100 Professional Out-of-Office Message Examples 

Setting an out-of-office (OOO) email might slip our minds as we eagerly anticipate our next holiday or break. However, skipping this step could unintentionally weaken your trust with your clients or colleagues.

A prompt response, even in your absence, signals professionalism and reliability. Crafting the perfect out-of-office message is more than a courtesy; it’s a critical component of business etiquette. It reassures your clients and partners that their needs are acknowledged, even when you’re recharging.

This article is your go-to guide for crafting an out-of-office email message that effectively communicates your unavailability while maintaining your professional image. We’ll also share some out-of-office message examples you can use as inspiration for this essential piece of workplace communication. 

Let’s explore how to leave an impeccable impression with your out-of-office message!

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Understanding the Office Autoresponder Email Message

Autoresponder email messages inform senders of your absence, ensuring continuous communication even when you’re not available to send an immediate response. Essential elements of a professional office autoresponder email message include:

• Clear announcement of absence: Your message should start with a straightforward statement indicating you’re out of the office, whether for a holiday, business trip, medical leave, maternity leave, etc.
• Your return date: Mention the exact date when you will be back and can respond to emails. This sets expectations for when a follow-up can be anticipated.
• Alternative contacts: For urgent matters that need immediate attention, provide the contact details of a colleague or team member who can assist. Include their email address and work phone number in the out-of-office communication.
• Limited access note: If you expect to have limited internet or cell phone access, include this information to manage expectations about your availability.
• Professional tone and sign-off: Even funny out-of-office messages should maintain a professional tone, ending with a polite sign-off that can spread some holiday cheer or convey well wishes.

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100 Out-of-Office Message Examples

Here are 100 out-of-office message examples to fit every possible absence scenario, from short-term leave to extended vacations. 

Before we begin: Remember that every message benefits from starting with common salutations like “Hi,” “Hope you’re doing well,” or “Thank you for reaching out.” These universal phrases add a polite and professional tone to your message.

Each message should also include an emergency contact in case someone contacts you for something urgent. It could look like this:

Or

Let’s look at some out-of-office message examples now:

1. Thank you for your email. I’m currently out of the office with limited internet and will return on [date].
2. I am away from the office until [date]. For anything urgent, please email [contact email] or call [number]. Thank you!

1. Thank you for your email. I am out of the office today with limited email access. I will respond to you upon my return on [Date].
2. Hello! I’m currently away from the office on a short break but will be back on [Date]. I look forward to catching up soon!
3. I am out of the office until [Date]. Thank you, and I’ll get back to you as soon as possible.
4. OOO until [Date].
5. Thank you for reaching out. I am out of the office on a short leave of absence and will return on [Date]. For general inquiries, please contact [General Inquiry Email/Phone Number].
6. Hey there! I’m on a quick break and won’t be checking emails until [Date]. I’ll get back to you as soon as I can after my return
7. Thank you for your message. Our team is currently out of the office and will return on [Date]. Your patience is appreciated, and we’ll be in touch soon.
8. Thanks for reaching out! I’m currently off-grid, working on a project, and will be back on [Date]. Looking forward to connecting soon.
9. Thank you for your email. I am currently away [work/school/the university] and will return on [Date]. During this period, I will have intermittent access to email.
10. Out of office until [Date]. I’ll respond to your email as soon as I return.

1. Hello! I’m currently on a sabbatical, soaking in new experiences and inspirations. I’ll be back and ready to tackle new challenges on [Date]. Cheers!
2. Thank you for your email. I am out of the office on an extended leave period until [Date]. Please direct your inquiries to [Alternate Contact Person or Department] for urgent matters.
3. Hi there! I’m on a long-overdue adventure, exploring [Place or Activity], and will not be available until [Date]. Looking forward to catching up upon my return!
4. I am currently out of the office on extended leave and will not return until [Date]. During this period, I will have limited access to email.
5. Greetings! I’m taking some time off to recharge and focus on personal growth, and I will be away until [Date]. Your message is important to me, and I’ll respond as soon as possible upon my return.

