Whether you’re heading out on vacation, attending a conference, or taking some well-deserved personal time, setting up an effective out of office automatic reply is a professional courtesy that ensures your contacts know you’re away—and how to proceed in your absence.
A good OOO message doesn’t have to be lengthy or overly formal, but it should be clear, helpful, and informative. Here’s how to craft one that gets the job done.
Why out of office replies matter
Your auto-reply is often the first clue someone has that you’re unavailable. A well-written message sets expectations, maintains communication standards, and keeps things moving while you’re gone. It also helps avoid delays and confusion, especially if the sender needs assistance quickly.
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Key elements of a great out of office message
A clear statement that you’re away
Start by letting the reader know you’re not available and when you’ll return. Keep this upfront.
Example: Thank you for your message. I am currently out of the office and will return on [Date].
Dates of absence
Be specific about when you’re out and when you’ll be back. If you won’t be checking emails at all, say so.
Example: I will be away from [Start Date] to [End Date] and will not have access to email during this time.
Alternative contacts (if needed)
If someone needs immediate help, let them know who they can contact in your absence. Include names, roles, and contact info if appropriate.
Example: For urgent matters, please reach out to [Name] at [Email] or [Phone Number].
A polite sign-off
Close with a professional and friendly sign-off. This adds a human touch and maintains a polite tone.
Example: Thank you for your understanding, and I’ll get back to you as soon as I can after I return.
Best regards,
[Your Name]
Bonus tips
- Customize based on your audience: If your inbox includes both internal colleagues and external clients, consider using different messages tailored to each group.
- Set expectations for follow-up: You can mention if you’ll be catching up on emails or prioritizing certain messages when you return.
- Keep it short and to the point: No need for long explanations—clarity and brevity are key.
Example out of office templates
Hello,
I’m currently out of the office with no access to email. I’ll be back on [Date] and will respond to your message as soon as possible.
If your matter is urgent, please contact [Alternate Contact Info].
Best,
[Your Name]
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