Key takeaways
A good out of office message gives a return date, names a backup contact, and stays within about four lines.
Do not share private details such as medical information or exactly where you are going.
Every example below comes with a subject line and a formal and casual version where it matters.
Gmail and Outlook both let you set a date range, so the reply switches on and off by itself.
Nobody enjoys writing an out of office message. You are trying to get out the door, and the last thing you want is to compose an email.
So here are ready-made ones. Pick the situation, copy the text, swap in your dates and names, and you are done in under two minutes. After the examples you will find the rules that make an auto reply actually useful, and the exact steps for Gmail and Outlook.
What to Include in an Out of Office Message
A good auto reply answers three questions for the person emailing you:
- When will you be back? Give a specific return date, not "soon."
- Who can help in the meantime? Name a person and give their email address.
- What will happen to my message? Say whether you will reply on return or whether they should email someone else for anything urgent.
Everything else is optional. Keep it to about four lines. People skim auto replies, and the shorter the message, the more likely they are to see the backup contact.
Out of Office Message Examples
In each template below, replace the text in brackets. Each one has a suggested subject line.
Vacation
Subject: Out of office until [date]
Hello,
Thank you for your email. I am out of the office on vacation and will return on [date]. I will reply when I am back.
If your request is urgent, please contact [name] at [email].
Best regards,
[Your name]
Casual version
Subject: Away until [date]
Hi there,
I am away until [date] and will catch up on email when I am back. For anything urgent, [name] can help at [email].
Thanks for your patience,
[Your name]
Short absence (a few days or a day out)
Subject: Out of office today
Hello,
I am out of the office today, [date], and will reply to your message tomorrow. If you need help sooner, please contact [name] at [email].
Thank you,
[Your name]
Sick leave
You do not need to explain why. "Unavailable" is enough, and it protects your privacy.
Subject: Out of office
Hello,
I am currently out of the office and will have limited access to email. I expect to return on [date]. For urgent matters, please contact [name] at [email].
Best regards,
[Your name]
Parental leave (maternity, paternity, adoption)
Subject: On leave until [date]
Hello,
Thank you for your message. I am on parental leave and will return on [date]. I will not be checking email during this time.
For help with [type of work], please contact [name] at [email].
Best regards,
[Your name]
If you do not yet know your return date, write "I will be out until at least [date]" and update the message later.
Holiday closure (for a business)
Subject: Our office is closed for [holiday]
Hello,
Our office is closed from [date] to [date] for [holiday]. We will reply to your message when we reopen on [date].
For urgent matters, please call [number] or email [email].
Thank you,
The [Company] team
Conference or business trip
Subject: Traveling, limited email access until [date]
Hello,
I am attending [conference or event] until [date] and will have limited access to email. I will reply as soon as I can after I return.
For immediate help, please contact [name] at [email].
Best regards,
[Your name]
You have left the company
Subject: I no longer work at [Company]
Hello,
Thank you for your message. I left [Company] on [date], and this inbox is no longer monitored.
For [topic A], please contact [name] at [email]. For anything else, please email [general address].
I wish you all the best,
[Your name]
Urgent contact needed
Subject: Out of office, urgent requests
Hello,
I am out of the office until [date]. If your message is urgent, please write to [name] at [email], or call [number].
Otherwise I will reply when I am back.
Thank you,
[Your name]
Limited access (checking email once a day)
Subject: Limited access to email
Hello,
I am traveling until [date] and checking email once a day. I will reply to urgent messages within 24 hours. For anything that cannot wait, please contact [name] at [email].
Best regards,
[Your name]
Funny Out of Office Messages
Use humor only when your audience is internal or friendly. For clients and the public, stick to the examples above.
Thank you for your email. I am out of the office and will return on [date]. My inbox is currently resting. If it is urgent, please contact [name] at [email]. If it is not urgent, your email will be waiting politely on my return.
I am away from my desk and unreachable until [date]. Please do not expect a reply before then. For anything urgent, [name] at [email] has kindly agreed to help.
Greetings from the other side of my to-do list. I will be back on [date]. In the meantime, [name] can help with anything that cannot wait.
Out of Office Message Rules
- Give a real return date. "I will be back on 14 July" is useful. "I will be back soon" is not.
- Name a backup. Use a person, not just a team, and make sure they have agreed to cover.
- Do not share private details. Skip your destination, your medical details, and anything about your home being empty. A simple "out of the office" is enough.
- Keep it short. About four lines. If you need more, link to a page.
- Write a subject line that makes sense. "Out of office until [date]" tells the reader what they are looking at before they open it.
- Be careful about promises. Do not say you will reply within a certain time unless you are sure you can.
- Set an end date. An auto reply that is still running three weeks after your return makes you look disorganized.
How to Set Up an Out of Office Message in Gmail
These steps are from Google's help pages for the desktop version of Gmail. Gmail calls the feature a vacation responder.
- Open Gmail and select Settings (the gear icon), then See all settings.
- Stay on the General tab and scroll to Vacation responder.
- Select Vacation responder on.
- Set the first day and, if you want it to end by itself, the last day.
- Fill in the subject and the message.
- Optionally tick the box to send the reply only to people in your contacts.
- Select Save changes at the bottom.
Two details are worth knowing. Gmail generally sends one reply per sender, and it will send the same person another one only after four days, if your responder is still on. And the responder starts at 12:00 AM on the first day and ends at 11:59 PM on the last day. Check Google's own instructions for the latest version, as menus change.
How to Set Up an Out of Office Message in Outlook
Outlook calls these automatic replies. The steps depend on which version you use. These come from Microsoft's help pages.
New Outlook for Windows: Open View settings, then Accounts, then Automatic replies. Turn the toggle on, choose to send replies only during a time period, set the start and end, and type your message.
Classic Outlook for Windows: Select File, then Automatic Replies. Choose Send automatic replies, set a date range if you want one, and type your message.
Outlook on the web: Select Settings, then Accounts, then Automatic replies. Turn on the toggle and write your message.
Microsoft notes that automatic replies are not supported for Gmail, Yahoo, or other POP or IMAP accounts added to Outlook. If you use one of those, set the reply in that provider's own settings. See Microsoft's guide to setting up out of office replies in Outlook for the current steps and screenshots.
Write Your Message With AI
If you would rather not write it by hand, the free email generator can draft an out of office message to match your tone and situation. Tell it your dates, your backup, and whether you want it formal or casual, then edit the result so the details are right.
What These Templates Cannot Do
An out of office message does not guarantee that urgent mail is handled. It only tells people what to do. If a message truly cannot wait, make sure your backup knows they are covering and has access to what they need. Your employer may also have rules about what an auto reply must say, particularly in regulated or customer-facing roles, so check before you replace a company template.
Related Guides
- Email sign offs by situation: close the message well.
- How to start an email: greetings that fit.
- Writing emails with Writingful: drafts for every email you write.