1. Hello! I’m currently attending [Conference Name] to bring our team the latest [Industry Trend/Technology] insights. I’ll be out of the office from [Start Date] to [End Date], with intermittent access to email. I’ll get back to you as soon as I can after [Date].
2. Thank you for your message. I am attending [Conference Name] and will be out of the office until [Date].
3. Hi! I’m currently at [Conference Name], learning about [Subject]. I’ll be back and buzzing with ideas on [Date]. 
4. I am away attending [Conference Name] from [Start Date] to [End Date] and will have limited internet access. For urgent matters, [Alternate Contact] will be handling my responsibilities.
5. Hey there! I’m off learning and networking at [Conference Name], and I’ll be back in action on [Date]. I will reply once I’m back, but if something urgent pops up, please contact [Alternate Contact]. Thanks for your understanding!

1. I’m currently out of the office celebrating with family and friends and will return on [Date]. If your matter is urgent, please contact [Alternate Contact]. Wishing you a joyous holiday season!
2. Season’s Greetings! I am away from the office until [Date] for the holiday season. May your holidays be merry and bright!
3. Thank you for your email. I’m out celebrating the holiday season and will be back on [Return Date]. Should you need urgent help, [Alternate Contact] has you covered. Happy Holidays!
4. Hello! I’m currently taking some time off to enjoy the festive season and will return on [Return Date]. Wishing you a wonderful holiday season!
5. I’m out of the office soaking up the holiday cheer until [Return Date]. May your holidays be filled with joy and laughter!
6. Thank you for your message. I’m away for the holiday season until [Return Date]. Enjoy the holiday cheer!

1. Thank you for reaching out. I’m unexpectedly out of the office due to a personal emergency and will have limited internet to email.
2. I am currently dealing with an emergency and will not be in the office until further notice. Thank you for understanding.
3. Due to unforeseen circumstances, I am away from the office. I plan to return by [Tentative Return Date], but please contact [Alternate Contact] for urgent matters.
4. Hello, I am currently dealing with a personal matter and have limited internet access. I appreciate your understanding.
5. Due to an emergency, I will not be available until further notice. Your understanding during this time is greatly appreciated.

1. I am on maternity/paternity leave until [Date]. I look forward to reconnecting upon my return.
2. Thank you for your email. I’m currently on parental leave and will be back in the office around [Tentative Date].
3. Hello! I’m on maternity/paternity leave and plan to return by [Date]. In the interim, you can contact [alternate contact] at [contact details]. Thank you
4. Thank you for reaching out. I’m on parental leave until [Date] and won’t check email regularly. For urgent matters, please reach out to [alternate contact] at [contact email or phone]

1. I am currently on medical leave and cannot access email until [Date]. I appreciate your understanding.
2. I am out of the office for medical reasons and plan to return around [Tentative Date]. Please direct urgent inquiries to [Alternate Contact]. Your patience is appreciated.
3. I’m away from the office due to health reasons and won’t be checking email regularly. Thank you for understanding.
4. I am on medical leave and will return to the office by [Return Date].
5. I’m on medical leave with limited internet until [Return Date]. Thank you for your thoughts.
6. Thank you for reaching out. I’m on medical leave and expect to return on [Return Date]. Your understanding is greatly appreciated.

1. I am currently attending a professional development course and will return to the office on [Date].
2. Thank you for your email. I’m out for training and will have limited internet until [Date].
3. I’m away enhancing my skills at a training workshop until [End Date]. Looking forward to connecting after my return!
4. I am out of the office attending a training session and will return on [Date]. For immediate matters, [Alternate Contact] is available to support you.
5. Thank you for your message. I’m out for professional development and will have limited access until [Date].

