Out of Office Message Examples for Every Situation
A good out of office message does three jobs: it tells people you're away, when you'll be back, and who to contact in the meantime. That's it. Below are ready-to-copy examples for every situation, vacation, leave, travel, holidays, and your last day at a job, plus a casual and formal version of each so you can match your workplace. Swap in your own names and dates and you're done.
What makes a good out of office message
Before the examples, the short checklist. The best auto-replies are clear, not clever:
- Return date. Say when you'll be back or when you'll respond. "Limited access to email" without a date just leaves people guessing.
- An alternate contact. Name a colleague and give their email for anything urgent. Ask them first so they aren't caught off guard.
- Clarity over detail. You don't owe anyone a reason. "I'm out of the office until Monday" is a complete message.
- Set the expectation. If you won't be checking email at all, say so. If you'll reply slowly, say that instead. Don't promise a fast reply you can't keep.
Vacation out of office messages
The most common situation. You're away, you'll be back on a known date, and someone is covering.
Standard:
Hello, thanks for your email. I'm out of the office on vacation from [start date] through [end date] and will reply when I return on [return date]. For anything urgent in the meantime, please contact [Name] at [email]. Thanks for your patience.
Short and friendly:
Hi! I'm on vacation until [return date] and away from email. I'll get back to you as soon as I'm back. For urgent matters, reach [Name] at [email]. See you soon.
No alternate contact:
Thanks for reaching out. I'm out of the office until [return date] with no access to email. I'll respond to your message in the order it was received once I'm back. I appreciate your patience.
Short break (a day or two)
For a long weekend or a single day off, keep it light. People mostly want to know you'll see their message soon.
Standard:
Hi, I'm away from my desk today, [date], and will respond to your email tomorrow, [return date]. For anything that can't wait, please contact [Name] at [email]. Thanks.
Casual:
Out for the day, back [return date]. I'll reply to your note then. If it's urgent, ping [Name] at [email]. Thanks for understanding.
Parental leave
Parental leave is longer and usually means a full handoff. Name the person owning your work while you're out, and set expectations for the whole stretch.
Standard:
Thank you for your email. I'm on parental leave from [start date] until approximately [return date] and will not be checking messages during this time. For anything related to [your area or project], please contact [Name] at [email], who is covering in my absence. For all other matters, reach [Team or Manager] at [email]. I'll respond to your message when I return.
Warm and brief:
Hi, I'm out on parental leave through [return date] and away from email. [Name] ([email]) is the best contact while I'm away and will make sure things keep moving. Thanks so much, and I'll be in touch when I'm back.
Medical or personal leave
You owe no explanation here. Give a return date if you have one, name a contact, and keep it simple. If your return is uncertain, point people to a colleague rather than a date.
With a return date:
Thank you for your message. I'm out of the office on leave and will return on [return date]. While I'm away, please contact [Name] at [email] for anything that needs attention. I'll respond to your email after I return.
Open-ended return:
Hello, I'm currently out of the office on leave for an extended period. For all matters, please contact [Name] at [email], who can assist you directly or route your request to the right person. Thank you for your understanding.
Conference or work travel
You're working, just not at your usual responsiveness. Set the slower-reply expectation and give an escape hatch for urgent items.
Standard:
Hi, thanks for your email. I'm attending [conference or event] from [start date] through [end date] and will have limited access to email. I'll respond as soon as I can, likely by [return date]. For anything urgent, please contact [Name] at [email].
Networking-friendly:
Hello, I'm at [conference] this week through [end date], so my replies may be slower than usual. If you're also attending, I'd love to connect, reach me at [phone or email]. For urgent work matters, contact [Name] at [email]. Otherwise, I'll follow up by [return date].
Holiday out of office messages
Useful when the whole company is closed. Mention the office closure so people know it's not just you.
Standard:
Thank you for your email. Our office is closed for [holiday] from [start date] through [end date]. I'll respond to your message when we reopen on [return date]. For urgent matters during the closure, please contact [Name] at [email]. Happy [holiday]!
Casual:
Hi! We're closed for [holiday] and back on [return date]. I'll reply to your email then. Wishing you a great [holiday], and thanks for your patience.
Last day before leaving a job
Once you've moved on, this message has to redirect people permanently. Say you've left, give the date, and route everything to a current contact so nothing gets stranded in an inbox no one reads.
Standard:
Thank you for your email. As of [date], I'm no longer with [Company]. For ongoing matters, please contact [Name] at [email], or reach our team at [team inbox]. I appreciate having worked with you and wish you all the best.
With personal contact:
Hello, I've moved on from [Company] as of [date] and this inbox is no longer monitored. For work matters, please contact [Name] at [email]. To stay in touch with me directly, reach me at [personal email] or on LinkedIn. Thanks, and take care.
Busy or limited-response (still at work)
For deep-focus stretches, heavy project weeks, or simply managing a packed inbox. You're present but deliberately slow.
Standard:
Hi, thanks for your email. I'm heads-down on [project or priority] this week and checking email once a day, so my reply may take 24 to 48 hours. For anything urgent, please mark it URGENT in the subject line or contact [Name] at [email].
Casual:
Hey, I'm in focus mode this week and replying to email in batches, so it may take me a day or two to get back. If it's time-sensitive, ping me on [Slack or chat] and I'll jump on it. Thanks for bearing with me.
Casual vs formal: the same message, two tones
Not sure how relaxed to be? Here's one vacation message written both ways. Pick the register that fits your team and reuse the pattern everywhere else.
Casual:
Hey there! I'm off the grid until [return date] soaking up some vacation. I'll get back to you as soon as I'm back at my desk. Need something now? [Name] ([email]) has you covered. Thanks!
Formal:
Thank you for your email. I am currently out of the office and will return on [return date]. During my absence, I will not be monitoring this inbox. For urgent matters, please contact [Name] at [email]. I will respond to your message promptly upon my return. Kind regards, [Your name].
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