20 Examples of Out of Office Messages to Inspire You (2023)

If you buy something through our links, we may earn money from our affiliate partners.To know more.

An out-of-office message, or OOO message for short, is an essential part of business communication. If you're on vacation, sick, or out of the office for whatever reason, you can set up an autoresponder message that will respond to every new email and let you know you're away. They are useful for communicating information and telling the recipient how to contact you.

Let's take a look at what out of office replies are and some examples to help you create your autoresponder.

What is an Out of Office message?

An Out of Office message is an automatic reply that you can set up in your email client when you are out of the office and have no way to check your email account. For example, you might book one in advance because you bought a ticket to a conference atmais barato Flugtagand know that it will not be available that day.

You can run it for a specific time period and add precise dates so autoresponders are only sent during those dates. The away message will automatically be sent to incoming messages on the days you choose to run the automatic message.

When is an Out of Office message required?

There are several reasons why an out of office message is needed for business communication. Above all, it's good for people to know that you're not available to respond at certain times, and that's fine.Email Etiquette.

Out-of-office emails can also let potential clients know how quickly they can expect a response from you and provide instructions on how best to contact you in an emergency.

Here are some of the top reasons why you need an OOM:

1. Business trip:Out of office messages are necessary when you are away from the office on business trips. This lets people know that they won't get an immediate response and gives them an alternative contact, for example. B. a co-worker or supervisor.
2. Vacation:Taking time off for the holidays is important to recharge your batteries and relax, but it's equally important to let people know you're gone. A vacation message can let people know you're on vacation and when you'll be back.
3. Not available:If you need to be away due to illness or an emergency, an out of office message will let your contacts know the situation and when you'll be back.
4. Client meetings:Out of office messages are great for letting people know you're away from a customer meeting and when to expect an update or response from you.
5. Training courses:If you attend a training class, let your contacts know so they don't think you're ignoring them.

Here's How to Get an Awesome OOO Message

Your out of office message should be pleasant and informative. Here are some tips on how to make your emails stand out outside the office:

Step 1: Keep It Short and Sweet

An out of office notice should be short, to the point. No one wants to read a long message only to find you don't reply right away.

Step 2: Be nice

You want your message to be polite and professional, so avoid using phrases like "out of the office until further notice" as it can come off as a bit dismissive.

Step 3: Make it Personal

If you're on vacation or at an event, consider adding something personal about what you'll be doing. This highlights your message and shows that it came from a real person and not some automated system.

Step 4: Provide clear instructions

Be sure to give clear instructions on how people can get in touch with you in an emergency or if they need something urgently.

Step 5: Add some humor

If you're feeling creative, why not add some humor to your message? It makes you stand out from the crowd and can even start conversations with your contacts.

Also, be sure to include the following information in your autoresponder email message:

• Why aren't you at the office?
• When will you return, including the date range (start date, return date, etc.) of your absence
• Other ways to contact you, such as B. A mobile number, if applicable. You can include something like "If you need immediate assistance, please contact (your cell phone number)" in your autoresponder email messages.
• Other points of contact the recipient may contact in your absence for immediate assistance, including another contact email address, phone number and/or business website.

What not to write in an out of office message

1. Avoid adding too many details to your out of office response:It may be tempting to add a long explanation, such as: B. You are in abusiness lunch, but it's best to avoid going into too much detail about n. Instead, keep your Auto Office email short and to the point.
2. No other contact information:If possible, always include another contact person in the message so you know who to contact if necessary.
3. Sending too much personal data:Injecting too much information into emails makes it difficult for readers to get the information they need. Also, adding too many personal details that the world can't see can pose a security concern, especially if you're letting people know you're not in places like your home office.
4. It is not allowed to sign a colleague:If you need to hire a colleague in their absence, get their permission first.
5. Adding that he will respond as soon as he gets back to the office:Telling everyone you'll respond as soon as you get back can be a landmine. While this is a good indication of how well you care for your customers and colleagues, it can take some time to catch up with everyone who contacted you while you were away. Be realistic so that no one feels left out when you get back.

20 Awesome Out-of-Office Messaging Examples

If you're not sure how to structure your vacation responses, we've put together sample vacation responses for different situations to help you..

1. Simple example of out of office message

This one is short, sweet, and to the point:

Thanks for your message. I will be out of the office until (date) with no access to email, will respond when I get back to the office. Thank you for your understanding.

