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 →