15 Best Out of Office Email Templates

In one survey, nearly 28% of respondents in the United States expected a reply to an email within an hour. However, it’s not always possible to respond that quickly. People take time off, get sick, or have other commitments that keep them away from their inbox.

An out-of-office (OOO) message lets others know you’re currently unavailable and sets clear expectations around your response. It also helps direct urgent matters to the right person while you're away.

This blog covers how to write a compelling OOO message, what to include, what to avoid, and provides 15 clear templates for different situations.

What Is an Out-of-Office Message?

An out-of-office (OOO) message is an automated email reply that alerts senders you're temporarily unavailable. These messages are commonly activated when you're away for vacation, medical leave, business travel, or other reasons.

Key Elements of Effective Out-of-Office Messages

Here are the must-have elements in every out-of-office message:

1. Reason and Duration

• Mention the reason for your absence if appropriate (e.g., vacation, medical leave).

• Clearly state the start and end dates.

2. Alternative Contacts

• Provide the name, role, and email/phone of a colleague who can be contacted in your absence.

• If no replacement is available, note when you’ll respond.

3. Expected Response Window

• Be realistic about when the sender can expect a reply.

• Avoid phrases like "I'll respond immediately upon return" unless you genuinely can.

How to Write a Good Out-of-Office Message

Follow these practices to write a message that is helpful and appropriate:

Structure and Tone

Begin with a clear, single paragraph. Focus on brevity, professionalism, and actionable next steps. Mention your return date and backup contact without over-explaining.

Example:
“Thank you for your message. I’m currently out of the office and will return on [Date]. If your matter is urgent, please contact [Colleague’s Name] at [Contact Info]. I’ll respond as soon as I can upon returning.”

Checklist for Clarity

• Use a clear subject line: “Out of Office: [Your Name]”

• Keep the body under 5 sentences.

• Avoid long intros or closings.

• Include the exact return date.

• Add a backup contact if needed.

• Proofread for grammar and tone.

Professional Etiquette

• If your inbox has high volume, mention it to set response expectations

• Never leave auto-replies enabled beyond your actual absence

• Avoid emojis or informal phrases in professional settings

Tired of writing the same replies every day? NewMail’s Smart Drafts feature writes your responses for you based on your style, your context, and the thread itself. You review, personalize, and send. No more starting from scratch.

What to Avoid in an Out-of-Office Message

Here are a few things that are best left out of your OOO message:

1. Too much detail: There’s no need to list your travel plans or personal schedule.

2. Private information: Health reasons, family matters, or specific locations can usually be kept out.

3. Typos and grammar mistakes: These can make a bad impression, especially in external communication.

4. Over-promising: It’s better to say you’ll respond soon after you’re back than to promise an immediate reply.

Also Read: How to Keep Your Gmail Inbox Organized

15 Out-of-Office Email Templates You Can Copy

Below are 15 effective and ready-to-use templates of out-of-office emails. These templates cover a wide range of out-of-office scenarios. Each one includes a subject line and body that you can copy or adapt. Personalize it with your return date, alternate contact, or internal notes if needed.

1. Basic Out-of-Office (Short Leave)

This message is meant for brief absences like a single day away from the office,  where you're not entirely offline but may be slow to respond.

Subject: Out of Office for Short Leave (May 14)

Thank you for your email. I’m currently out of the office on short leave and will return on May 15. I may not be able to respond right away. If your matter is urgent, please reach out to [Alternate Contact Name] at [Contact Info].

Best,

[Your Name]

2. Vacation Leave

This one is best when you're on a full vacation and won’t be checking your inbox at all. It lets people know you're offline and points them to the right contact.

Subject: Out of Office for Vacation (May 20–27)

I’m currently on vacation from May 20 to May 27 and will not be checking emails during this time. If your request is urgent, please contact [Colleague’s Name] at [Contact Info]. I’ll respond when I’m back.

Kind regards,

 [Your Name]

Also Read: Productivity Strategies and Tips for Effective Email Management

3. Sick Leave

This message should be used when you're unwell and completely unavailable to respond to emails.

Subject: Out of Office for Medical Leave (May 10–14)

I’m currently on medical leave and will not be monitoring email during this time. I expect to return on May 15. For urgent issues, please contact [Alternate Contact Name].

Thanks for your patience,

[Your Name]

4. Parental Leave

This one is intended for longer absences due to maternity, paternity, or adoption leave. It makes your status clear and directs people to a colleague.

Subject: Out of Office for Parental Leave (June–August)

I’m currently away on parental leave and will return in September. During this time, I won’t be checking email. For anything that needs attention, please reach out to [Colleague’s Name] at [Contact Info].

Warm regards,

[Your Name]

Conveying parenting emotions in a work setting is always hard, but staying clear about your availability doesn’t have to be. NewMail helps you manage transitions smoothly by prioritizing the right messages and drafting thoughtful replies for when you return.

5. Conference or Business Travel

Use this message when you're away attending a work-related conference or event and may have limited access to your inbox.

Subject: Out of Office for Conference Attendance (May 13–16)

I’m attending a professional event from May 13 to May 16 and will have limited access to email during this period. If you need immediate assistance, please contact [Contact Name] at [Contact Info].

I look forward to reconnecting once I’m back.

