An Out-of-Office (OOO) email is a quick automatic reply that lets people know you're not available to respond right away.
It usually says when you'll be back and who to contact if something is urgent.
In this guide, you'll find over 15 easy-to-use OOO message examples for different situations, like vacation, sick leave, family leave, work travel, or holidays.
You can copy these office message examples or adjust them to fit your role, your schedule, and how you like to communicate.
They're designed to be clear, professional, and simple to set up.
What Is an Out-of-Office Message?
An Out-of-Office (OOO) message is an automatic email reply that goes out when you're not available, like when you're on vacation, out sick, or away from work.
It lets people know you’re not checking emails, tells them when you’ll be back, and often gives another contact in case something can’t wait.
You can set it up in most email software like Gmail, Outlook, or Apple Mail. Here’s an example of where to find the setting in Gmail:
Go to Settings, then click on the “vacation responder on”. Add the date, email subject line, and your message.
Using an OOO message keeps things professional and helps others know what to expect while you're away.
Before You Hit Send: Tips for Writing a Great Out-of-Office Message
Before you set your email to auto-reply, here are a few quick tips to make your message clear, helpful, and professional:
- Keep it short and simple: Let people know you’re away, when you’ll be back, and that responses might be delayed. No need to write a novel.
- Include exact dates: Mention the start and end of your time away so there's no guessing about when you’ll return.
- Add an alternate contact (if needed): If someone might need help while you're gone, share a name and contact info for someone (business partners) they can reach out to.
- Match your tone to your role: If your job requires formal communication, keep it professional. But if you're in a casual team, a friendly tone is totally fine too.
- Stick to the basics: Only include what’s important, your availability, when you’ll be back, and who to contact for urgent stuff.
Following these simple guidelines helps you stay professional, set expectations, and keep communication smooth, even while you're offline.
15 Personalized and Simple Out-of-Office Email Examples
Below are 15 easy-to-use OOO email templates for all kinds of situations.
So if you’re out for a vacation, sick day, business trip, or just a few hours, these office message templates will help you share the right info and keep things professional while you’re away.
1. Basic Professional Out-of-Office Email
Subject Line: Out of Office – Back [Return Date]
Hi there,
Thanks for reaching out. I'm currently away from the office and will return on [Return Date]. During this date range, I’ll have limited email access and may not be able to respond promptly. For urgent matters, please contact [Alternate Contact Person] at [Contact Details].
Best regards,
[Your Name]
[Professional Email Signature]
2. Friendly Vacation Message with Limited Access
Subject Line: Out Catching Some Sun – Back Soon!
Hey!
I'm out of the office enjoying a well-deserved vacation and will be back on [Exact Dates]. I have limited access to my office email, so responses will be delayed. If you need immediate assistance, please contact [Alternate Contact Person] at [Email] or [Phone Number].
Thanks and talk soon!
[Your Name]
3. Sick Leave Office Message with Alternate Contact
Subject Line: Out Sick – Back on [End Date]
Hi,
I'm currently out on sick leave and expect to return by [End Date]. I’ll not be available to respond promptly, but my colleague [Alternate Contact] is here to help. For urgent inquiries or immediate assistance please contact [Contact Personal Details].
Appreciate your patience,
[Your Name]
4. Maternity Leave Automated Response
Subject Line: Maternity Leave – Out of Office
Hello,
Thank you for your email. I am currently on maternity leave and will return on [Start Date]. During this time, I won’t be checking office email messages regularly. For anything time-sensitive, please reach out to [Alternative Contact Information] or flag urgent messages for follow-up after my return.
Warm wishes,
[Your Name]
[Professional Email Signature]
If you still don’t have an email signature, it’s time to look at this article: Email Signature Examples
5. Holiday Season Out-of-Office Email
Subject Line: Happy Holidays – Out of Office
Hi there,
Our team is currently out for the holiday season and will return on [Office Until Date]. I’ll have limited email access, so please expect a delay in responses. For urgent matters please contact [Alternate Contact Person] at [Phone Number] or reply here marking it as “urgent.”
