How To Write An Out of Office Message (50+ Examples)

By Prosanjit Dhar

February 24, 2026

Last Modified: February 24, 2026

I once received 31 emails in three days from the same person.

Not because they were unreasonable. Because I hadn’t set an out of office message before a long weekend. They had a deadline. I was offline. So, they had no idea, and they kept trying.

When I got back, I spent my entire first morning just explaining that I’d been away. Not catching up on real work, but just managing the mess that a missing two-line message would have entirely prevented.

That was the last time I skipped it.

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Since then, I’ve written out of office messages for week-long work trips, four-day holidays, half-day appointments, and a three-month leave. I’ve also watched colleagues write messages that made things worse.

Like overpromising, oversharing, listing a backup contact who had no idea they’d been listed, or writing something so vague that people emailed the next day again just to confirm they’d got the right address.

The truth is that an out of office message is a small piece of professional communication that most people give almost no thought to. It gets written in the last ten minutes before someone walks out the door and it shows.

This guide is the version I wish I’d had earlier. What to include, what to leave out, the mistakes that are more common than people admit, and 50+ copy-paste templates covering every real situation you’ll face.

Why your Out of Office message matters more than you think

Most people think an out of office message is just a small formality. Something you fire off before you close your laptop.

But in reality, it’s the only signal they have about whether you received their message and who they should call if things get urgent.

That gap between how casually it gets written and how seriously it gets read is where most of the damage happens.

A well-written out of office message does three specific things:

Removes uncertainty: The person knows their message landed and understands exactly when to expect a reply.
Redirects urgency: Instead of repeated follow-ups into a silent inbox, they have somewhere to go.
Protects your return: You come back to an organized situation, not a pile of increasingly desperate messages with no context.

None of those things requires a long messag,e but a clear one.

What every good Out of Office message includes

Strip back every template I’ve ever written or seen work well, and they all share the same core structure.

These five elements (not all required every time), but knowing each one lets you decide what your specific situation actually needs.

📅
Your leave dates

Both start and end. Not just “I’m away this week”, give the actual dates.

📬
Your return date

When can they expect to hear from you? Specific beats are vague every time.

🔍
A brief reason

‘On a work trip’ message signals different availability than ‘on vacation with family.’

👤
Who to contact instead

A name and email for anything urgent. Confirm with that person first.

⚙️
A working autoresponder

The message doesn’t matter if nobody receives it. Test before you leave.

What to do and what to skip

Most out of office message mistakes aren’t about tone or wording. They’re structural.

But someone lists a backup contact who doesn’t know they’ve been listed. Or, someone promises to reply immediately upon return and then spends their first day drowning. Even if someone writes ‘I’ll be back soon’ without a date and forces people to guess.

These are fixable problems. Here’s the complete list:

✅ WHAT TO DO

Include exact dates, both departure and return.
Name a specific person for urgent matters (with their permission).
Keep it concise, two to four short paragraphs maximum.
Match the tone to your professional context.
Test your autoresponder before you leave.
Give just enough context about your absence to help calibrate urgency.
Set it up the day before, not at the airport.

🚫 WHAT NOT TO DO

Promise to respond immediately upon return.
Include your location, destination, or travel itinerary.
Give out a colleague’s contact details without their explicit approval first.
Write it in a hurry and skip spell-check, especially names and email addresses.
Try to be funny unless your workplace genuinely supports it.
Leave vague timelines like ‘back soon’ or ‘in a few days’.
Overshare personal details about why you’re away.

Out of Office examples organized by situation (50+ Templates)

Pick the template that fits your context, then fill in the bracketed fields, and you’re done.

A. Standard & general

Example #1 — Clean & simple

Hi there,

Thanks for reaching out. I’m currently out of the office from [start date] and will return on [return date].

For anything urgent, please contact [Name] at [email].

I’ll respond to your message as soon as I’m back.

Best regards,
[Your Name]

Example #2 — Minimal / one-paragraph

Thanks for your email.

I’m out of the office from [start date] to [return date]. For urgent matters, please reach [Name] at [email]. Otherwise, I’ll be in touch when I return.

Best regards,
[Your Name]

Example #3 — Professional & warm

Hello,

Thank you for getting in touch. I’m currently away from the office and will be back on [return date].

Your message is important to me. If you need immediate assistance, [Name] at [email] can help in the meantime.

Looking forward to connecting when I return.
[Your Name]

Example #4 — No backup contact available

Hi,

Thanks for your message. I’m out of the office from [start date] to [return date] with limited email access.

I’ll respond to all messages in the order they were received once I’m back. I appreciate your patience.

[Your Name]

Example #5 — Acknowledging urgency

Thank you for your email.

I’m out of the office until [return date]. If this is time-sensitive, please call [phone number] or email [backup contact] at [email].