[Your Name]

6. Public Holiday Closure

This message is useful when your office is closed due to a national or public holiday, and no one will be available during that time.

Subject: Out of Office for Public Holiday (May 27–28)

Our office will be closed from May 27 to May 28 in observance of the [Holiday Name]. I’ll get back to your message as soon as possible once we reopen.

Best wishes,

[Your Name]

7. Internal Team Notification

This one is best for internal colleagues who just need to know you're away and who to contact while you're out.

Subject: Out of Office for Internal Notification (May 18–22)

Hi Team,

I’ll be out of the office from May 18 to May 22. If you need anything in the meantime, please contact [Colleague's Name] at [Contact Info].

 Thanks and speak soon,

 [Your Name]

Also Read: How to Prioritize Emails in Gmail

8. Lead Generation Plug

This message allows you to set an out-of-office notice and share a product or link for leads to explore while you're away.

Subject: Out of Office for Campaign Week (May 20–24)

I’m away from May 20 to May 24, but I wanted to share something useful in the meantime. Check out our latest [Product/Update] here: [Link]. For urgent queries, please contact [Colleague’s Name].

Look forward to speaking soon,

[Your Name]

9. Remote Work With Delay

Use this when you're working offsite or while traveling, and you expect to be slower than usual in responding.

Subject: Out of Office for Remote Work (May 14–17)

I’m working remotely from May 14 to May 17 with limited access to email. I may take longer to reply. For urgent concerns, contact [Colleague’s Name] at [Contact Info].

Appreciate your understanding,

 [Your Name]

If you're managing emails while working offsite, tools like NewMail can help. It highlights what needs your attention, tracks follow-ups, and drafts responses so you can reply faster even when your schedule isn’t.

10. Job Role Transition

This message helps redirect communications when you've moved out of a role or project and someone else is taking over.

Subject: Out of Office for Role Transition (Effective May 1)

I’ve moved on from this role as of May 1. Please reach out to [New Contact Name] at [Email] for ongoing matters related to this account or project.

Wishing you the best,

[Your Name]

11. Freelancer Unavailable

This template is great for freelancers or consultants who are temporarily stepping away from client work.

Subject: Out of Office for Personal Break (May 15–20)

 I’m currently unavailable from May 15 to May 20 and will not be monitoring email during this time. If something is urgent, please contact [Backup Contact Name].

Talk soon,

[Your Name]

Also Read: A Complete Beginner's Guide on How to Use Email Automation

12. Humorous Style

Use this when your brand tone allows for playfulness, and you want to make your absence message memorable.

Subject: Out of Office for Adventure (May 10–14)

 I’m off on an adventure (possibly with a fishing rod or catching up on sleep) and won’t read emails until May 14. For anything urgent, contact [Colleague’s Name].

Catch you later,

[Your Name]

13. Delayed Response Alert

This one works well when you're still technically working but are behind or occupied, and want to manage expectations.

Subject: Out of Office for Limited Availability (May 9–12)

I’ll have limited access to email between May 9 and May 12. You may experience a delay in response. I’ll get back to you as soon as I can.

Thanks for bearing with me,

[Your Name]

14. Annual Leave

Use this for planned, formal leave that isn’t a holiday or vacation—just personal time away from work.

Subject: Out of Office for Annual Leave (May 6–10)

I’m on annual leave from May 6 to May 10 and will not be checking emails during this period. Please contact [Colleague Name] if something needs immediate attention.

Kind regards,

[Your Name]

15. Company-Wide Closure

This message applies when your entire company or department is shut down, and no one will be responding to emails.

Subject: Out of Office for Company Closure (Dec 25–Jan 1)

Our entire team will be offline from December 25 through January 1 for a scheduled company closure. We’ll be back online on January 2 and will respond then.

Sincerely,

[Your Name]

Also Read: Top AI Email Management Tools for Inbox Cleanups in 2025

How to Set Up an Out-of-Office email templates in Gmail

If you're using Gmail, you can set your out-of-office reply using the built-in Vacation Responder feature. Here’s how to do it step by step:

1. Go to Gmail Settings

• Open Gmail on desktop.

• Click the gear icon in the top right.

• Select “See all settings.”

2. Scroll to ‘Vacation Responder’

• In the General tab, scroll down to the section labeled Vacation responder.

• Set the start date and end date for your automatic reply

3. Write Your Message

• Add your subject line (e.g., Out of Office for Vacation May 20–27)

• Paste your auto-reply message in the body field.

• Use plain formatting, avoid complex signatures or embedded images.

• Double-check contact names and phone numbers.

4. Choose Your Audience

You’ll see two checkboxes:

• Send responses only to people in my Contacts

• Send responses only to people in my domain (if using Google Workspace)

Leave both unchecked if you want your reply sent to everyone who emails you.

5. Turn It On

• Click Save Changes

• Gmail will automatically activate your out-of-office message at midnight on the start date and disable it after the end date unless you turn it off earlier.

Conclusion

A good out-of-office message tells people when you’ll be back and what to do while you’re away. That’s all it needs to do. Use any out-of-office email template that fits your situation, include the right contact info, and test it once before stepping away.

NewMail helps you stay ahead, even when you’re not in your inbox. It ranks emails based on what matters to you, tracks action items in a live to-do list, and drafts responses to high-priority messages so you’re not starting from scratch. 

Get started with NewMail for free.