Wishing you a joyful holiday season!
[Your Name]
6. Conference or Business Trip Message
Subject Line: Attending a Conference – Limited Availability
Hello,
I'm attending a business event this week and will have limited access to email during this office attending trip. I’ll do my best to check messages periodically, but for immediate responses, please contact [Alternate Contact].
Thank you for your understanding,
[Your Name]
7. Personal Leave for a Family Emergency
Subject Line: Out of Office – Family Emergency
Hi,
Due to a personal matter, I’m currently away from the office and will return on [Return Date]. I won’t have access to email communication during this time. If you need immediate assistance, please contact [Alternate Contact Person Details] at [Contact Details].
Thanks for your understanding,
[Your Name]
8. Team Retreat or Offsite Event
Subject Line: Out of Office – Team Offsite
Hi there,
Our team is currently attending an offsite business event to plan for the upcoming quarter. I’ll be out of the office with limited email access until [End Date]. For urgent messages, please contact [Alternative Contact Information].
Thanks!
[Your Name]
9. Training or Certification Day
Subject Line: Training Day – Limited Availability
Hi,
I'm attending a full-day training to enhance my skills and will not be available to respond until [Return Date]. I’ll check office email when possible, but for urgent matters please contact [Alternate Contact].
Appreciate your patience!
[Your Name]
10. Business Travel with Networking
Subject Line: Out for Business Travel – Back Soon
Hello,
I’m currently on a business trip, meeting with external business contacts and new business connections. I’ll return on [Office Until Date] and respond as soon as I can. If you require urgent assistance, feel free to contact [Contact Details].
All the best,
[Your Name]
11. Half-Day Out of Office (e.g. Afternoon Off)
Subject Line: Stepping Out This Afternoon
Hi,
I’ll be away from the office this afternoon (after [Start Time]) and will be back tomorrow morning. If something needs my attention before then, please flag urgent messages or contact [Alternate Contact Person].
Thank you!
[Your Name]
12. Limited Access While Relocating
Subject Line: Relocating – Out of Office
Hi,
I’m currently in the process of relocating and will have limited email access until [Return Date]. During this time, I may not be able to reply to email communication immediately. For urgent inquiries, you can reach [Alternate Contact] at [Contact Details].
Thank you,
[Your Name]
13. Out for a Doctor’s Appointment
Subject Line: Away for Appointment – Back Later Today
Hi,
I’m out of the office for a doctor’s appointment and expect to return by [Time or End Date]. I’ll respond promptly to your message once I’m back. If it's urgent, you can reach [Alternate Contact] at [Phone Number].
Cordialement,
[Votre nom]
14. Annual Leave with a Professional Touch
Subject Line: Annual Leave – Out of Office
Hi,
I’m currently on annual leave and will return to the office today on [Return Date]. This is an automated response as I’m taking time to recharge and will not be checking my office email regularly. For urgent matters, please contact [Alternative Contact Information].
Thanks for your understanding,
[Your Name]
[Professional Email Signature]
15. Company-Wide Closure
Subject Line: Company Closed – Back on [Date]
Hello,
Our office is currently closed as part of a scheduled company-wide break. I’ll be back in the office on [Date] and will respond to your message after that. For urgent issues, please contact [Backup Contact] at [Contact Info].
Cordialement,
[Votre nom]
Track Your Out-of-Office Replies with MailTracker
Setting up the perfect Out-of-Office message is only one part of smart email communication.
Knowing when your emails are opened, even while you're offline, can give you an edge in staying informed and responsive once you're back in the office.
With MailTracker, you can:
- See when your Out-of-Office email is opened
- Monitor your email open rate right inside Gmail
- Understand how people are engaging with your message while you're out
If your message includes important info, like alternative contacts or helpful links, MailTracker makes sure it’s being seen and not missed.