For everything else, I’ll respond as soon as I return.

[Your Name]

B. Vacation

Example #6 — Standard vacation

Hi,

I’m currently on vacation and will be back in the office on [return date]. I won’t have regular email access while I’m away.

For urgent matters before then, please contact [Name] at [email].

I’ll get back to you shortly after my return.

[Your Name]

Example #7 — Family vacation (Signals you’re offline)

Thanks for reaching out.

I’m currently away on vacation with my family until [return date] and won’t be checking email during this time.

If your matter is urgent, [Name] at [email] is the right person to contact. Otherwise, I’ll respond when I’m back.

Thanks for your patience.
[Your Name]

Example #8 — Short vacation (3–5 days)

Hi there,

I’m taking a few days off and will return on [return date]. I’ll reply to all messages that day.

For anything that can’t wait, please contact [Name] at [email].

Best regards,
[Your Name]

Example #9 — Extended vacation (2+ weeks)

Hello,

Thank you for your email. I’m currently on an extended leave and will not return until [return date].

During this time, [Name] is covering my responsibilities. You can reach them at [email] or [phone].

I will reply to messages that require my personal attention upon my return.

Best regards,
[Your Name]

Example #10 — Vacation (Senior/executive)

Thank you for contacting me.

I’m currently on planned leave from [start date] through [return date]. [Colleague Name] is handling my portfolio in my absence. Please reach them at [email] for anything requiring immediate attention.

I will be in touch when I return.
[Your Name]

C. Work trip & conference

Example #11 — Work trip, checking occasionally

Hi,

I’m currently traveling for work from [start date] to [return date] and have limited email access.

I’ll do my best to respond to urgent messages, but for anything time-sensitive, please contact [Name] at [email].

Thanks,
[Your Name]

Example #12 — Conference/industry event

Thank you for your email.

I’m attending [Conference Name] from [start date] to [return date]. My email access will be limited during this time.

I’ll respond to all messages on [return date]. For anything urgent, please reach [Name] at [email].

[Your Name]

Example #13 — Training or offsite

Hi there,

I’m currently at an offsite training from [start date] to [return date] with limited availability. I’ll be back at full capacity on [return date] and will respond to your message then.

For urgent matters, [Name] at [email] can assist.

Best regards,
[Your Name]

D. Medical & personal leave

Example #14 — Medical leave (Private)

Thank you for your email.

I’m currently on a leave of absence and will return on [return date]. During this time, [Name] is handling my responsibilities and can be reached at [email].

I appreciate your patience.
[Your Name]

Example #15 — Personal leave, long duration

Hello,

I’m currently on personal leave until [return date]. [Name] is the right contact for anything urgent and they can be reached at [email].

I will not be monitoring my inbox during this time. Thank you for understanding.

[Your Name]

Example #16 — Recovery/health

Thank you for reaching out.

I’m currently away for a health-related matter and will return on [return date].

[Colleague Name] at [email] is available for anything that needs attention before then.

[Your Name]

E. Parental & family leave

Example #17 — Maternity/paternity leave

Hi,

I’m currently on parental leave and will return to the office on [return date].

While I’m away, [Name] is managing my work and can be reached at [email]. For [specific team/project], [Name 2] at [email] is the right contact.

Thank you for your patience.
[Your Name]

Example #18 — Extended parental leave (3+ months)

Thank you for your email.

I’m on an extended parental leave until [return date]. During this time, I will not be monitoring my inbox.

For all matters, please contact [Name] at [email]. They have full context on my responsibilities and can assist you directly.

Best Regards,
[Your Name]

F. Public holidays & seasonal

Example #19 — Public holiday (1 day)

Hi,

Our office is closed today in observance of [Holiday Name]. I’ll be back on [return date] and will reply to your message then.

For urgent matters, please call [phone number].

Best regards,
[Your Name]

Example #20 — Holiday season (Multi-day closure)

Season’s greetings,

Our office is closed for the holiday period from [start date] through [return date]. I’ll respond to all messages when we’re back.

For anything urgent during this time, please contact [Name] at [email].

Wishing you a wonderful holiday season.

[Your Name]

Example #21 — End-of-year closure

Thank you for your email.

Our team is out of the office for the end-of-year break from [start date] to [return date]. We’ll be back at full capacity on [return date].

For urgent matters, [Name] at [email] is available on [specific days].

Happy New Year!
[Your Name]

G. Entrepreneurs & freelancers

Example #22 — Freelancer

Hi,

Thanks for getting in touch. I’m currently away from [start date] to [return date] and won’t be checking messages regularly during this time.

I’ll respond to all inquiries on [return date]. If your project has an urgent deadline, feel free to call me at [phone number].

[Your Name]

Example #23 — Small business owner / Founder

Thank you for reaching out.

