let you stop worrying about replying to emails.
Introduction - Out of office message basics
- Tips for crafting a perfect out of office message
- Examples of out of office messages
- Best practices for setting up out of office messages
- Conclusion
- FAQs
Out of office message basics
Proper email etiquette involves setting up an out of office reply when you expect to be away from your workplace.
A good out of office message:
- informs people how long and why you will be away
- tells them how to reach you in urgent instances
- tells them who to contact for specific tasks or requests while you are away
- lets them know when you will return to the workplace
You can draft OOO replies for different situations. For example, when you’ll have no or limited access to your work email. Among these situations are:
- When you go on your annual or holiday leave
- When you need some personal time off
- When you’re out traveling for work
- If you’re going on medical leave
- If you need to attend to an emergency
Tips for crafting a perfect out of office message
Clarity
Good communication is founded on clarity. An email that says, “I’ll be out of the office” isn’t clear. Out where? Why are you out? When are you coming back? Keep your OOO message simple but clear.
You need to tell the people emailing you of the right details. Make sure they can find all the information they need. They should know these details when they get your auto reply. Avoid jargon and provide relevant information. For example, tell them who to contact in your absence. Inform them of when you’ll return.
Conciseness
A clear out of office message should also be concise. Short OOO replies save time for everyone. Use bullet points for readability. State all the essential information in the early part of your message. Be straightforward.
Don’t share unnecessary details. If you’re going on vacation with your family, you don’t need to list all the family members you’re going with. You don’t need to mention what hotel you’ll be staying in, either!
Professionalism
Learning to write emails professionally improves your reputation in the workplace. It also improves your image among people outside your organization. Use a professional tone and non-discriminatory wording. Use words such as please, kindly, and thank you. Be polite and respectful. But also be firm. Say you cannot respond to messages immediately.
Avoid informal language. Don’t use slang words and phrases. Avoid emojis or emoticons, or use them sparingly. Proofread your message for grammar and punctuation to avoid typos. A professional out of office message is error-free. This also shows your attention to detail.
Personalization
You can personalize your messages by addressing each recipient by name. If you are using Gmail, you can also set up your auto reply to include the recipient’s name. This is polite and personal. People will pay more attention if they see their name.
Use a friendly tone in your OOO message. Even if your email is automated, avoid sounding robotic. Be yourself in your OOO reply. Add words or phrases that you normally use in your emails. Show appreciation by thanking the people who emailed you. Thank them for reaching out to you. Then, let them know that you will respond when you return to work.
Remember to provide the necessary contact information. Include the name or names of people to contact. Indicate their email addresses. Add their phone numbers if they allow it. This lets people know who to contact and how to contact them. You may also provide an alternative way of contacting you. This applies to urgent matters or work emergencies.
Humor
People have seen their fair share of generic auto-reply emails. Such emails can get boring and might get ignored. A sense of humor can make a huge difference in automatic responses.
You may use humor in your out of office message. But use it sparingly, and only when appropriate. Lighten the mood but remain professional. If you are going to the beach for the summer, try a lighthearted joke or pun.
But be appropriate. In the case of a family emergency, writing something funny would be in bad taste.
Avoid sarcasm. Not everyone will appreciate or understand it. Sarcasm can come across as rudeness. It can make your recipient feel offended or awkward.
You don’t have to force a joke into your OOO message if that is not part of your personality. But if you like to tell a joke or two regularly, add one to your auto-reply.
For example, if you’re known for telling jokes and playing golf, your OOO message could be:
Hi [NAME],
I’m currently on vacation and working on my golf swing. I want to win our next company tournament. Will get back to you on [DATE] when I’m as good as Tiger Woods.
In the meantime, contact [NAME] at [EMAIL ADDRESS] for your immediate concerns.
Best,
[YOUR NAME]
Examples of out of office messages
Here are some examples of OOO messages for different situations.
Annual leave
If you are on your annual leave but not everyone in your workplace knows, your workmates might keep sending you messages or copying you in emails. Enjoy your vacation and prioritize your mental health. Don’t get distracted by notifications and emails. Here are two annual leave email templates you can use.
EXAMPLE 1: Short and sweet
You can write a short message that has all the essential details.
Hi [NAME],
Thanks for your email. I am on my annual leave and won’t be able to respond to your inquiry. In the meantime, you may either:
- Email [NAME] for any concerns at [EMAIL ADDRESS]
- Wait until I get back in two weeks, May 31, 2023
Best regards,
[YOUR NAME]
EXAMPLE 2: Detailed and informative
You can also make your OOO message more detailed. But don’t overload it with information.
Dear [NAME],
I’m on my annual leave in Boracay and won’t be able to respond to your inquiry until I return to work on May 31, 2023.
You can reach out to the following people for specific concerns:
- Our Finance Officer, [NAME] at [EMAIL ADDRESS] for budget concerns
- My teammate [NAME] at [EMAIL ADDRESS] for general concerns
- My direct supervisor, [NAME] at [EMAIL ADDRESS]
For all other concerns or inquiries, kindly fill up this request form: [LINK].
For urgent matters, you can reach me at [PHONE NUMBER]
Thank you.
Regards,
[YOUR NAME]
Business travel
Sometimes your work role will require you to travel outside of your regular workplace. Here are some professional out of office messages you can use.
EXAMPLE 1: In-office contact
Here’s a simple OOO message for in-office contacts or teammates. These mention how long you’ll be away and who to contact.
