No one is at their office desk 365 days a year. Out-of-office (OOO) messages are a vital communication tool when you’re away from work. They inform senders about your absence, manage expectations, and provide alternative contacts or solutions. We’ll give you an outline to follow so you can craft your own OOO messages. To get you started, we’ll include 15 professionally written out-of-office message examples. The article will also cover reasons you should consider using this type of message when appropriate.
Crafting Effective Out-of-Office Messages: What to Include
When you’re away from the office, setting up an informative and well-crafted out-of-office message is crucial. It ensures that colleagues, clients, or customers understand your absence and provides alternative contact information. Let’s explore the essential components to include in an OOO message.
Greeting and Acknowledgment
Start your message with a friendly greeting, such as “Hello” or “Hi,” followed by an acknowledgment of the received email. Express gratitude for the message, assuring the sender that their communication has been noted.
Duration of Absence
Clearly state the dates you will be away to manage expectations. Be specific about when you’ll return to the office or regain access to your email. This allows others to plan accordingly and understand when they can anticipate a response from you.
Reason for Absence (Optional)
Including a brief explanation for your absence can help set expectations. While not always necessary, mentioning that you’re on vacation, attending a conference, or on parental leave can provide context to the recipient.
Alternative Point of Contact
Provide the name, contact details, and availability of a colleague who can assist in your absence. This ensures that urgent matters can still be addressed promptly and maintains a smooth workflow.
Urgent Assistance Instructions
If there are specific situations that warrant immediate attention during your absence, outline the steps the sender should follow to receive assistance. This could involve providing a dedicated email address or phone number for urgent matters.
Professional Closing
End your out-of-office message with a professional closing, such as “Best regards” or “Thank you.” Reiterate your appreciation for their understanding and patience while you’re away.
Signature
Include your full name, job title, and any other relevant contact information (e.g., phone number or alternate email) in your email signature. This makes it easier for the recipient to reach out to you once you’re back.
15 Best Out-of-Office Message Examples
If you aren’t confident in your writing skills yet, we’ve got your back. Below are 15 professional OOO message templates you can use. You can change them if needed, but they’re good as-is.
1. Returning on [date]
Suitable for any general out-of-office situation, providing a specific return date to manage expectations.
Hi there,
Thanks for reaching out! I’m currently out of the office and will be returning on [date]. During this time, I won’t be able to respond to emails. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email]. I’ll get back to you as soon as I’m back.
Best regards,
[Your Name]
2. Urgent inquiry, contact customer support
Use when immediate assistance is needed, redirecting inquiries to the customer support team for prompt resolution.
Hello,
I’m currently out of the office and will not be checking email until [date]. If your inquiry is urgent, please contact our customer support team at [customer support email/phone number]. I’ll respond to your message promptly upon my return.
Thank you,
[Your Name]
3. Vacation, contact colleague for assistance
Appropriate for personal vacations, offering a colleague’s contact for assistance in your absence.
Hi,
Thank you for your email. I’m currently on vacation and will not have access to email until [date]. If you require immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. Otherwise, I’ll respond to your message upon my return.
Kind regards,
[Your Name]
4. Conference attendance, contact colleague for urgent matters
Ideal during conference attendance, providing a colleague’s contact for urgent matters requiring immediate attention.
Greetings,
I’m currently attending a conference and will be out of the office until [date]. While I’m away, I won’t be able to respond to emails. If you have any pressing matters, please reach out to [colleague’s name] at [colleague’s email]. I’ll be sure to get back to you once I’m back in the office.
Best regards,
[Your Name]
5. Business trip, contact colleague for immediate assistance
Relevant for business trips, guiding senders to a colleague for immediate assistance.
Dear recipient,
I’m currently away on a business trip and will not have access to email until [date]. If you require immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll address your message as soon as I’m back.
Thank you,
[Your Name]
6. Parental leave, contact colleague for help
Use when on parental leave, offering a colleague’s contact for support or assistance.
Hello,
I’m currently out of the office on parental leave until [date]. During this time, I will not be checking my email. If you need assistance, please reach out to [colleague’s name] at [colleague’s email]. I’ll be happy to assist you upon my return.
Best regards,
[Your Name]
7. Training session, contact colleague for urgent matters
Suitable during training sessions, directing senders to a colleague for urgent matters requiring immediate attention.
Hi there,
Thanks for your email. I’m currently out of the office attending a training session until [date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll reply to your message as soon as I’m back.