I’m currently out of office from [start date] to [return date]. In my absence, [Name/Role] is handling day-to-day operations and can be reached at [email].

For anything that requires my direct attention, I’ll respond when I return on [return date].

[Your Name],
[Title]

Example #24 — Freelancer with client work paused

Hi,

I’m stepping away from all client work from [start date] to [return date]. All project timelines have been adjusted accordingly.

For existing project questions, please email [Name] at [email] who has context on active work.

For new inquiries, I’ll be in touch when I return.

[Your Name]

H. Customer support & service teams

Example #25 — Support agent out

Thanks for contacting us.

I’m currently out of the office until [return date]. Your ticket has been assigned to [Name], who will pick it up and respond within [X] business hours.

You can also reach our support team directly at [support email/phone].

Thank you for your patience.
[Your Name]

Example #26 — Support team holiday coverage

Thank you for reaching out to [Company] Support.

Our team has reduced availability from [start date] to [return date] due to the holiday. Response times may be slightly longer than usual during this period.

For urgent issues, please visit [help center URL] or contact [emergency contact/phone].

We’ll respond to all messages in full starting [return date].

The [Company] Support Team

Example #27 — Customer success manager

Hi,

Thanks for your message. I’m out of the office from [start date] to [return date].
For account questions or anything urgent, please reach [Name], my colleague, at [email]. They’re fully up to speed on your account.

I’ll follow up personally when I return.

Best regards,
[Your Name]

I. Sales & business development

Example #28 — Sales rep

Hi,

Thanks for reaching out. I’m out of the office from [start date] to [return date].
If you’re interested in [product/service] and can’t wait, [Name] at [email] can help you in the meantime.

Otherwise, I’ll pick this up the moment I’m back.

Best Regards,
[Your Name]

Example #29 — Active deal

Thank you for your email.

I’m away from the office until [return date]. For anything related to our active discussions, [Name] at [email] has full context and can assist immediately.

I’ll be back in touch on [return date].

[Your Name]

Example #30 — New lead inquiry (Auto-response)

Thank you for your interest in [Company/Product].

I’m currently out of the office until [return date], but I don’t want your inquiry to wait. [Name] at [email] can answer your questions and set up a conversation right away.

Otherwise, I’ll be in touch by [return date + 1 day]. Looking forward to connecting.

[Your Name]

J. Internal team emails

Example #31 — Colleague Message

Hey team,

I’m out from [start date] to [return date]. For anything project-related, [Name] is covering for me — loop them in directly.

I’ll be offline and won’t be checking Slack or email. See you when I’m back.

[Your Name]

Example #32 — Manager/Team lead

Hi,

I’m on [vacation/leave] from [start date] to [return date]. [Name] has the authority to make decisions in my absence for anything that needs immediate sign-off.
Anything that should wait, I’ll get to it on [return date].

[Your Name]

K. Short-term absence (1 day or less)

Example #33 — Out for the Day

Hi,

I’m out of the office today, [date], and will return tomorrow morning. I’ll reply to your message then.

For urgent matters, please call me at [phone number].

[Your Name]

Example #34 — Half day / Morning only

Thanks for your email.

I’m out of office until [time] today. I’ll respond to your message this afternoon.

[Your Name]

Example #35 — In meetings all day

Hi,

I’m in back-to-back meetings today and won’t be checking email until [time/tomorrow morning]. I’ll get back to you as soon as I can.

For urgent matters, [Name] at [email] can help.

[Your Name]

L. Limited / intermittent availability

Example #36 — Checking email once a day

Hi,

I’m currently traveling and checking email once daily from [start date] to [return date].

I’ll do my best to respond within 24 hours. For anything urgent, please contact [Name] at [email].

[Your Name]

Example #37 — Partial remote / Reduced hours

Thank you for your email.

I’m working reduced hours from [start date] to [return date] and will have limited availability. I’ll respond to messages as quickly as I can but please allow up to [X] business days.

For urgent matters, please contact [Name] at [email].
[Your Name]

M. C-suite & senior leadership

Example #38 — CEO / Founder

Thank you for your message.

I’m currently on leave until [return date]. My team is fully operational for business matters, [Name/COO/EA] at [email] is the right contact.

I will personally respond to messages requiring my attention when I return.
[Your Name]

Example #39 — Executive with EA Coverage

Thank you for reaching out.

I’m out of the office from [start date] to [return date]. My Executive Assistant, [EA Name], is managing my schedule and correspondence during this time. Please contact them at [email] for anything requiring immediate attention.

[Your Name]

N. Industry-specific

Example #40 — Healthcare / Medical professional

Thank you for your message.

I’m currently out of office from [start date] to [return date]. For medical inquiries or appointments, please contact our office directly at [phone number] or speak with [Colleague Name].