1. I am currently adjusting to a new remote work setup and you may experience delays in response. I appreciate your patience.
2. Due to remote working adjustments, I might respond slower to emails. I appreciate your understanding.
3. I’m transitioning to a different remote work environment so you may see some delays in response. I appreciate your flexibility.
4. Thank you for your email. My response time might be affected as I adjust to a new remote work setup.
5. I’m changing my remote work environment, which may delay my email responses.

1. Thank you for reaching out! Our team is currently helping other customers, but your message is important. The expected wait time is [Wait Time].
2. Hello! You’ve reached us outside our regular business hours. We’re available [Business Hours]. Please leave your message, and we’ll get back to you as soon as we’re back in the office!
3. I appreciate your patience! All our representatives are currently assisting other customers. Your estimated wait time is [Wait Time].
4. Thanks for contacting us! We’re experiencing a higher-than-usual volume but want to get to your request as soon as possible. Expect a response within [Response Time]. 
5. Your message has been received! We’re on it, and you’ll hear from us within [Response Time]. If this matter requires more immediate attention, please call our urgent support line at [Phone Number].

1. I’m currently testing my superpower of being in two places at once. Spoiler: It’s not going well. I’ll be back [Date].
2. Thanks for your email! I’m out searching for the Lost City of Atlantis and will return once I find it (or by [Date], whichever comes first).
3. Hello! I’m currently attending the Hogwarts School of Witchcraft and Wizardry. My owl will deliver your message once I return on [Date]. For muggle matters, contact [Alternative Contact].
4. As of now, I’m out battling dragons and securing the realm. My return is prophecied for [Date]. Should you need assistance in my absence, [Alternative Contact] will be at your service.
5. I’m currently on a secret mission with 007. I’ll return once we save the world (again) or by [Date] – whichever is sooner. If you need backup, [Alternative Contact] is your agent.

1. Legal: Thank you for your message. I’m currently in court and will have no access to my emails. For urgent legal matters, please contact [Alternative Contact].
2. Academic: Greetings! I’m immersed in research and student mentoring until [Date]. Please contact [Department Secretary] or [Alternative Contact] for immediate academic inquiries.
3. Healthcare: I’m currently on rounds and will return [Time]. For medical inquiries, please contact [Alternative Medical Contact] or visit our emergency department for urgent care.
4. Tech: I’m currently debugging the future and will be offline until [Date]. For immediate tech support, please escalate to [Tech Support Email].
5. Real Estate: I’m out scouting dream homes for clients and will have limited email access until [Date/Time]. For urgent property matters, [Alternative Contact] is your go-to.

1. Thanks for reaching out! Our office is currently closed. We’re open [Business Hours]. I’ll make sure to get back to you when I return.
2. Hello! You’ve caught us after hours. We value your message and will respond during our next business hours, [Business Hours].
3. Our office is currently closed, but your message is important to us. We’ll be back in action [Next Business Day] and will reply promptly.
4. Thank you for your message! We’re out of the office right now but will return [Business Hours]. Your message will be on top of our list.
5. You’ve reached us after hours! Rest assured, we’ll get to your message first thing when we’re back in the office [Next Business Day].

1. Thank you for your email. I’m currently on a project with a tight deadline and will have limited email/phone access until [Project End Date].
2. I’m deep in the trenches of a major project and will be resurfacing on [Date].
3. Hello! I’m out on a project mission and will have sporadic email access until [Date].
4. I am currently fully engaged in an important project and will be less responsive until [Date].
5. I’m in project mode and focused on delivery until [Date]. For urgent matters, please contact [Alternative Contact].

I. Wellness breaks

1. Thank you for reaching out. I am currently on a wellness break to recharge and will return to the office on [Date]. Your understanding is appreciated.

II. Volunteering and social good

1. Hello! I’m currently out of the office, volunteering with [Organization/Project] to make a difference in our community. I will return on [Date].
2. I am away from the office, participating in a charity event to support [Cause]. I’ll be back and responsive by [Date].