Carefully,

(Name)

2. Professional absence message

A professional OOO message is ideal for colleagues, clients and business contacts:

Thanks for your message. I will be out of the office from (date) to (date) with limited email access. If you need immediate assistance, please contact me at my mobile number (number) or my secretary XX at (phone number).

carefully

(Name)

3. Funny distance messages

A fun holiday message can add a personal touch and show your contacts that you're alive and well and don't take yourself too seriously. Here is an example:

Thanks for the message, but this is a bot responding to you because (name) is out of the office and really trying not to check office email. They'll be back on (date) so don't hesitate to get in touch!

Gracias

or bot the e-mail

4. Out of Office autoresponder emails

If you need to send an out of office autoresponder message while you are on vacation or unavailable, here's an example:

This is an office autoresponder email as I am unavailable and do not check email. I will respond to your email when I get back to the office.

This is an automatic OOO report as I will be out of the office by (date). I will respond to your message as soon as I get back. If you need immediate assistance, please contact XX at (email) for more details.

5. Example of Out of Office message

Sick leave is a period of rest and recovery. Make sure your colleagues and contacts know you're unavailable with a message like this:

Thank you for your message, but I am currently ill or on sick leave and am unable to process emails. If you need immediate assistance, please contact the office at XX.

Thank you for your understanding

(Name)

6. Absence Message

When you go on vacation, here is an informative vacation reply email message for your contacts:

Thank you for your email. I am currently on vacation and will not be able to take calls or messages until I get back on (date). If your matter is urgent, you may contact XX at (email) for assistance. Alternatively, you can email (general company email) and someone from the team will get back to you.

Preferably,

(Name)

Also, if you want your message to stand out, add a special autoresponder to make it more fun for the reader. You can do this by linking to a GIF in your Out of Office reply.

7. Maternity leave message outside working hours

Are you on maternity leave and don't want to be upset? Autoresponders like this sample OOO message below can let your contacts know when you'll be back in the office, take the pressure out of responding to messages, and give you peace of mind:

Thanks for your message. I am currently on maternity leave with no access to email or phone calls as of (date). If your order is urgent, please contact (email). Alternatively, you can reach out to the wider team at (team email) and someone from within the company will help you as soon as possible.

all the best,

(Name)

8. Notice of Absence from Business Travel

If you are on a business trip, this sample Out of Office message can help communicate your absence and contact details:

Thanks for your message. I am traveling on business until (date) and will be returning to the office with limited email access. For immediate assistance, please contact my colleague XX at (email).

Compliments,

(Name)

9. Out-of-Office Sabbatical

Gap years are a great way to recharge and come back with new ideas. This vacation message can help you communicate your absence:

Thanks for your message. I am on sabbatical from (date) to (date) and will not be available for email or phone calls during that time. If you need assistance, contact XX at (email). Hope to be back soon!

Carefully,

(Name)

10. Out of Office Message for Personal Emergencies

Life can throw unexpected curveballs. This Out of Office message can help you communicate personal emergencies:

Thanks for your message. I am out of the office due to a personal emergency and will not be available until (date). If your matter is urgent, please contact XX at (email) for assistance.

I wish you the best,

(Name)

11. Out-of-office training

Go to higher education? This holiday message can help you share the details your contacts need to know:

Thanks for your message. I will be out of the office until (date) for a training course and will not be able to respond to emails or calls during that time. If you need assistance, contact XX at (email).

all the best,

(Name)

12. Absent for appointment

This Out of Office message can help communicate your absence when you are on your way to an appointment:

Thanks for your message. I am currently out of the office for an appointment and will not be able to respond before (date). If you need assistance, contact XX at (email).

Compliments,

(Name)

13. Leave the office message

Moving to a new office or home? This Out of Office message can help communicate your absence while you move:

Thanks for your message. I am moving and may not be able to respond to emails or phone calls by (date). If you need immediate assistance, please contact my colleague XX at (email).

Be alert,

(Name)

14th session in absentia

This out-of-office message can help you let others know you are out of the office during a meeting:

Thanks for your message. I am out of the office attending a meeting and will not be able to respond before (date). If you need assistance, contact XX at (email) for more information.

Preferably,

(Name)

15. Team away message

This out of office note is perfect for team outings as it can help you communicate relevant details that people need to know:

Thanks for your message. I am on a day trip with my team and cannot respond before (date). For immediate assistance, please contact my colleague XX at (email) and mark urgent messages as high priority.

