Your out-of-office message is often the first thing colleagues, clients, and partners see when you're away. A well-crafted OOO reply sets expectations, maintains professionalism, and ensures nothing falls through the cracks while you're gone. Whether you're heading on vacation, attending a conference, or taking parental leave, having the right template ready saves time and stress.
We've compiled 15 professional out-of-office message examples covering every common scenario. Each one is ready to copy, customize with your details, and activate. We've also included industry-specific tips and common mistakes to avoid so your auto-reply works as hard as you do — even when you're not working.
What to Include in Every Out-of-Office Message
Before diving into examples, here are the five elements every effective OOO message should have:
- Clear statement that you're away — Don't make people guess. Say it upfront.
- Dates of absence — Include when you left and when you'll return. Be specific.
- Expected response time — Will you reply when you're back? The next business day? Set the expectation.
- Alternative contact — Give people someone to reach if it's urgent. Include their name, email, and/or phone.
- Professional tone — Even funny OOO messages should be respectful. Remember: anyone could be emailing you.
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Try the Out-of-Office Generator →Vacation Out-of-Office Messages (3 Examples)
Vacation is the most common reason for setting an out-of-office reply. Keep it friendly, clear about dates, and always provide a backup contact.
Example 1 — Standard Vacation
Thank you for your email. I'm currently out of the office on vacation from [start date] through [end date] with limited access to email. I'll respond to your message when I return on [return date]. If you need immediate assistance, please contact [Name] at [email/phone]. Thank you for your patience! Best regards, [Your Name]
Example 2 — Extended Vacation
Hi there! Thanks for reaching out. I'm away on an extended vacation and won't be checking email until [return date]. For urgent matters, please reach out to: • [Name] at [email] for [topic] • [Name] at [email] for [topic] For non-urgent requests, I'll get back to you within 48 hours of my return. I appreciate your understanding! Warm regards, [Your Name]
Example 3 — Short Vacation (Casual)
Hey! I'm taking a few days off and will be back on [return date]. I'll have limited access to email during this time. If it can't wait, [Name] ([email]) can help you out. Otherwise, I'll catch up with you when I'm back! Cheers, [Your Name]
Sick Leave Out-of-Office Messages (2 Examples)
Sick leave messages should be brief and professional. You don't need to share medical details — just let people know you're unavailable and when you expect to return.
Example 4 — Sick Leave (Professional)
Thank you for your email. I'm currently out of the office due to illness and may have delayed response times. I expect to return on [date]. For urgent matters, please contact [Name] at [email/phone]. I'll respond to your email as soon as I'm able. Best, [Your Name]
Example 5 — Sick Leave (Uncertain Return)
Hi, thank you for reaching out. I'm currently out sick and my return date is uncertain at this time. For time-sensitive requests, please contact [Name] at [email]. They'll be able to assist you or redirect your inquiry to the appropriate team member. I appreciate your patience and understanding. Regards, [Your Name]
Maternity & Paternity Leave Messages (2 Examples)
Parental leave messages typically cover a longer absence. Be clear about the duration, who's covering your responsibilities, and whether you'll be checking email at all.
Example 6 — Maternity Leave
Thank you for your email. I'm currently on maternity leave and will be out of the office until [return date]. During my absence, [Name] ([email]) will be handling my responsibilities. Please don't hesitate to reach out to them for any questions or urgent needs. I won't be monitoring email during this time, but I look forward to reconnecting when I return. Best wishes, [Your Name]
Example 7 — Paternity Leave
Hi! I'm on paternity leave welcoming a new addition to my family. I'll be away from [start date] through [return date] and won't be checking email. Please direct all inquiries to [Name] at [email/phone]. They're fully briefed on all active projects and happy to help. Thank you for your understanding — I'll be back refreshed and ready to go on [return date]! Cheers, [Your Name]
Conference & Training Messages (2 Examples)
When you're at a conference or training, you're typically gone for a shorter period but may still have limited availability. These messages strike the right balance.
Example 8 — Conference
Thanks for your email! I'm currently attending [Conference Name] from [start date] to [end date] and will have limited access to email. I'll do my best to respond to urgent messages during breaks. For anything time-sensitive, please contact [Name] at [email]. I'll respond to all other emails within 24 hours of my return. Best, [Your Name]
Example 9 — Professional Training
Hi there, thank you for reaching out. I'm participating in a [training/certification program] this week and will be unavailable from [start date] through [end date]. I'll have limited email access and will respond to your message by [return date + 1 day]. For urgent matters, please reach out to [Name] at [email]. Thank you for your patience! Regards, [Your Name]
Holiday Shutdown Messages (2 Examples)
Company-wide holiday closures are common around year-end, national holidays, and summer breaks. These messages should mention that the entire office is closed.
