Sunscreen? Packed. Passport? Ready. Hawaiian shirt? Definitely. But before you switch off and head out for that long-awaited break, there’s one last important task to complete: setting up your out-of-office (OOO) email.

This automatic response isn’t just a formality. It helps you stay professional and ensures smooth communication with colleagues, clients, and partners while you’re away. Beyond vacations, OOO messages are useful during business trips, training sessions, public holidays, or medical leave.

So, how do you craft a great out-of-office message? Let’s go over the key elements and explore 12 customizable examples for any scenario.

How to write an effective out-of-office message

To make your message clear and helpful, include the following components:

  • A subject line that communicates your absence

  • A brief explanation of why you’re away

  • Exact dates of departure and return

  • An expected response timeframe

  • An alternative contact person, if relevant

  • A courteous thank-you to close the message

Let’s explore each one in more detail.

Start with a clear email subject line

When you create your OOO message, make sure the subject line clearly announces your unavailability. A simple phrase like “Out of office from [date] to [date]” or “On vacation until [date]” lets the recipient know they shouldn’t expect an immediate reply.

This small detail sets expectations right from the start.

Explain the reason for your absence (briefly)

After a warm greeting, let the sender know why you’re not available. Be clear but concise—no need to overshare. Saying “I’m currently on leave” or “I’m attending a work conference” is sufficient.

Transparency builds trust, but too much detail can come off as unprofessional or irrelevant.

Include specific dates

Always include the exact dates of your absence and your return. This helps the sender plan accordingly and shows that you’re respectful of their time.

For example:
“I’ll be away from July 10 to July 21 and back in the office on July 22.”

Set expectations around response time

Let your contact know when they can expect a reply. Avoid vague terms like “soon” or “asap.” Instead, use specific timeframes like “within 48 hours of my return” or “by July 23.”

You can even add a light, friendly note like “I’ll respond after my first coffee back at my desk.”

Offer an alternative contact

If someone is covering for you, provide their name and contact info. This keeps projects moving forward and shows you’re still thinking of your clients or colleagues, even while you’re away.

Just be sure to confirm with your colleague first—and offer to return the favor when it’s their turn.

End with a polite thank-you

Wrap up your message with a simple thank-you. This adds a professional tone and reminds the sender that you appreciate their patience.

Finally, sign off with your standard professional email signature.

12 out-of-office message examples for every occasion

Now that you know what to include, here are 12 ready-to-use out-of-office templates for different situations.

Vacations and time off

1. Standard vacation message
Subject: Out of office from [date] to [date]

Hello,
Thank you for your message. I’m currently on vacation from [date] to [date] and will respond upon my return on [date].

For urgent matters, please contact [colleague’s name] at [email or phone].

Best regards,
[Your full name]

2. Summer holiday message
Subject: On summer break from [date] to [date]

Hi there,
I’m away on summer holiday and will return on [date]. For immediate assistance, please reach out to [colleague’s name] at [contact details].

Thank you for your understanding,
[Your name]

3. Holiday season absence
Subject: Out of office for the holidays

Hello,
I’m out of the office from [date] to [date] for the holiday season. If your request is urgent, you can reach [colleague’s name] at [email/phone].

Wishing you a happy holiday,
[Your first name]

4. Parental leave
Subject: Out on parental leave until [date]

Hello and thank you for reaching out.
I’m on parental leave until [date] and will not be checking emails during this period. For assistance, please contact [colleague’s name] at [email].

Best regards,
[Your name]

5. Sick leave
Subject: Currently on sick leave

Hi,
I’m currently on sick leave and will be away until [date]. For urgent inquiries, please reach out to [colleague’s name] at [email or phone].

Thank you for your patience,
[Your name]

Work-related absences

6. Business trip
Subject: Out on business from [date] to [date]

Hello,
I’m currently on a business trip with limited email access. I’ll respond as soon as I return on [date].

Thanks for your patience,
[Your name]

7. General work absence
Subject: Unavailable from [date] to [date]

Hi,
I’m out of the office for work-related reasons until [date]. Please contact [colleague’s name] at [email] if you need immediate assistance.

Best regards,
[Your name]

8. Professional training
Subject: In training from [date] to [date]

Hello,
I’m currently attending a professional training course and will not be able to respond until [date]. For urgent matters, please contact [colleague’s name] at [contact info].

Thank you,
[Your name]

9. Company closure
Subject: Office closed on [date]

Hello,
Our office is closed on [date] due to [holiday/maintenance/company policy]. I’ll respond to your message once we reopen on [date].

Kind regards,
[Your name]

Special cases

10. Multilingual message (French)
Subject: Absence du [date] au [date]

Bonjour,
Je suis actuellement absent du bureau et je ne peux pas répondre à vos messages avant le [date]. En cas d’urgence, merci de contacter [nom du collègue] à l’adresse suivante : [email].

Merci de votre compréhension,
[Votre nom]

11. Fun and friendly version
Subject: Recharging batteries until [date]

Hi,
I’m currently on vacation and trying to disconnect from screens as much as possible. I’ll check your message once I return on [date]—hopefully more relaxed and a bit more tanned.

In the meantime, you can contact my colleague [name] at [email].

Have a great day,
[Your name]

12. Permanent departure
Subject: No longer at [company name]

Hello,
As of [date], I am no longer with [company name] and will not be checking this inbox. Please contact [colleague’s name] at [email] for assistance.

All the best,
[Your name]

Final thoughts

Setting up an out-of-office message might seem minor, but it’s an essential part of professional communication. Whether you’re taking a vacation, attending training, or out sick, a clear and courteous message shows respect for your contacts’ time and keeps your workflow moving.

Use the templates above to create your own message in minutes and take your time off worry-free.