How to Write An Out of Office Message: Complete Guide with Examples
Need to step away from email without leaving colleagues or clients in the dark? This guide will teach you exactly how to write an out of office message that’s clear, professional, and useful. You’ll get step-by-step instructions, ready-to-use templates, common mistakes (and how to fix them), plus a quick checklist to copy before you go.
What Is an Out of Office Message?
An out of office message is an automated reply sent by your email system when you’re away and unable to respond. It tells senders you’re unavailable, gives a timeframe, and usually points them to alternatives for urgent matters.
Good out of office messages set expectations and reduce follow-up emails. They’re brief, polite, and provide actionable next steps for the recipient.
Step-by-Step Guide: How to Write an Out of Office Message
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Decide the tone based on your audience
Match the tone to your role and recipients. Use formal language for clients and partners, and a friendly tone for coworkers or internal teams. If in doubt, choose neutral-professional.
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State that you’re out and give dates
Start with a clear statement: you are out of the office, then list the exact start and end dates. This removes ambiguity and helps the sender know when to expect a response.
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Explain your availability and response time
Tell recipients whether you’ll be checking email and how quickly you’ll respond on return. If you won’t respond at all, say so. Example: “I will have limited access to email and will reply when I return on [date].”
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Provide an emergency or alternate contact
Include the name, role, and contact details of a colleague who can help while you’re away. If no one is available, recommend a shared inbox or specific process for urgent matters.
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Include helpful context or instructions
Depending on your role, add context: project names, ticket numbers, or steps for basic troubleshooting. This reduces back-and-forth and helps the recipient solve issues independently.
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Keep it concise
Out of office messages should be short — typically 2–5 sentences. Long explanations aren’t necessary and often get skimmed or ignored.
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Use an optional personal touch
Add a friendly sign-off or brief human touch if appropriate: “Thanks for understanding!” or “Looking forward to catching up when I return.” This keeps the message polite and personable.
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Test and update before you activate
Send a test email to yourself or a colleague to verify formatting, links, and contacts. Update the message if plans change and remember to disable the auto-reply when you return.
Templates and Examples
Below are ready-to-use templates you can copy and paste. Edit the placeholders ([...]) to fit your dates and contacts.
Formal — Client-Facing
Hello,
Thank you for your message. I am out of the office from [Start Date] through [End Date] with limited access to email. I will respond to your message when I return on [Return Date].
For immediate assistance, please contact [Colleague Name], [Title], at [email] or [phone].
Kind regards,
[Your Name]
Brief — Internal / Low-Context
Hi — I’m out of the office until [Return Date]. For urgent help, contact [Colleague] at [email]. I’ll reply when I’m back.
Friendly — Team or Regular Contacts
Hey there! I’m on leave from [Start Date] to [End Date] and will be slow to respond. If it’s urgent, reach out to [Colleague Name] at [email]. See you soon!
Last-Minute or Short Absence
I’m currently out of the office until [Time/Date]. If you need an immediate reply, please email [alternate@company.com] or call [phone]. I’ll reply as soon as I can.
If you want to generate variations quickly, try Rephrasely’s AI writer (Composer) to create tailored messages in seconds: Rephrasely Composer. It can help craft formal, friendly, or industry-specific replies based on a prompt.
Common Mistakes to Avoid
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Mistake: Being vague about dates.
Fix: Always include exact start and end dates or a specific return date to set clear expectations. -
Mistake: No alternate contact for urgent matters.
Fix: Provide a colleague’s name, role, email, and phone number so urgent requests get handled promptly. -
Mistake: Oversharing personal details.
Fix: Keep personal reasons brief or omit them (e.g., “on leave” or “traveling”), especially in professional contexts. -
Mistake: Too long or wordy messages.
Fix: Aim for 2–5 sentences. Use bullet points if you need to list contacts or instructions. -
Mistake: Forgetting to turn off the auto-reply.
Fix: Mark your calendar to disable the auto-reply on your return or automate it with the correct end date in your email settings.
Checklist — Quick Pre-Departure Review
- Have I stated the exact dates I’ll be away?
- Does the message include whether I’ll check email during the absence?
- Is there a clear alternate contact for urgent issues?
- Is the tone appropriate for recipients (formal vs. friendly)?
- Have I tested the auto-reply and verified links/addresses?
- Did I schedule or remember to turn off the auto-reply upon return?
Tips to Save Time and Maintain Consistency
Create a short library of templates for common situations: vacation, business trip, short leave, or long-term absence. Keep them in a shared document or your email signature manager for quick editing.
To speed up writing, use Rephrasely’s tools: the AI writer (Composer) can draft variations, the paraphraser can reword a message for tone, and the plagiarism checker ensures your wording is original for corporate communications.
If you’re concerned about whether your message sounds robotic or AI-generated, run it through the AI detector or the humanizer to make it read more natural.
When to Use an Advanced Out of Office Setup
For complex roles—like account managers or support leads—you may need segmented auto-replies. For example, route customer support emails to a helpdesk and client emails to an account substitute. Use rules in your email client to send different messages based on sender or subject line.
Also consider adding calendar-sharing or a link to a shared status page if your team relies on public schedules. These small adjustments reduce friction and keep workflows moving.
Example Workflow for Teams
Before you go: update project trackers, inform key stakeholders, and set your out of office with exact dates and an alternate contact. During absence: have your delegate monitor critical channels. After return: send a short follow-up to key contacts apologizing for any delay and summarizing next steps.
Frequently Asked Questions
How long should an out of office message be?
Keep it concise — typically 2–5 sentences. Include dates, availability, and an alternate contact. If more details are needed, provide a link or contact for further instructions.
Should I include a personal reason for my absence?
No, keep personal details minimal. Simple phrases like “on leave” or “traveling” are sufficient. Avoid oversharing, especially in professional communications.
Can I use AI to write my out of office message?
Yes. AI tools like Rephrasely’s Composer can generate tailored messages quickly. You can then tweak tone and details, and verify originality with the plagiarism checker or naturalness with the AI detector.