How Do You Write an Out-of-Office Message? [With Examples]

Out-of-office (OOO) messages, also known as autoresponder messages, are automatic and customizable replies used to inform and assist email senders while you are away from work. OOO messages need to mention specific details in the email/text reply so that it answers the potential questions about the reason for your unavailability and duration. You should also address any help to support the motive.

If you are a business person thinking about heading out for a holiday or on sick leave, creating an out-of-office message for your clients will keep them informed and tell them how to proceed in your absence. An out-of-office message helps you maintain professionalism and brand reputation by enhancing customer service and lasting customer relationships.

By the name itself, ‘Out-of-office’ refers to when a person is away from his/her office or inaccessible. When you are unavailable, you can use OOO messages, irrespective of their reason and duration, such as:
 

• Taking a personal day off
• Going on a vacation
• Attend professional meetings
• Taking maternity or sick leave 
• Going for a doctor’s appointment
• For any private reasons

Out-of-office messages are customizable and are used in different sectors, such as academia, business, corporate, and others. Regardless of whichever industry you belong to, you can use OOO messages to facilitate your colleagues’ and clients’ concerns.

You must consider a few things to follow and avoid while writing an OOO message to facilitate message senders without being irrelevant and incompetent.
 

• Answer the reason and duration of your unavailability, along with the return date. 
• Give suggestions on how to proceed or who to contact for immediate assistance.
• Provide a colleague's contact information with their consent and for urgent matters only.
• Provide any important information you think the sender might require.
• Keep it simple and concise, and only give necessary information.
• Do not announce an immediate reply upon your return since going through all the emails takes time.

Since OOO messages can be sent for different reasons, there are specific message formats you can follow to send messages for your situation. Below is

• “Hello there! Thank you for your email. I am currently away from the office on an extended leave until [date]. For any urgent matters, please contact [contact person details].”
• “Hey there! I am taking some time off to recharge and gather new inspirations. I will return on [date] and be ready to dive back into work. Cheers!”

• “Thank you for your message. I am currently at [meeting name] and will be available to answer your queries only after [date]. For any urgent matters, you can contact [contact person details].”
• “Hello there! I am attending [conference name] right now at [location]. I will be out of the office from [start date] to [end date] and will respond to your message after [date].”

• “Thank you for your email. I am on maternity/paternity leave until [date] and look forward to reconnecting upon my return. For any emergency, you can contact [contact person details]."
• “Hello there! I am currently out of the office due to a cold. I expect to recover and be back at work by [date]. Thank you for your message.”

• “Hi! Thanks for reaching out. I am currently out of the office due to a personal emergency and expect to return by [date]. If you need emergency help, please contact [contact person details].”
• “Greetings! I am currently dealing with an emergency and will not be in the office until [date]. Thank you for your understanding.”

• “Greetings! I am on medical leave and cannot access email until [date]. I appreciate your understanding. Thank you.”
• “Hello there! I am out of the office for medical reasons and plan to return to work by  [date]. For urgent matters, please contact [contact person details]. Thank you for your patience.”

Professional out-of-office messages provide essential information without extra frills. However, a creative, funny message might be assistive in less formal industries or company cultures.

Professional OOO Message Example:
“I am out of the office for [reasons] and will return on [date]. Please contact [contact person details] for immediate assistance. Thank you for your understanding.”

Creative OOO Message Example:
“Hey! I’m off on a mission to explore Mars and will be back on Earth by [date]. If you need expert advice, please contact my steward [contact person details]. Thank you.”

Multiple users use multiple mail services depending on the ease of use, functionality, and security reasons. Concerning the mail services that are widely used for email marketing, most companies use market dominants like Gmail, Outlook, and Yahoo Mail. Each mail service provider has a different setup for OOO/automated emails.

1. Sign in and open your Gmail. 
2. Click ‘Settings’ and select ‘Vacation Responder’. 
3. Design the layout of your OOO message, setting the date, subject, and message.
4. Allow your contacts to see your vacation reply.
5. Click ‘Save Changes’.

1. Sign in and open your Outlook. 
2. Click ‘File’ and select ‘Automatic Replies.’
3. Choose ‘Send Automatic Replies’. 
4. Set your duration, message, and internal or external messaging. 
5. Click ‘OK’ and activate automated messaging.

1. Sign in and open your Yahoo Mail. 
2. Click ‘Settings’ and select ‘More’.
3. Select ‘Vacation Response’ and enable vacation response.
4. Select the response duration and enter your message.
5. Click ‘Save’.

Running a business can be challenging at times especially if you are the key person juggling between several operations daily. With so many operations to take care of, it can become impossible for you to take the time to reboot.

Calilio’s auto-reply feature sends autoresponder messages and eliminates the headache of interacting with customers whenever you are out of the office. Using autoresponder messages shows clients your accountability and reflects upon your business ethics.

Besides, offering prompt solutions to customer needs separates you from your competitors and helps your business grow in the long term. With Calilio’s easy-to-use interface and automatic assistance, you will facilitate people trying to reach you and promote good business ethics.

A professional out-of-office message should provide information and assistance while reflecting your professionalism and personal character. For example, Greetings! Thank you for your message. I am currently away from the office for [reason] and expect to return by [date]. Please contact [designation] via [contact information] for immediate assistance.

Out-of-office messages can be sent anytime for whatever reasons you are unavailable, such as vacation, sick leave, medical reasons, or other personal reasons.

An out-of-office message lets you inform your clients about your unavailability and tells them how to proceed in your absence. It separates you from your competitors, builds a strong brand image, and strengthens customer relationships.

Your out-of-office message must be to the point and explain the reason for your unavailability, duration, and, if possible, alternate contact for urgent matters.