50+ Out of Office Message Examples for Every Situation 

Leaving should not be disorganized. An out-of-office (OOO) message that is written well keeps the projects on track, sets expectations straight, and safeguards your unavailability. An OOO, or an out-of-office or vacation auto-reply, is an automated message that informs the people who are sending you that you will be away soon, who can assist you until then, and what you should expect next.

What you will find out: the structure of an excellent OOO; seven pitfalls to skip; 50+ copy-paste templates to use in any situation; and how to install it step by step in Gmail, Outlook, Slack, and Microsoft Teams. The style and template system of this article is the LovingEcards OOO.

The Anatomy of a Perfect Out of Office Message

1) A Clear and Concise Subject Line

• Examples: “Out of office — back [Oct 30]”, “OOO: [Your Name] returning [Mon, Nov 3]”.
• Keep it short and include the return date.

2) The Exact Dates of Your Absence

• List start and return dates and, if helpful, a time and time zone.
  Example: “Away Oct 27–30; back online Oct 31, 9:00 AM PT.”

3) An Alternate Contact for Urgent Matters

• Name + role + email. Phone only if your policy allows.

4) A Brief, Optional Reason for Absence

• “On leave,” “on holiday,” “at a conference.” No private details.

5) A Professional Closing and Signature

• Sign off with your name, title, company, website, and (optional) phone/social. Keep the signature lightweight for deliverability.

Need the right words to show client gratitude? Check out these client appreciation message ideas.

7 Common Mistakes to Avoid in Your OOO Message

#1 Oversharing Personal Information

Keep reasons minimal—prioritize privacy, especially for medical or family leave.

#2 Making Vague Promises (“I’ll check email periodically”)

This sets unclear expectations. Either you’re away or you’re not—be definitive.

#3 Forgetting to Proofread

Typos in dates or contacts undermine trust.

#4 Providing Incorrect/Outdated Contact Info

Verify names, roles, and email addresses before you turn it on.

#5 Using an Unprofessional Tone

Humor is fine for the right audience—avoid sarcasm or in-jokes externally.

#6 Forgetting to Activate the Auto-Responder

Obvious—but common. Turn it on and test.

#7 Not Customizing for Internal vs. External Audiences

Send fuller internal details; keep external messages tighter and brand-safe.

Team tip: if multiple people need to communicate while you’re out, spin up a Group Card for the project to centralize updates.

Out of Office Message Templates

Use brackets to personalize: [Start Date] [Return Date] [Name] [Email] [Event] [Team] [Time Zone]. Keep lines ~20–40 words for clarity.

Formal & Professional

1. Thanks for your email. I’m out of the office until [Return Date]. For urgent matters, please contact [Name] ([Email]).
2. I’m away [Start Date–Return Date] with no email access. [Name] ([Email]) can assist in my absence.
3. I’ll return [Return Date, Time, Time Zone]. For immediate help, reach [Name], [Role], at [Email].
4. Out of office through [Return Date]. I’ll reply upon return. Urgent? [Name] — [Email].
5. I’m currently out and will respond after [Return Date]. Coverage: [Name] ([Email]).
6. I’m away on scheduled leave until [Return Date]. For client matters, contact [Name] ([Email]).
7. I’ll have limited access until [Return Date]. Please route time-sensitive requests to [Name] ([Email]).
8. Thank you for your message. I’m unavailable through [Return Date]. [Name] ([Email]) is happy to help.
9. I’m OOO [Start Date–Return Date]. For project updates, contact [Name] ([Email]).
10. I’ll review your note after [Return Date]. Immediate assistance: [Name] — [Email].

Vacation & Holiday

1. I’m on holiday until [Return Date] and won’t be checking email. Urgent needs: [Name] ([Email]).
2. Thanks for reaching out—on vacation [Start Date–Return Date]. Coverage: [Name] ([Email]).
3. Taking time off to recharge; back [Return Date]. Please contact [Name] ([Email]) meanwhile.
4. Out for the holidays; returning [Return Date]. For support, [Name] at [Email].
5. I’m away with family and offline until [Return Date]. Urgent? [Name], [Email].
6. Observing [Holiday] through [Return Date]. [Name] ([Email]) can assist.
7. I’m unplugged [Start Date–Return Date]; replies will follow after I return. For time-sensitive items, [Name] ([Email]).
8. Away on PTO; back [Return Date, Time, TZ]. Contact [Name] ([Email]) for immediate help.

Medical & Sick Leave

1. I’m currently on leave and away from email. For assistance, contact [Name] ([Email]).
2. I’m out on leave; return date is TBD. [Name] ([Email]) is covering.
3. I’m unavailable for an extended period. Urgent matters: [Name] — [Email].
4. I’m away and not monitoring email. Please route requests to [Name] ([Email]).
5. I’ll be offline until further notice. [Name] ([Email]) can provide support.
6. Thanks for your message—I’m on leave. Coverage contact: [Name] ([Email]).

Need the perfect words to thank your team member? Check out these coworker thank-you message ideas.

Maternity & Paternity Leave

1. I’m on parental leave until [Return Date]. For project matters, [Name] ([Email]) can help.
2. I’m away on parental leave; email won’t be monitored. Please contact [Name] ([Email]).
3. I’ll return [Return Date]. For urgent issues, reach [Name], [Role], at [Email].
4. I’m currently on leave. For clients in [Region], [Name] ([Email]) is your contact.
5. On parental leave through [Return Date]; responses will resume after my return. Coverage: [Name] ([Email]).
6. I’m unavailable while on leave. [Name] ([Email]) can assist with [Project/Account].
7. Thank you—on leave until [Return Date]. Time-sensitive? [Name] — [Email].
8. I’m out on parental leave; my inbox isn’t monitored. Please contact [Name] ([Email]).

