How to Write an Effective Out of Office Message (With Examples)

Taking time off work is important for our well-being. An out of office (OOO) message is an auto responder email that is sent to your clients, colleagues, customers, or any other sender, to let them know that you are off work. Letting people know how long you are away and who will be covering in your absence is considered to be good work etiquette, as it can maintain clear communication with your stakeholders. All you need to do is write one and set it up before you leave.

Emails are one of the leading communication tools used in business. These days, people normally expect a swift response to their emails. With the widespread use of mobile phones and an omnipresent internet connection, a simple swipe could lead to inbox checks and email responses even when you are outside of working hours. Using an out of office message will:

• Reassure the sender you received their message
• Inform them who to contact in your absence especially if there are urgent matters
• Provide the sender the option to wait for your return or reach out to another colleague
• Ensures business continues smoothly until you return 

Some jobs, like estate agents or social workers, require employees to leave the office regularly. In these cases, you could also use an out-of-office message to inform clients that you will be unavailable.

Regardless of whether you are planning to be out of the office for a day or a month, we suggest using an out-of-office message to shed light on your absence. You can use the below structure to draft your out-of-office message irrespective of your absence reason or duration.

• Let the sender know you are out of the office: Whether you’re on holiday, parental leave, or in training, let others know that you are unavailable. If you like, you can also share the reason for your absence even though this is optional. This will inform the expectations of people who contact you.
• Inform them whether you have email access: Sometimes, you may be able to do some work even when you are out of the office. Others, you don’t access emails at all. Letting senders know your plan can provide extra clarity.
• Communicate your return to work date: Establish a clear time frame by putting the exact dates of when you’re away. This would give an estimate for your clients and colleagues when to expect your services to resume.
• Who to contact while you are away: It is good practice to include the name of the person covering for you along with their title and email address. However, make sure you get their approval and delegate responsibilities accordingly.
• A line that reflects your appreciation: Writing a thank you statement in your email shows that you value the interest clients and customers have in your service. Saying thanks as a sign of gratitude can go a long way in maintaining strong professional relationships.

When you are writing an out-of-office message, we suggest keeping it professional, practical, and informative. Here are some best practice tips to keep in mind:

• Avoid including too much information, as it can make the message confusing.
• Be friendly yet professional, using a tone of voice that matches your personal brand.
• Avoid apologising – you are out of the office for a reason.
• Keep it short and clear – brevity is a virtue.
• Refrain from overpromising in terms of when you will reply to your emails.
• Include all required information about who will cover for you.

Here are some templates you can use as a guide to draft your out of office message:

Maternity Leave

Maternity (or parental) leave is a type of leave for new parents. It is typically a long-term leave, so an out of office is paramount to keep people informed.

Dear Sender,

Thank you for your email.

Please note that I will be away on maternity leave from 5th Jan to 15th July 2022.

Our HR advisor, Mr. Donovan Schwartz, will be overseeing administrative procedures until I return.

You can reach him at donovans@peoplefirst.net or give him a call on 0203564555.

Best Regards,

Claire Bassett

HR Manager

Holiday

You might be really excited and thrilled about your long-awaited holiday. But don’t go in haste. Instead, make sure your clients are well informed, especially if your job is the type that requires immediate attention to emails. 

Dear Sender,

Thanks for your email.

Please note I will be out of the office on vacation from 18th March to 2nd April 2022.

For urgent matters, please get in touch with Rachel Wells, the lead nurse of the cardiology clinic, at rachelwells@hastingshospital.net or on 07589526888.

She will be managing my patients until my return.

For non-urgent queries, you can call our clinic on 0300486125. 

I truly appreciate the confidence you have shown in our services.

Kind regards,

Amanda Felton

Unit Manager

Short term

You can use the below template if you are out of the office doing some fieldwork while still having access to your emails.

Dear Sender,

Thanks for your email.

I am out of the office to assist a client from 0900 to 1300 today, 12th May, 2022.

I will have limited access to my emails during this time but I will get back to you as soon as I get back to my desk.

You can also get in touch with Michelle Hammer, our letting agent, on 0500326142.

If you want to know more about our services, listings, or other general questions please check our website on www.housinggenius.com. 

Donovan Frank

Estate Agent

Medical leave 

If you are off sick or if you have a scheduled hospital procedure that requires some time off for your recovery, you might want to include it on your OOO.  However, this is optional, so feel free to omit this information if it makes you feel more comfortable. Your colleagues and clients should recognise that it is important to respect the boundaries of privacy while you focus on your own health. 

Greetings, 

Thanks for your email.

Please note I am out of the office on medical leave from 22nd April to 10th May, 2022.

If you need information about project X, please reach out to Nina Vietch (NinaV@artattack.net), who will help you while I am away.

Regards,

Emily Brown

Project X Director