For emergencies, please call [emergency number] or visit your nearest emergency department.

[Your Name]

Example #41 — Legal / Law firm

Thank you for your email.

I am out of the office from [start date] to [return date]. For matters requiring immediate attention, please contact [Colleague Name] at [email] or [phone].
Please note that this communication does not constitute legal advice, and no attorney-client relationship is formed by this exchange.

Best regards,
[Your Name]

Example #42 — Education / Academic

Thank you for your message.

I’m currently away from [start date] to [return date] and will have limited email access. I will reply to student and colleague inquiries when I return.

For urgent academic matters, please contact [Department Admin] at [email].

[Your Name],
[Title/Department]

Example #43 — Real estate agent

Hi,

Thanks for reaching out. I’m currently out of the office from [start date] to [return date].

If you’re interested in a property or have a time-sensitive question, please contact my colleague [Name] at [email] or [phone]. They’re fully briefed and ready to help.

Best regards,
[Your Name]

O. Remote & async-first teams

Example #44 — Remote team

Hey,

I’m offline from [start date] to [return date] — full async mode, no email or Slack.
Everything in flight is documented in [project tool]. [Name] is the right person to ping for anything blocking.

Back on [return date].

[Your Name]

Example #45 — Time zone coverage note

Hi,

I’m out of office from [start date] to [return date] (all times [your timezone]).
If you’re in a different timezone and your message is urgent, [Name] at [email] is available during [their hours].

[Your Name]

P. Tone variations

Sometimes the situation is the same (vacation, a few days out), but the voice needs to match your context.

Here’s the same core message written four ways.

Example #46 — Very formal

Dear sender,

Thank you for your correspondence. I am currently absent from the office from [start date] and shall return on [return date].

During my absence, please direct urgent matters to [Name] at [email address].

Yours sincerely,
[Your Name]

Example #47 — Professional / Standard

Thanks for reaching out.

I’m out of the office from [start date] to [return date]. For urgent matters, please contact [Name] at [email]. Otherwise, I’ll reply when I’m back.

Best regards,
[Your Name]

Example #48 — Warm / Conversational

Hey!

Thanks for your message. I’m taking a bit of time off and will be back on [return date]. I’ll get back to you as soon as I can after that.

Need something before then? [Name] at [email] is the right person.

[Your Name]

Example #49 — Startup / casual team culture

Hey,

Out of office from [start date] to [return date]. For anything on fire, [Name] has it covered at [email]. Everything else, I’ll catch up when I’m back.

[Your Name]

Q. Edge cases you’ll definitely face

Example #50 — When your backup is also out

Thank you for your email.

I’m out of the office until [return date]. My usual contact [Name] is also currently unavailable.

For urgent matters, please contact [Name 2] at [email] or call [phone number].
I’ll respond to all other messages when I return.

[Your Name]

Example #51 — When you left unexpectedly

Hi,

I’ve had to step away from the office unexpectedly and am not sure of my return date at this time.

For anything requiring immediate attention, [Name] at [email] is available and has been briefed. I will respond to your message as soon as I’m able.

Thank you for your understanding.
[Your Name]

Example #52 — Transitioning roles / Departing employee

Thank you for your email.

I am no longer with [Company] as of [date]. For assistance with your inquiry, please contact [Name] at [email] who has taken over my responsibilities.

Thank you,
[Your Name]

Example #53 — Taking a mental health day

Hi,

I’m taking a personal day today and will be back tomorrow. I’ll respond to your message when I return.

For urgent matters, please contact [Name] at [email].

[Your Name]

The 60-second pre-departure checklist before you leave

Run through this before your autoresponder goes live:

Start and return dates are accurate and specific.
Backup contact has been asked and has agreed to be listed.
Backup contact’s name and email are spelled correctly.
Tone matches your professional context.
No exact location, venue, or travel details included.
No promises about an immediate response upon return.
Autoresponder is activated and tested. Send yourself a test email.
Message is set to go live the evening before, not morning-of.

Two minutes now saves two hours later

The 31 emails that Monday took me almost a full morning to sort through. Not because the questions were complicated. Because the confusion had compounded.

They’d emailed a colleague who didn’t have context. That colleague had looped in someone else. By the time I got back, a straightforward question had become a thread involving four people and three different half-answers.

An out of office message set the night before would have stopped all of it at the source.

Pick the template that fits. Fill in the brackets. Verify the autoresponder is actually on and send yourself a test email if you’re not sure.

Then close the laptop and actually leave.

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Prosanjit Dhar

I’m a digital marketer passionate about turning data-driven insights into meaningful customer growth. I specialize in organic strategy and content that connects brands with real human needs.

How To Write An Out of Office Message (50+ Examples)

Why your Out of Office message matters more than you think

What every good Out of Office message includes

What to do and what to skip