Business Trip & Conference

1. I’m attending [Event] this week with limited email. Back [Return Date]. Help: [Name] ([Email]).
2. Traveling for client meetings [Start Date–Return Date]; replies may be delayed. Coverage: [Name] ([Email]).
3. At [Conference]; checking email intermittently. Urgent? [Name] — [Email].
4. I’ll be onsite with a customer through [Return Date]. For support, [Name] ([Email]).
5. I’m OOO at [Event]. Back [Return Date, Time, TZ]. Immediate needs: [Name] ([Email]).
6. Traveling for work; limited access until [Return Date]. Contact [Name] ([Email]).

Creative & Funny

1. I’ve stepped away from keyboards and deadlines; back [Return Date]. SOS? [Name] ([Email]).
2. Currently out of the office and into snacks. Back [Return Date]. Urgent help: [Name] ([Email]).
3. OOO status: vacation mode. ETA: [Return Date]. Real heroes: [Name] at [Email].
4. I’m off collecting sunshine and sleep. Back [Return Date]. For serious things, [Name] ([Email]).
5. Be right back—refilling creative energy. Back [Return Date]. Coverage: [Name], [Email].
6. Inbox on airplane mode till [Return Date]. Ground control: [Name] ([Email]).
7. I’m ghosting my inbox (temporarily). Back [Return Date]. Non-ghosts: [Name] ([Email]).
8. On a quest for the world’s best coffee. Return [Return Date]. Meanwhile: [Name] — [Email].
9. OOO: away from Wi-Fi, closer to trees. Back [Return Date]. Contact [Name] at [Email].
10. If this is urgent, [Name] ([Email]) is your MVP. I’m back [Return Date].

Find the right words for workplace celebrations with these professional congratulations examples.

Lead Generation & Marketing

1. I’m OOO until [Return Date]. Want answers sooner? [Book a 15-min slot] with our team or email [Name] ([Email]).
2. I’m away [Start–Return]. Explore our [resource/library] meanwhile, or reach [Name] ([Email]).
3. Thanks for your note—back [Return Date]. For demos, [Book here] or contact [Name] ([Email]).
4. I’m offline; in the meantime, see [Case Study]. Urgent? [Name] — [Email].
5. Out through [Return Date]. Start a [trial/signup link] or email [Name] ([Email]).
6. I’ll reply after [Return Date]. For pricing, visit [Pricing URL] or contact [Name] ([Email]).

After-Hours & Weekend

1. Thanks for your message—my work hours are [Hours, TZ]. I’ll respond [Next Business Day].
2. I’m offline for the evening; back [Time, TZ]. Urgent needs: [Name] ([Email]).
3. Weekend OOO: I’ll reply Monday [Time, TZ]. Immediate help: [Name] ([Email]).
4. Outside business hours. I’ll respond during [Hours, TZ]. For urgent requests, [Name] ([Email]).
5. It’s after hours here ([TZ]). I’ll circle back [Next Business Day]. Coverage: [Name] ([Email]).
6. Thanks—message received. I’ll be back online [Date, Time, TZ]. If time-sensitive, [Name], [Email].

Need a quick, branded message everyone can co-sign before you go?

Start a Free Group Card →

How to Set Up Your Out of Office Message

Gmail (Vacation Responder)

1. Open Gmail → Settings → See all settings → General.
2. Scroll to Vacation responder → On.
3. Set start/end dates, subject, and message; choose “Send only to my contacts” if desired → Save Changes.

Outlook (Windows/Mac/New Outlook & Classic)

• New Outlook: View → View settings → Accounts → Automatic Replies → toggle On, set dates/message.
• Classic Outlook: File → Automatic Replies → Send automatic replies → set date range/message.

Slack (Status)

1. Click your profile picture → Update your status.
2. Choose “⛔ Out of office,” set Remove status after…, optionally Pause notifications, then Save.
   Note: Slack posts a status; it doesn’t auto-reply to DMs without a workflow/app.

Microsoft Teams (Automatic Replies & Status)

1. Click your profile picture → Set status message → Schedule out of office.
2. Toggle Turn on automatic replies, set dates and message; optionally sync with Outlook.

Conclusion

When you disconnect, a strong OOO message keeps work flowing and boundaries intact. Use the anatomy checklist, dodge the seven pitfalls, and grab any of the 50+ templates above to set clear expectations in seconds. Bookmark this guide for your next break—and if you want help crafting workplace-friendly messages of all kinds, explore our other template libraries on LovingEcards.

P.S. If your team is celebrating a milestone while you’re away, invite everyone to sign together.

Start a Free Group Card →

Frequently Asked Questions

How long should an out-of-office message be?

Aim for 20–40 words for short OOO; 40–70 words for longer leaves. Always include dates and an alternate contact.

Is it unprofessional to use a funny out-of-office message?

Internally or with friendly clients, light humor can be fine. Keep external messages neutral and professional unless your brand explicitly allows otherwise.

Should I explain why I am out of the office?

Optional. A brief reason like “on leave” or “at a conference” is sufficient. Avoid personal/medical details.

What is the best subject line for an out-of-office email?

Short + specific: “Out of office — back [Date]” or “OOO: [Your Name], returning [Date].” Include a return date to set expectations.