How to Write the Perfect Out of Office Message (2026 Guide)

Whether you're heading on vacation, attending a conference, or taking parental leave, a well-crafted out-of-office message ensures your contacts know when you'll be back and how to reach someone in case of emergencies. In this guide, we'll cover everything you need to know about writing the perfect OOO message.

What is an Out of Office Message?

An out-of-office (OOO) message, also known as an automatic reply or vacation responder, is an automated email response that lets people know you're currently unavailable. It's sent automatically to anyone who emails you while you're away from work.

Why Out of Office Messages Matter

Professional communication: Shows respect for your contacts' time
Manages expectations: People know when to expect a response
Provides alternatives: Directs urgent matters to appropriate contacts
Reduces stress: You won't worry about unanswered emails while away

Essential Elements of a Great OOO Message

1. Clear Subject Line

Your subject line should immediately communicate that this is an automated response. Common formats include:

"Out of Office: [Your Name]"
"Automatic Reply: Away from Office"
"Out of Office until [Return Date]"

2. Specific Dates

Always include both when you're leaving and when you'll return. Be specific:

❌ "I'll be out for a few days"
✅ "I'll be out from January 15-22 and will return on January 23"

3. Alternative Contact

Provide a colleague's name and email for urgent matters. Make sure you've confirmed with them first!

4. Response Expectations

Let people know when they can expect to hear back from you. This manages expectations and reduces follow-up emails.

Out of Office Message Templates for Different Scenarios

Vacation/Personal Leave

Thank you for your email. I am currently out of the office on vacation from January 15-22 with limited access to email.

I will respond to your message as soon as possible upon my return on January 23.

For urgent matters, please contact Jane Smith at jane.smith@company.com.

Best regards,
John Doe

Conference/Business Travel

Thank you for your email. I am currently attending the Tech Summit 2026 from January 15-18 and will have limited access to email.

I will respond to your message as soon as I can, likely by January 19.

For urgent matters, please contact Sarah Johnson at sarah.johnson@company.com.

Common Mistakes to Avoid

❌ Being Too Vague

"I'll be away for a while" doesn't help anyone plan or set expectations.

❌ Oversharing Personal Details

You don't need to explain why you're away. "On vacation" is sufficient.

❌ No Alternative Contact

Always provide someone who can help with urgent matters.

❌ Forgetting to Turn It Off

Remember to disable your auto-reply when you return!

Best Practices for 2026

Keep it concise: Aim for 3-5 sentences maximum
Professional tone: Even if your workplace is casual, maintain professionalism
Mobile-friendly: Many people check email on phones; keep it brief and scannable
Check spelling: Typos look unprofessional in automated messages
Set internal/external versions: Your internal team might need different info than external contacts
Include time zones: If working internationally, specify your time zone

How to Set Up Your OOO Message

Gmail

Click Settings (gear icon) → See all settings
Scroll to "Vacation responder"
Select "Vacation responder on"
Enter dates, subject, and message
Click "Save Changes"

Outlook

Click File → Automatic Replies
Select "Send automatic replies"
Set date range
Type your message
Click OK

Use Our Free Generator

Save time with our out-of-office message generator. Choose from 10+ professional templates, customize with your details, and copy to your email client in seconds.

Try the Generator →

Frequently Asked Questions

Should I include my phone number?

Only if you're willing to receive calls during your time off. For true vacation, it's better to provide an alternative contact.

How far in advance should I set up my OOO message?

Set it up at least one day before you leave, but configure it to start on your first day away.

Should I have different messages for internal and external contacts?

Yes, if possible. Internal colleagues might need more specific information about who's covering what responsibilities.

Can I be funny or creative with my OOO message?

It depends on your industry and company culture. When in doubt, keep it professional. Save creativity for internal-only messages.

Conclusion

A well-written out-of-office message is a simple but important part of professional communication. By including the right information and maintaining a professional tone, you can enjoy your time away while ensuring your contacts are well-informed and urgent matters are properly handled.

Remember to keep it concise, provide specific dates, include an alternative contact, and always turn it off when you return. Use our free generator to create your perfect out-of-office message in seconds.