III. Seasonal work pattern adjustments

1. Thanks for your message! Please note, our office is on summer hours and I’ll be checking emails less frequently. I’ll ensure to respond by [Next Check-in Date].
2. During the holiday season, our office operates on a modified schedule. I’ll be available for limited hours until [Return Date].

IV. Working abroad or travel

1. I’m currently working remotely from [Location], and you may find responses delayed due to time zone differences. I’ll do my best to reply promptly.
2. Hello! I’m exploring [Location] while working remotely until [Return Date], which might affect my response time.

V. Technology-free retreats

1. I am on a digital detox retreat until [Return Date] and will not be accessing email. For urgent matters, please contact [Alternative Contact].
2. Thank you for your message. I’m undergoing a technology-free retreat to rejuvenate and will be completely offline until [Return Date].

VI. Bereavement leave

1. I am currently away from the office on bereavement leave and will return by [Return Date] . For urgent matters, please contact [Alternative Contact].
2. Thank you for your email. I’m on bereavement leave and will have limited access to my emails until my return. For urgent help, please get in touch with [Alternative Contact] at [contact details]

VII. Transition periods

1. As I transition to a new role within our organization, my response time may be slower than usual. I’ll be fully available again by [Return Date].

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Creative vs. Professional Out-of-Office Messages

Out-of-office (OOO) messages are a critical communication bridge during your absence. Depending on your workplace culture and intended audience, the perfect OOO message can range from strictly professional to creative and funny.

Professional out-of-office messages are straightforward, providing essential information without extra frills:

• “Thank you for your email. I am currently out of the office and have no internet access, but I will return on [Return Date].”
• “I am away from the office until [Return Date]. Please email [Contact Email] or call [Number] for immediate assistance. Your message is important to me, and I will respond as soon as possible upon my return.”

A touch of humor can make your out-of-office messages memorable and reflect your personality, especially in less formal industries or company cultures:

1. I am currently out of the office on an intergalactic space adventure. My ETA for returning to Earth is [Return Date].
2. I’m on a quest to find the Holy Grail of coffee until [Return Date]. For truly urgent matters (or excellent coffee recommendations), please reach out to [Alternate Contact].

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Out-of-Office Messages in Different Email Platforms

Different email platforms offer various functionalities for setting up your out-of-office email, allowing users to customize their absence notifications effectively.

Setting up out-of-office messages in Microsoft Outlook

Microsoft Outlook provides a user-friendly interface for setting up auto-response:

• Go to the ‘File’ tab and select ‘Automatic Replies (Out of Office)’
• Choose ‘Send automatic replies’ and specify the time range if desired
• Enter your out-of-office message in the provided text box. You can set different messages for inside and outside your organization
• Click ‘OK’ to activate your out-of-office reply

This feature ensures that anyone who emails you during your absence is automatically informed of your unavailability and provided with alternate contact details if necessary.

Comparing out-of-office message functionality in different email platforms

• Gmail: Offers an intuitive setup for vacation responders via Settings, allowing you to define the duration and tailor messages for all incoming emails

• Microsoft Outlook: As mentioned, Outlook users can specify different messages for internal and external business contacts, offering flexibility in communication. You can also set up the message from the Outlook app
• Apple Mail: Uses rules to set up automated responses, providing a more manual setup compared to other platforms
• Yahoo Mail: Allows users to activate vacation responses with a simple setup, similar to Gmail, though with fewer customization options

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Additional Tips for Writing Out-of-Office Messages

Crafting an effective out-of-office message is key to maintaining professionalism and clarity when you’re not available. You can use several AI writing tools or email writing tools with integrated AI to assist you in crafting the perfect message.

Here are some tips on writing a great OOO message and common mistakes to avoid. We’ll also show you how ClickUp can streamline this process for you.

