Out of office message templates (and a generator)
An out of office message has one job: tell people you are away, when you will be back, and who can help in the meantime. Anything else is optional.
Use the generator below if you want something tailored, or scroll down and copy one of the templates. Every one of them has been kept short on purpose. People skim auto-replies, they don't read them.
Out of office message generator
Out of office message templates: 9 to copy
1. Standard
Hi, Thanks for your email. I'm out of the office until [return date] with limited access to email. If it's urgent, please contact [colleague name] at [colleague email]. Otherwise I'll reply when I'm back. Best, [Your name]
2. Short and simple
Thanks for your message. I'm away until [return date] and will reply when I'm back. For anything urgent, email [colleague email]. [Your name]
3. Vacation
Hi there, I'm on vacation and back on [return date]. I won't be checking email while I'm away. For anything that can't wait, [colleague name] ([colleague email]) is covering for me. Thanks, [Your name]
4. Sick day
Hi, I'm out sick today and not checking email. I expect to be back on [date]. If you need help before then, please reach out to [colleague name] at [colleague email]. [Your name]
5. Business trip / conference
Hello, I'm at [event or city] until [date], so my replies will be slower than usual. I'll check email once a day. If it's time-sensitive, call or text me at [phone], or contact [colleague email]. Thanks for your patience, [Your name]
6. Parental leave
Hi, I'm on parental leave until [month, year] and won't be reading email. For [project or account] questions, please contact [colleague name] at [colleague email]. For anything else, [team email] will get you to the right person. Thanks, [Your name]
7. No backup available
Thanks for your email. I'm out of the office until [return date] and don't have anyone covering for me, so I'll answer everything as soon as I'm back. If this is about an existing order, you can check its status at [link]. [Your name]
8. For customers / clients
Hi, Thanks for reaching out. I'm away until [return date]. Our support team can help with orders, billing and account questions in the meantime: [support email or link]. They usually reply within a few hours. Best regards, [Your name] [Company]
9. Last day at the company
Hi, I've left [Company] and this inbox is no longer monitored. Please contact [colleague name] at [colleague email] for anything related to [area]. If you'd like to stay in touch, my personal email is [personal email]. Thanks for everything, [Your name]
What to include in an out of office message
- The date you're back. Use a real date, not "next week". People in other time zones read it days later.
- Who to contact instead, with their email address. Name a person, not just "my team".
- Whether you're checking email at all. "Limited access" and "not checking email" set very different expectations.
- Nothing about where you are or why, unless you want to share it. "Out of the office" is enough.
Skip the "I will respond to your email upon my return" line if your message already says when you're back. It's implied.
A few things people get wrong
Leaving the reply on after you're back. Set an end date in Gmail or Outlook so it switches off by itself.
Promising to reply to everything. If you'll have 400 emails waiting, say "if it's still relevant after [date], please resend it". Plenty of people do this and nobody minds.
Putting a phone number in an external reply. Auto-replies go to newsletters and spammers too. Use a colleague's email or a team inbox instead.
Turning it on for external senders without thinking. In Outlook you can send a different message inside and outside your organization. Internal colleagues often need more detail than clients do.
How to set it up
In Gmail, open Settings, then See all settings, scroll to Vacation responder on the General tab, add your dates and message, and click Save Changes. There's a step-by-step guide on our Gmail out of office page.
In Outlook, go to File, then Automatic Replies (classic Outlook) or Settings, Accounts, Automatic replies (new Outlook and Outlook on the web). The full steps are on the Outlook out of office page.
Frequently asked questions
What is a good out of office message?
A good one is short and answers three things: that you're away, the date you're back, and who to contact if it can't wait. Two or three sentences is plenty.
Should I say why I'm out of the office?
You don't have to. "I'm out of the office" is professional and complete. Mentioning vacation or a conference is fine if you want to, but medical reasons and personal details are nobody's business.
Should I include my return date or the day before?
Many people put the day after they're back as the reply-by date, so they have a day to catch up. For example, "I'm back on Monday the 14th and will reply by the 15th."
Is it OK to use a funny out of office message?
For internal colleagues or a casual industry, yes. For clients, keep it professional or use a light touch. See our funny out of office messages for ideas that won't embarrass you.
Do out of office replies go to everyone?
They go to everyone who emails you, usually once per sender per period. Outlook lets you limit them to people in your organization or your contacts. Gmail can limit them to your contacts or your domain.