Example 10 — Year-End Holiday
Happy holidays! Our office is closed for the holiday season from [start date] through [end date]. We'll reopen on [return date]. All emails received during this period will be responded to in the order they were received when we return. For true emergencies, please call [emergency phone number]. Wishing you a wonderful holiday season! Warm regards, [Your Name] | [Company Name]
Example 11 — Company Holiday
Thank you for your email. Our team is currently observing [Holiday Name] and the office will be closed on [date(s)]. We'll resume normal operations on [return date] and will respond to your message at that time. If this is an emergency, please contact [emergency contact info]. Happy [Holiday]! Best, [Your Name]
Funny & Creative Out-of-Office Messages (2 Examples)
A little humor can make your OOO memorable — just make sure it still includes the essential information. These work best in casual workplace cultures or when emailing people you know well.
Example 12 — The Adventurer
I'm currently out of the office and probably somewhere with terrible Wi-Fi and excellent views. I'll be back on [return date]. If your email is urgent, please contact [Name] at [email] — they're holding down the fort while I'm out pretending to be an adventurer. If it's not urgent, I'll get back to you when I return, hopefully with a tan and zero regrets. See you soon! [Your Name]
Example 13 — The Honest One
I'm out of the office from [start date] to [end date]. I'd like to say I'll have limited email access, but honestly, I plan to have NO email access. That's kind of the point of vacation. For anything urgent, [Name] ([email]) is your person. For everything else, I'll tackle it when I'm back on [return date]. Thanks for understanding — future-me will appreciate your patience! [Your Name]
Short-Term / Half-Day Messages (2 Examples)
Even a half-day absence warrants an auto-reply if you typically respond quickly. These short messages manage expectations without over-explaining.
Example 14 — Afternoon Off
Thanks for your email. I'm out of the office this afternoon and will return tomorrow morning, [date]. I'll respond to your message first thing. For urgent matters, please contact [Name] at [email/phone]. Best, [Your Name]
Example 15 — Off-Site Meeting
Hi! I'm in meetings off-site today ([date]) with limited email access. I'll be back online tomorrow and will respond then. If you need immediate help, please reach [Name] at [email]. Thanks! [Your Name]
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Try the Out-of-Office Generator →Industry-Specific Tips for Out-of-Office Messages
Different industries have different expectations. Here's how to tailor your OOO message based on your field:
Medical & Healthcare
- Always include an emergency number or on-call provider information
- Mention how patients can reach the front desk or nurse line
- Avoid sharing personal reasons for absence (HIPAA culture extends both ways)
- Consider having your office staff update your greeting proactively
Legal
- Include a note about court deadlines or filing dates if relevant
- Provide a paralegal or associate as the backup contact
- Be mindful of confidentiality — don't auto-forward to external addresses
- Mention response time in business days, not calendar days
Real Estate
- Real estate moves fast — always provide a backup agent for active listings
- Include a link to your listings page so leads can browse while you're away
- Consider a shorter auto-reply window (even a few hours matters in real estate)
Retail & E-Commerce
- Direct customer inquiries to your support team or help center URL
- Mention order-related concerns can be tracked via your website
- Include return/exchange policy links if you're in customer service
5 Common Out-of-Office Mistakes to Avoid
- Not setting one at all. The biggest mistake is silence. People don't know if you're ignoring them or just away. Always set an auto-reply when you'll be unavailable for more than a few hours.
- Being too vague about dates. "I'm currently out of the office" without a return date forces people to guess. Always include specific dates.
- Forgetting the backup contact. If something is truly urgent, people need someone to reach. Not providing an alternative contact creates frustration and potential business loss.
- Oversharing personal details. "I'm on a beach in Bali with my partner" is more than anyone needs to know. Keep it professional — "on vacation" is sufficient.
- Forgetting to turn it off. Nothing looks worse than an out-of-office reply running two weeks after you're back. Set a calendar reminder to disable it on your return date.
Create Your Own Out-of-Office Message
Don't want to copy-paste and customize? Our free Out-of-Office Message Generator lets you create a personalized OOO message in seconds. Just select your reason, tone, and details — and get a ready-to-use message instantly.
You might also find these tools helpful:
- Auto-Reply Generator — for customer-facing auto-responses
- Email Signature Generator — make sure your signature is as polished as your OOO
- Customer Service Templates — professional response templates for your team
Need a custom out-of-office message?
Use our free generator to create one in seconds — no signup required.
Try the Out-of-Office Generator →Frequently Asked Questions
How do I set up an out-of-office message in Gmail?
Go to Settings → See all settings → General → Vacation responder. Turn it on, set your date range, add your subject and message, then click Save Changes. Gmail will automatically send your OOO reply to incoming emails.
How do I set up an out-of-office message in Outlook?
In Outlook desktop, go to File → Automatic Replies. Select "Send automatic replies," set your time range, and compose your message. You can set different messages for internal and external senders. In Outlook web, go to Settings → Mail → Automatic replies.
Should I use a different OOO message for internal vs. external contacts?
Yes, if your email client supports it (Outlook does). Your internal message can be more casual and include details like who's covering specific projects. Your external message should be more professional and focus on alternative contacts and expected response times.
Is it okay to use a funny out-of-office message?
It depends on your workplace culture and audience. Funny OOO messages can be memorable and humanizing in casual environments. However, if you regularly receive emails from clients, executives, or external partners, keep a professional tone. You can always set a funny one for internal contacts and a standard one for external.