Out of Office Message
Examples

Setting your out of office reply shouldn't take longer than packing your bags. Copy-paste these professional OOO templates for vacation, sick leave, maternity, conferences, and more. Or let our AI writer customize one for your exact situation in 5 seconds.

Templates for Every Situation

Standard Vacation

Subject: Out of Office: [Your Name]

Thank you for your email. I'm currently out of the office on vacation from [start date] through [end date] with limited access to email.

I will respond to your message when I return on [return date]. If your matter is urgent, please contact [backup name] at [backup email].

Thank you for your patience.

Best regards,
[Your Name]

📝 Best for: Most common OOO. Works for any planned vacation or PTO.

Friendly & Warm

Subject: Out of Office

Hi there! Thanks for reaching out. 

I'm currently away from the office enjoying some time off and won't be checking email until [return date]. 

If you need immediate assistance, [backup name] ([backup email]) would be happy to help. Otherwise, I'll get back to you as soon as I'm back.

Have a great day!
[Your Name]

📝 Best for: For roles where warmth matters: customer-facing, creative, small teams.

Funny / Creative

Subject: I'm on an adventure

I'm currently out of the office and probably somewhere without reliable WiFi (on purpose).

I'll be back on [return date] with a tan and a renewed appreciation for electricity. Until then, your email is safe and sound in my inbox — I promise it's not being deleted by a rogue cat walking across my keyboard.

For anything urgent, please contact [backup name] at [backup email]. They're the real hero here.

See you soon,
[Your Name]

📝 Best for: For company cultures that appreciate humor. Know your audience — skip this for law firms.

Conference / Business Travel

Subject: Out of Office: At [Conference Name]

Thank you for your email. I'm attending [Conference/Event Name] from [dates] and will have limited email access during sessions.

I may be slower to respond than usual but will do my best to address urgent matters between sessions. For immediate needs, please reach out to [backup name] at [backup email].

I'll respond to all messages by [return date].

Best,
[Your Name]

📝 Best for: When you're technically working but not at your desk.

Sick Leave (Short)

Subject: Out of Office — Returning [Date]

Thank you for your email. I'm currently out of the office and expect to return on [date].

For urgent matters, please contact [backup name] at [backup email]. I'll respond to your message as soon as possible upon my return.

Best regards,
[Your Name]

📝 Best for: Keep it vague — no need to explain why you're sick. Short and professional.

Maternity / Paternity Leave

Subject: Out of Office: On Leave Until [Date]

Thank you for your email. I'm currently on parental leave and will be out of the office until [return date].

During my absence, please direct all inquiries to [backup name] ([backup email]) who has been briefed on my ongoing projects and will be happy to assist.

I look forward to reconnecting when I return.

Warm regards,
[Your Name]

📝 Best for: Extended leave. Name a specific backup who knows your work.

Holiday Season (End of Year)

Subject: Happy Holidays — Out of Office

Happy holidays! I'm taking some time off to recharge and will be away from the office from [start date] through [end date].

I'll get back to you when I return on [return date]. For anything time-sensitive, please contact [backup name] at [backup email].

Wishing you a wonderful holiday season!
[Your Name]

📝 Best for: December/January. Everyone's doing it — keep it festive and brief.

Permanent Departure / Role Change

Subject: Out of Office: No Longer at [Company]

Thank you for your email. I'm no longer with [Company Name] as of [date].

For all future inquiries, please contact [new contact name] at [new contact email] who has taken over my responsibilities.

It was a pleasure working with you.

Best,
[Your Name]

📝 Best for: When you've left the company. Set this before your last day.

OOO Mistakes Everyone Makes

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No return date

Always include when you'll be back. 'I'm out of the office' with no date is useless to the sender — they don't know if they should wait 2 hours or 2 weeks.

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No backup contact

If someone has an urgent issue, they need a human to talk to. Always name a specific person with their email or phone. 'Contact my team' is too vague.

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Too much personal detail

'I'm having knee surgery and then visiting my in-laws in Ohio' — nobody needs this. 'I'm out of the office' is sufficient. Keep personal details out.

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Apologizing excessively

'I'm so sorry I won't be able to respond!' — you're taking time off, not committing a crime. A simple 'I'll respond when I return' is confident and professional.

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Leaving it on too long

Turn off your OOO the morning you return. Nothing says 'I'm disorganized' like getting an auto-reply 3 days after someone is back.

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Different messages for internal/external

Most email clients let you set separate internal and external OOO messages. Use it — your team needs different info than clients.

Need a custom OOO message? Let AI write it.

Paste your rough details and our AI crafts a polished out of office reply — professional, friendly, or funny. 5 seconds.

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Frequently Asked Questions

How do I set up an out of office message in Gmail?

Go to Settings (gear icon) → See all settings → General tab → scroll to 'Vacation responder.' Turn it on, set your dates, write your message, and choose whether to send to people in your contacts only or everyone. Click Save Changes.

How do I set up an out of office in Outlook?

Go to File → Automatic Replies (Out of Office). Select 'Send automatic replies.' Set your time range, write your internal and external messages separately, and click OK. Outlook lets you have different messages for inside and outside your organization.

Should I set different messages for internal and external contacts?

Yes, if your email client supports it (Outlook does, Gmail doesn't natively). Internal colleagues might need to know who's covering your projects. External contacts just need to know you're away and who to contact.

Is it okay to use a funny out of office message?

Depends on your industry and company culture. Tech startups, creative agencies, and casual workplaces? Go for it. Law firms, financial services, government, healthcare? Keep it professional. When in doubt, standard is safe.

How can AngryToPolite help with my OOO message?

Paste your rough draft or even just bullet points ('gone 2 weeks, contact Sarah, back Jan 15'). Select 'Professional' or 'Friendly' tone. Our AI transforms it into a polished out of office reply in 5 seconds. Free, no signup, 3 rewrites per day.

Should I include my phone number in my OOO?

Only if you want to be contacted. Most people set OOO specifically to NOT be reached. If you include a phone number, expect calls. Better to direct people to a backup colleague's email.

Out of Office MessageExamples