Out of office message examples
Below are real-world out of office examples grouped by situation. They're written the way people actually write them at work: plain, polite and short.
Copy one, swap the bracketed parts and you're done. If none fits, try the out of office generator and it'll write one around your dates and backup contact.
Out of office message examples: 12 to copy
1. Professional, external
Thank you for your email. I'm currently out of the office and will return on [date]. For urgent matters, please contact [name] at [email], who will be glad to help. Kind regards, [Your name] [Job title], [Company]
2. Professional, internal
Hi, I'm out until [date]. [Name] is covering [project/area] while I'm away and has everything they need. If something is blocking you, message [name] on [Slack/Teams]. Thanks, [Your name]
3. Half day / few hours
Hi, I'm out of the office this afternoon and back tomorrow morning at [time]. I'll reply then. [Your name]
4. Weekend
Thanks for your email. I'm away for the weekend and will reply on Monday. [Your name]
5. Training or offsite
Hello, I'm in training until [date] with very limited access to email. I'll read messages in the evenings but may not reply until [date]. For urgent requests, contact [name] at [email]. [Your name]
6. Medical leave
Hi, I'm currently out of the office on leave and will return on [date]. In the meantime, please contact [name] at [email] for anything related to [area]. Thank you, [Your name]
7. Maternity leave
Hello, I'm on maternity leave until [month, year] and won't be checking email. Please contact [name] at [email] for anything about [area]. They'll make sure it's handled. Thank you, [Your name]
8. Return date unknown
Hello, I'm out of the office and don't yet have a confirmed return date. Please contact [name] at [email] for anything you need, and they'll keep me updated. Thanks for understanding, [Your name]
9. Moving to a new role
Hi, I've moved to a new role at [Company] and no longer look after [area]. [Name] has taken over and can be reached at [email]. I've passed on all open requests. Thank you, [Your name]
10. Sales rep
Hi, Thanks for getting in touch. I'm out until [date]. If you'd like a quote or demo before then, [name] can help: [email] or book a time here: [link]. Talk soon, [Your name]
11. Teacher
Hello, I'm away from school until [date]. For anything urgent about your child, please call the main office at [phone]. I'll reply to messages when I'm back. [Your name]
12. Recruiter / HR
Thank you for your email. I'm out of the office until [date]. If you're a candidate, your application is still being reviewed and nothing is lost while I'm away. For urgent HR matters, please contact [email]. Best, [Your name]
Professional vs. friendly: which tone to pick
If most of your email comes from clients, suppliers or people you've never met, stay professional. Short sentences, a clear return date, a named backup.
If most of it comes from your own team, friendly is better. Nobody needs "Thank you for your message" from the person who sits next to them. Something like "I'm off until Tuesday, ping Sam for anything urgent" is perfect.
Outlook lets you set both: one message for people inside your organization and another for everyone else.
Copying the right one
Pick by situation first (vacation, sick, leave, travel), then by audience (internal or external). Then:
- Replace every bracket. Search the text for "[" before you save.
- Check the date format. "03/04" means different things in the US and Europe. Write "April 3".
- Send yourself a test from a different account to see how it looks.
Frequently asked questions
What is the most professional out of office message?
Something like: "Thank you for your email. I'm out of the office until [date]. For urgent matters, please contact [name] at [email]." It's polite, it gives a date, and it gives an alternative.
How long should an out of office message be?
Two to four sentences. If yours needs a scroll, it's too long.
Should an out of office message have a subject line?
Gmail asks for one. Outlook uses the original subject with "Automatic reply:" in front. If you write one, keep it to a few words, like "Out of office until May 3".
Can I use the same message for internal and external senders?
You can, but it's better to split them. Colleagues need to know who is covering which project. Customers mainly need a date and a contact.