An out-of-office message tells people you are away, when you will return and who can help in the meantime. Written well, it keeps clients and coworkers informed and protects your time off.
Below are 6 out-of-office message examples for common situations, followed by a free builder with three starting points. Make your own, then print it or copy it into your email auto-reply.
AdvertisementThe people, employers and dates in these examples are fictional. Replace them with your own.
6 Out of Office Message Examples
Quick jump: VacationBusiness tripHolidaysSick leaveUrgent contactParental leaveFree out-of-office message builder
Out of Office Message for Vacation
Hello,
I am out of the office on vacation from Monday, June 2 through Friday, June 13, and I will return on Monday, June 16.
I will have no access to email during this time. If your message is urgent, contact my coworker, Sarah Miller, at sarah.miller@example.com. Otherwise, I will reply as soon as I return.
Thank you for your patience.
Best regards,
Jessica Johnson
Account Manager
Out of Office Message for a Business Trip
Hello,
I am traveling for a conference from Tuesday, March 10 through Thursday, March 12, and I will return to the office on Friday, March 13.
I will check email in the evenings and may reply more slowly than usual. If you need an answer sooner, contact David Brown at david.brown@example.com or call our main office at 555-0142.
Thank you for understanding.
Best regards,
Michael Smith
Sales Director
Out of Office Message for the Holidays
Hello,
I am out of the office for the holiday break from Wednesday, December 24 through Friday, January 2, and I will return on Monday, January 5.
I will not be checking email while our office is closed. If you need help sooner, contact Emily Davis at emily.davis@example.com. I will reply to your message when I return.
Wishing you a happy and healthy holiday season.
Warm regards,
Ashley Williams
Customer Support Lead
Out of Office Message for Sick Leave
Subject: Out of Office: Limited Access This Week
Hello,
I am out of the office this week for health reasons and expect to return on Monday, November 17.
My coworker, Robert Jones, is covering my work and can help at robert.jones@example.com. I will reply to your message when I return.
Thank you for your patience.
Best regards,
Daniel Miller
Project Coordinator
Out of Office Message With an Urgent Contact
Subject: Out of Office Until Monday, August 11 (Urgent? Read Below)
Hello,
I am out of the office from Monday, August 4 through Friday, August 8, and I will return on Monday, August 11.
If your matter is urgent, put URGENT in the subject line of a new email to support@example.com, and our team will respond within one business day. For all other messages, I will reply when I return.
Thank you,
Jennifer Taylor
Operations Manager
Out of Office Message for Parental Leave
Subject: Out of Office on Leave Until Monday, February 2
Hello,
I am out of the office on parental leave from Monday, November 3 through Friday, January 30, and I will return on Monday, February 2.
While I am away, my colleague, Christopher Anderson, will manage my accounts. You can reach him at christopher.anderson@example.com. Thank you for your understanding.
Best regards,
Amanda Thomas
Account Executive
Free Out-of-Office Message Builder
Step 1. Which situation fits you?
Step 2. How will you handle urgent items?
Step 3. Tap the lines to add. Keep the message short.
Step 4. Click any text in the out-of-office message below and type or modify to make it yours.
Replace the dates, names, emails and phone number with your own, and test the auto-reply by emailing yourself. Delete any line that does not fit.
Subject: Out of Office: Message From Jessica Johnson
Hello,
I am out of the office on vacation from Monday, June 2 through Friday, June 13, and I will return on Monday, June 16.
I am out of the office on a business trip from Tuesday, March 10 through Thursday, March 12, and I will return on Friday, March 13.
I am out of the office for the holiday break from Wednesday, December 24 through Friday, January 2, and I will return on Monday, January 5.
I will have no access to email during this time. If your message is urgent, contact my coworker, Sarah Miller, at sarah.miller@example.com.
I will check email only in the evenings. If your message is urgent, put URGENT in the subject line, or contact my coworker, David Brown, at david.brown@example.com.
I will not be checking email while our office is closed. If you need help sooner, contact my coworker, Emily Davis, at emily.davis@example.com.
I will be back on my regular schedule on my return date.
My coworker is covering my work and can help with any request.
You can reach my coworker at the email above.
For urgent matters, put URGENT in the subject line.
I will reply to your message as soon as I return.
I am sorry for any delay this may cause.
I am taking time away with my family.
I will have limited access to email and may reply slowly.
For urgent matters, you can call our main office at 555-0142.
You can also write to our team inbox at support@example.com.
Thank you for your patience and understanding.
I look forward to working with you when I return.
Best regards,
Jessica Johnson
Account Manager
To save your out-of-office message: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the out-of-office message prints. To copy it, select the text inside the out-of-office message and press Ctrl+C or Cmd+C.
Which Starting Point Fits You?
| Your situation | Builder choice | What to include |
|---|---|---|
| A week or two off | Vacation | Dates, return day and a backup contact |
| Travel for work | Business trip | Limited email note and an urgent contact |
| Office closure | Holiday break | Closure dates and a warm closing |
How to Write an Out-of-Office Message
| Step | What to write | Source |
|---|---|---|
| 1. Dates | Give the date you leave and the date you return | Indeed |
| 2. Contact | Name an alternate person and give their email | Indeed |
| 3. Availability | Say whether you are fully unavailable or will handle urgent items only | Indeed |
| 4. Tone | Choose a tone that fits your workplace, with a brief apology and a reason if you like | Indeed |
| 5. Set up | Turn on the auto-reply before you leave | Indeed |
Out-of-Office Subject Lines
| Use this subject line | When |
|---|---|
| Out of Office: Back on Monday, June 16 | A clear, standard message |
| Out of Office Until June 16 (Urgent? Read Below) | When urgent matters can reach someone |
| Out of Office: Happy Holidays, Back January 5 | Holiday closures |
| Out of Office: Traveling Until March 13 | Business travel |
Mistakes to Avoid
- No return date. Senders will not know how long to wait.
- No backup contact. Name one person and give their email.
- Too much detail. Skip private reasons and long travel plans.
- Forgetting to test it. Send yourself a message first.
- Typos. Proofread twice.
Out-of-Office Checklist
Tick each item as you finish. Your message is ready when the counter reaches 10.
Frequently Asked Questions
What should an out-of-office message say?
Say that you are away, give your return date, name an alternate contact with their email and say whether you will check messages. Indeed also suggests a brief apology and reason.
Should I include a return date?
Yes. A return date tells senders when to expect a reply and whether to contact someone else.
Who should I name as my backup contact?
A coworker who knows your work and has agreed to help. Include their name and email.
How do I mark an urgent message?
Tell senders to add URGENT to the subject line, or give a team inbox or phone number for urgent matters.
Do I need to explain why I am away?
No. A reason is optional. Keep it brief and leave out private details.
What tone should I use?
One that fits your workplace. Business settings call for formal and short, while friendly teams can be warmer.
When should I set it up?
Before you leave. Send yourself a test message to confirm it works.
Should I check email while away?
Only if you say so in the message. If you will not, say that, and give a backup contact.
Should I apologize in the message?
A short apology for any delay is polite, but it is optional.
When should I turn it off?
On your first morning back, so senders no longer see an old return date.
Conclusion
A good out-of-office message is short and clear. Give your return date, name a backup person and say how to reach them. Use the builder above to write yours before your next day off.
Related Reading
- Sick day email sample
- Not feeling well email to manager
- Unplanned leave mail to manager
- Emergency leave request for tomorrow
Sources: Indeed Career Guide, 25 Ways To Write Your Holiday Out-of-Office Message. The example messages, people and dates are fictional.