Kind regards,
[Your Name]
8. Sabbatical, contact colleague for immediate assistance
Appropriate during a sabbatical period, providing a colleague’s contact for immediate assistance.
Greetings,
I’m currently on a sabbatical and will be out of the office until [date]. During this time, I won’t be available to respond to emails. If you have any urgent matters, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll get back to you upon my return.
Thank you,
[Your Name]
9. Medical leave, contact colleague for urgent matters
Use when on medical leave, offering a colleague’s contact for urgent matters requiring immediate attention.
Dear recipient,
I’m currently away on medical leave and will not be checking email until [date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll address your message once I’m back in the office.
Best regards,
[Your Name]
10. Time off, contact colleague for immediate assistance
Suitable for general time off, giving a colleague’s contact for immediate assistance.
Hi,
Thanks for your message. I’m currently taking some time off and will not be available until [date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll respond to your email as soon as I’m back.
Kind regards,
[Your Name]
11. Company retreat, contact colleague for urgent matters
Relevant during company retreats, guiding senders to a colleague for urgent matters requiring immediate attention.
Hello,
I’m currently out of the office attending a company retreat until [date]. During this time, I won’t be able to check my email. If you require immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll get back to you upon my return
Thank you,
[Your Name]
12. Business trip, contact colleague for urgent matters
Appropriate for business trips, providing a colleague’s contact for urgent matters requiring immediate attention.
Hi there,
I’m currently on a business trip and will be away from the office until [date]. While I’m away, I won’t be checking email. If you have any urgent matters, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll reply to your message as soon as I’m back.
Best regards,
[Your Name]
13. Personal leave, contact colleague for assistance
Use during personal leaves, offering a colleague’s contact for support or assistance.
Dear recipient,
Thank you for your email. I’m currently taking a personal leave and will not be available until [date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll address your message upon my return.
Best regards,
[Your Name]
14. Family event, contact colleague for immediate assistance
Ideal during family events, directing senders to a colleague for immediate assistance.
Hello,
I’m currently out of the office for a family event and will not have access to email until [date]. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll respond to your message as soon as I’m back.
Thank you,
[Your Name]
15. Vacation, contact colleague for urgent matters
Suitable for vacations, offering a colleague’s contact for urgent matters requiring immediate attention.
Hi,
Thanks for reaching out. I’m currently on a well-deserved vacation and will not be checking my email until [date]. If your request is urgent, please contact [colleague’s name] at [colleague’s email/phone number]. I’ll get back to you upon my return.
Kind regards,
[Your Name]
What NOT to Include in Your OOO Messages
Now that we’ve reviewed how you can craft relevant out-of-office messages and provided a few templates you can start with, here are a few things to avoid:
- Avoid providing excessive personal details or reasons for your absence.
- Refrain from leaving out specific dates or providing vague timelines.
- Do not forget to include alternative contact information for urgent matters.
- Avoid using overly casual or unprofessional language in your message.
- Don’t forget to update your out-of-office message if your return date changes.
- Avoid lengthy or wordy messages; keep them concise and to the point.
- Refrain from leaving out a professional closing or your contact information in the signature.
- Avoid using humor or sarcasm that may be misunderstood.
Why Out-of-Office Messages Are Important
In this section, we’ll explore why OOO messages are important in maintaining professional relationships and ensuring effective communication.
Setting Expectations
OOO messages help set clear expectations by informing others about your unavailability. By specifying the dates of your absence, you provide a timeframe within which the sender can anticipate a response. This avoids frustration and helps manage their expectations accordingly.
Providing Alternative Contacts
In the absence of an OOO message, senders may feel left in the dark or uncertain about who to contact in urgent situations. OOO messages address this issue by providing alternative points of contact, such as colleagues or customer support. This ensures that important matters can still be addressed promptly, maintaining productivity and customer satisfaction.
Preventing Miscommunication
Without a relevant message, there is a risk of miscommunication or unanswered queries. OOO messages act as a safety net, assuring senders that their email has been received and will be addressed upon your return. This reduces confusion, prevents misunderstandings, and maintains a positive professional image.
Enhancing Professionalism
Using these messages reflects professionalism and respect for others’ time. It shows that you value open communication and strive to keep colleagues, clients, and customers informed. OOO messages demonstrate your commitment to maintaining effective communication even when you’re unavailable.