I wish you the best,

(Name)

16. Conference away message

Thanks for your message. I am currently at a conference and will not be able to respond before (date). If your matter is urgent, please contact XX at (email) for assistance.

all the best,

(Name)

17. Message of temporary absence

OOO messages are usually tailored for a longer period of time. On the other hand, this one is created in case you are out of the office for a short period of time and contains information for those who have an urgent matter that cannot wait:

Thanks for your message. I am temporarily away and cannot respond until (date). In urgent cases, contact XX at (email).

Compliments,

(Name)

18. Out of Reach Out of Office

This one is for those out of the office and unable to respond, usually due to restricted access:

Thanks for your message. I am out of the office today and do not have an email contact and will not be able to respond before (date). For urgent matters, contact XX at (email) for assistance.

Carefully,

(Name)

19. Out of Office Vacation Messages

Check your to-do list OOO holiday message before taking a break with this universal example:

Thanks for your message. I am on vacation from (date) to (date). For immediate assistance, contact XX at (email).

Good vacation,

(Name)

20. Remote work outside the office-Nachtricht

This sample OOO message is for those out of the office but still working remotely:

Thanks for your message. I am currently working remotely and cannot respond before (date). In urgent cases, contact XX at (email).

Carefully,

(Name)

Use these sample out-of-office messages to create your own.

The away messages provided above are just a starting point for creating your own. When writing your own message, think about what customers and team members need to know and who would be the best person on the team to guide them in your absence.

These examples can give you an idea of ​​how much information you are including (or excluding) and the key components that go into creating the message.

Also, be sure to update your Out of Office messages as soon as you return to the office so your customers receive timely responses.

What is a good email autoresponder? One who generates leads

Rest assured, there is a great office message autoresponder available for you at Internet Land. However, it's a good idea to think about customizing your out of office messages for lead generation. Firstly, creating an out of office autoresponder email message is important and even more so for email marketing.

The good news is that it's surprisingly easy to create a lead generation opportunity that will get your respondent a head start. Also, examples of office messages that attract leads, convey a sense of urgency, have a clear call to action, and make the reader smile are key.

Are there any templates I can use for an out-of-office email?

Yes, you can access it cheaply.OOO Message Templateson places like Etsy. They even have customizable versions that you can tailor to your desired company message. Plus, there are plenty of online resources with free templates or word examples to help you create the perfect OOO messages for any occasion.

How do I set away status?

To set your out of office status, you must activate your out of office response. If you use a web-based email client like Gmail or Outlook, you can do this by going into the settings and turning on the Out of Office feature.

You can also access an autoresponder in your email settings, which is a great tool for setting your Out of Office status. If you're using a desktop email client, you'll need to go into that specific program's settings to enable the Out of Office message.

How do I set up an Out of Office message in Gmail?

Setting up an out of office email message in Gmail is easy! Just open your Gmail settings, select the "Vacation Reply" tab and check the box to enable the feature. Then just type in the answer you want, set a start and end date for when you leave and return to your inbox and save your changes.

You can also customize your Out of Office message to include specific contact information for urgent requests, as well as other relevant details such as expected response times.

How to set an Out of Office message in Outlook?

Setting up an Out of Office email message in Outlook is also super easy! Just open the "File" tab and select the "Send Automatic Replies" option. Then check the box to activate it, enter the desired answer and save the changes. You can customize your Out of Office message to include specific contact information for urgent requests, as well as other relevant details such as expected response times.

Final checks for your holiday emergency call center

Before leaving, you must check the following:

• Availability:Everything that appears in your autoresponder messages, including the out of office reply and the time period such as start and end dates, is not available to you.
• Formatting:Depending on your email client, an autoresponder message can sometimes have formatting issues.
• Mira:Be sure to review and see how your autoresponder messages appear on desktop and mobile before sending them out to clients and team members.
• Satisfied:Please continue to review your autoresponder messages to ensure they are accurate, clear and professional.
• Urgent matters:Be sure to provide alternate contact information such as a cell phone number or email address for urgent matters.

Once your out of office message is fully set up and ready to go, you can relax knowing that every email sent to your inbox will be responded to in a timely manner. With these 20 Sample Out of Office Messages from Small Business Trends, you're sure to craft the perfect message and start collecting leads. Good luck and good rest!

Image: Envato Elements

More in:Examples of commercial messages,customer satisfaction,operational messagesComment ▼