Hi [NAME],
I’ll be at our satellite office in San Mateo, Rizal from Monday to Wednesday. I won’t have access to a stable internet connection so I might not be able to respond to your inquiry right away. Please take note of the following:
- For all budget concerns, contact [NAME AND CONTACT DETAILS]
- For information about our current project, check this shared folder on our network drive: [LINK]
Best,
[YOUR NAME]
EXAMPLE 2: Limited access
When you are on a business trip or doing fieldwork, you may not have access to Wi-Fi. You may be too busy to answer emails. Let people know this in your auto-reply.
Hello [NAME],
I will be traveling for work from [TIME/DATE] to [TIME/DATE] and will have limited access to my email. I will try to reply as soon as possible.
In the meantime, please reach out to one of the following people for urgent concerns:
- CONTACT PERSON 1 + DETAILS
- CONTACT PERSON 2 + DETAILS
Best regards,
[YOUR NAME]
Medical leave
Be straightforward if you need to go on medical leave. Explain why you are on medical or sick leave without revealing too much about your personal life.
EXAMPLE 1: Brief and professional
You can keep your OOO message professional and straight to the point. But refrain from making others worry.
Dear [NAME],
I am currently on medical leave and have limited access to my email. Please reach out to [CONTACT PERSON 1 + DETAILS] for urgent concerns.
I hope to be back in the office on Monday. Thank you.
Best,
[YOUR NAME]
EXAMPLE 2: Informative and reassuring
Your colleagues might feel worried about you when you go on medical leave. This especially includes those you have a friendly working relationship with. Reassure them while remaining professional in your OOO message.
Hi [NAME],
I have limited access to my email as I’m currently confined in St. Luke's Hospital. Rest assured that I’m on my way to recovery. I will be back at work in one week. I’ll reply to your inquiry then.
In the meantime, you can reach out to the following people with your questions and concerns:
- For marketing-related inquiries, reach out to [CONTACT PERSON 1 + DETAILS]
- For general inquiries, reach out to [CONTACT PERSON 2 + DETAILS]
Regards,
[YOUR NAME]
Family emergency
Everyone has to deal with emergencies at some point in their lives. When an emergency occurs and you need to deal with it, set up an auto reply message to inform those you work with. Tell them who to contact. Advise them where to get the necessary information. This is especially important if there’s an ongoing work project.
EXAMPLE 1: Sincere and concise
When dealing with an emergency, you can be honest in your OOO message without sharing too much personal information. Your colleagues must respect your personal space when it comes to these concerns.
Hi [NAME],
I am currently dealing with a family emergency. I am unsure when I can respond to you. Please reach out to either of the following while I am away:
- CONTACT PERSON 1 + DETAILS
- CONTACT PERSON 2 + DETAILS
Thank you.
Regards,
[YOUR NAME]
Example 2: Supportive and helpful
You may be called away to deal with an emergency during an important time at work. Or it can happen in the middle of a project. Do your best to continue supporting your teammates.
Hi [NAME],
I’m currently dealing with a family emergency. Please let me know how I can help and I’ll reply as soon as I can. I will be back at work tomorrow. In the meantime:
- You can contact [NAME + CONTACT DETAILS]
- If you need information or materials for our current project, check this shared folder on our network drive: [LINK]
Thank you.
Best,
[YOUR NAME]
Best practices for setting up out of office messages
Make sure to set up your OOO message in advance. Use the examples above to guide you. Or create your own auto reply messages. Set up your response ahead of time. Use tools such as Outlook settings or the auto reply option of Gmail.
Remember to always provide alternative contact information. The people trying to contact you will appreciate this. They should know who to reach out to while you are out. They should also know how to get the information they need. You may also give your phone number for urgent concerns that only you can handle.
You should also set expectations on when you can respond. Your OOO response should give a possible date of your return. State the date you’ll be back to work. Let them know when you can check your email. If you are not sure when you can reply, be honest about it. You don’t need to share information that is sensitive or personal. Just give essential details and what you are comfortable with sharing.
Conclusion
Your OOO message should make it easier for everyone to continue working while you are away. Setting up an auto reply message also saves from replying to every email you get while you are on leave. It lets those you work with know whom to contact. It tells them where to direct inquiries in your absence.
The perfect out of office message is clear, concise, professional, and personalized. Use bullet points so recipients can digest the information easily. Your OOO message can also reflect your sense of humor and personality. But it should always be appropriate.
You can begin drafting your own out of office message today. Use the examples in this article to guide you. Once you have one or two OOO messages drafted, save them in a folder. When you need it, simply pull one message out and set up your auto reply. You’ll be good to go!
FAQs
- What should I include in my out of office message?
Your out of office message should inform people how long you’ll be gone and why you are out, who to contact about specific concerns and inquiries while you’re gone, when you will return, and how to reach you for urgent matters that only you can address.
- How long should my out of office message be?
There is no standard length for an out of office message but all the examples in this article are less than 100 words. Your OOO message should be concise, and you can organize the information you give into three major sections:
Why you are away and for how longAlternative contact informationSetting expectations (when you can reply or when you will be back to work)
- Should I use humor in my out of office message?
Yes, when it is appropriate. Humor can add a dash of personality to your out of office message. It can make your auto reply more memorable.
- Can I include my personal social media handles in my out of office message?
Your out of office message must be as professional as possible. It is not advisable to include personal social media handles and other overly personal details in your auto reply. Setting boundaries for your work and personal life will allow you to enjoy your leave or focus on what you need to while you are away from the workplace.
- How far in advance should I set up my out of office message?
You can set up your out of office message at least a day before you go on leave. There are options to schedule your automated responses for Outlook.
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