Common mistakes to avoid while writing out-of-office messages

• Vague information: Avoid being vague about your availability and return date. Specific details help in managing responses and expectations
• Overly personal details: Keep the message professional by not sharing too much about your personal activities or location specifics unless it’s a relaxed company culture where such details are appreciated
• Forgetting to set or update your message: Ensure your out-of-office message is activated before you leave and updated or deactivated upon your return
• Neglecting to provide alternate contacts: Failing to mention an alternate contact leaves the sender without options for urgent assistance
• Too much text: Keep your message concise. A lengthy message might not be fully read, leading to important information being missed

Also Read: The best alternatives to email

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Using ClickUp to Enhance Your Out-of-Office Messages

ClickUp is a comprehensive productivity platform designed to consolidate workplace tools into a single application. By integrating tasks, documents, email, chat, and AI, the ClickUp project management tool allows teams to seamlessly coordinate and communicate during absences.

Users can automate their out-of-office messages directly within ClickUp, ensuring colleagues and clients are informed and redirected appropriately.

Here are a few ways you can use ClickUp to set up your OOO messages efficiently:

• ClickUp Brain: Automate and personalize the process, ensuring your business communications remain professional and informative even in your absence. ClickUp’s AI Writer for Work can help you quickly generate an out-of-office message that suits your work and team dynamics

• ClickUp Docs: Draft your OOO messages and set Reminders in ClickUp for when to activate them. This ensures you don’t forget to set your email autoresponder before leaving

• ClickUp Email: Send, receive, and manage emails directly within the platform. This allows for a seamless transition between task management and email communication. ClickUp integrates with leading email platforms like Gmail, Outlook, etc., for simplified email management

• ClickUp Automation: Set up Automations in ClickUp to automatically send an out-of-office reply to incoming email during your absence. This can be particularly useful for email campaigns or if you receive a high volume of emails.

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Seal Your Virtual Presence: Master the Art of Out-of-Office Messaging with ClickUp

The right approach can significantly impact how your absence is perceived. Whether you’re stepping away for a brief period or an extended leave of absence, the tips and examples provided here will ensure your workplace communications remain reflective of your professional image.

For those looking to refine their out-of-office messaging further or explore advanced email management strategies, ClickUp provides a robust platform to centralize, streamline, and automate your email workflow. 

Whether it’s drafting your next out-of-office message in ClickUp Docs, setting reminders, or managing email communications directly within ClickUp, you have a comprehensive tool at your disposal to enhance your productivity and maintain professionalism, even when you’re away from the office.

Take this opportunity to explore ClickUp’s features and integrate them into your communication strategy. Start today by signing up.

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Frequently Asked Questions (FAQ)

1. What is a good auto-response message?

A compelling auto-response message balances professionalism with personal touch, ensuring continuity in workplace communication. It clearly states the duration of your absence, mentions limited internet access, and provides an alternate contact for urgent matters.

For example, “Thank you for your email. I’m currently away with limited access to my inbox and will return on [Date]. For immediate assistance, contact [Name] at [Contact Information]. Appreciate your understanding.” This message upholds your communication goals while respecting collaborative communication norms.

2. What do you write in an auto-reply message?

In your auto-reply message, include the essential elements: the reason for your absence (if appropriate), the period you’re away, less access notification, and alternative contact for urgent inquiries. Incorporating terms like “limited access” subtly communicates your situation, aligning with inbox management tools’ best practices.

A balanced message might read, “Hello! I’m out of the office until [Date], focusing on [Reason, if applicable]. For urgent matters, [Alternative Contact] will assist. Thank you for your patience.” This ensures seamless team communication and respects the workflow.

3. What is a good out-of-office subject line?

An effective out-of-office subject line is concise and informative, directly informing the sender of your unavailability. It acts as a preemptive communication strategy, akin to using the best email alternatives to manage expectations.

A subject line like “Out of Office: [Your Name] Returns [Date]” or “OOO [Date Range] | [Your Name]” is straightforward, allowing recipients to quickly understand your availability without opening the message. This approach fosters clear team communication and supports your overarching communication goals, ensuring stakeholders are informed and can adjust their expectations accordingly.

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