By Jenny Bassett | Marketing
Clear, polite communication is essential for any business— even when you are unavailable. Ineffective communication may result in negative reputational consequences as potential customers may feel neglected or underappreciated. This, in turn, could lead to decreased customer engagement and missed sales opportunities.
Whether you’re heading on vacation, observing a public holiday, attending a work-related event, or facing an unexpected absence, an out-of-office (OOO) message serves as a professional courtesy to keep others informed.
Its goal is to manage expectations by clearly outlining unavailability, including the days one will be away— and, if applicable, the cause for absence. It ensures that if anything is critical, another co-worker can seamlessly step in to help.
In fact, for business owners and salespeople, standardizing out-of-office emails across the organization is a discipline that cannot be ignored in today’s cutthroat business environment.
Why you need an effective Out-of-Office (OOO) message
An Out-of-Office Message is an automated response that notifies senders that you will not be available to answer their questions for a certain amount of time. Whenever an employee takes a vacation, sick leave, or other unplanned absence from work, this message is usually set up.
At a time when businesses are frequently vying for customers’ attention in crowded markets, an effective out-of-office message provides the following benefits:
- Maintaining professionalism: A well-crafted OOO message reflects your commitment to communication and respect for others’ time. It shows that you’re organized and considerate, even when you’re not available. This attention to detail can considerably impact how colleagues, clients, and partners perceive you and your company.
- Setting expectations: When someone reaches out to you, they’re often looking for a timely response. An OOO message immediately informs them of your unavailability and sets realistic expectations for when they might hear back from you. This transparency helps prevent frustration and allows the sender to take appropriate action if their matter is urgent.
- Preventing communication gaps: In business, timing can be everything. An effective OOO message ensures that important matters don’t fall through the cracks while you’re away. Giving alternative contact information or directing urgent inquiries to a colleague can keep the lines of communication open and avoid the escalation of possible problems in your absence.
Key elements of an effective OOO message
To create an OOO message that serves its purpose effectively, make sure to include these key elements:
- Greeting: Start with a warm and courteous opening. This intentionally sets a positive tone for your message and maintains a professional demeanor.
- Dates of absence: Clearly state the period during which you’ll be unavailable. This helps the sender understand when they can expect to hear back from you.
- Reason for absence (optional): Depending on your company culture and the nature of your absence, you may choose to include why you’re out of office. This can be particularly useful for longer absences or when you’re attending work-related events.
- Alternative contact information: If possible, provide the contact details of a colleague who can responsibly assist in your absence. This is especially important for urgent matters that can’t wait until your return.
- Response timeline: indicate when the sender can expect a reply after your return. This helps manage expectations and shows your commitment to following up.
- Closing and signature: End your message on a positive note and include your standard email signature. This maintains a professional appearance and provides additional contact information if needed.
Out of Office message examples and templates for different scenarios
Maintaining open channels of communication— even when unavailable—shows professionalism and consideration for other people’s time. Here are tailored examples and templates for specific situations. Use these templates as they are, or customize them to fit your tone and audience.
1. General Out-of-Office Message
A general OOO message is versatile and can be used for most short-term absences.
Hello,
Thank you for your email. I’m currently out of the office and will return on [Date]. I’ll respond to your message as soon as possible upon my return.
For urgent matters, please contact [Colleague’s Name] at [email@example.com] or [phone number].
Best regards,
[Your Name]
2. Holiday OOO Message
For holiday absences, you might want to add a touch of festivity to your message while maintaining professionalism.
Season’s Greetings!
I’m currently out of the office, enjoying the holiday season with family and friends. I’ll be back at work on [Date] and will respond to your email then.
If you need any immediate assistance, please contact [Colleague’s Name] at [email@example.com].
Wishing you a joyful holiday season,
[Your Name]
3. OOO Sick Message
Keep this short and respectful to maintain privacy while being clear.
Hello,
I’m currently out of the office due to illness. I expect to return on [Date] and will respond to your email as soon as possible after that.
For urgent matters, please contact [Colleague’s Name] at [email@example.com].
Thank you for your understanding,
[Your Name]
4. Public Holiday Out of Office Message
For public holidays, your message should acknowledge the holiday and provide clear information about your return.
Hello,
Thank you for your email. Our office is closed today in observance of [Holiday Name]. We will reopen on [Date], and I’ll respond to your message then.
For any urgent matters, please call our main office line at [phone number].
Best regards,
[Your Name]
5. Conference or Work-Related Absence
When attending a conference or other work-related event, your OOO message can reflect your continued engagement with work matters.
Hello,
I’m currently attending [Conference/Event Name] and have limited access to email. I’ll be back in the office on [Date] and will respond to your message then.
If you need immediate assistance, please contact [Colleague’s Name] at [email@example.com].
Best regards,
[Your Name]
6. Emergency OOO Message
This is ideal for unplanned situations where your return date may be uncertain.
Hello,
Due to an unexpected emergency, I’m currently out of the office. I anticipate returning on [Date], but this may change.
For all matters, please contact [Colleague’s Name] at [email@example.com] or [phone number].
Thank you for your understanding,
[Your Name]
7. Maternity Leave OOO Message
For extended absences like maternity leave, provide clear information about your extended absence and who to contact in your place.
Hello,
Thank you for your email. I’m currently on maternity leave and will be out of the office until [Date].
During my absence, please contact:
– For [Department/Project Name]: [Colleague’s Name] at [email@example.com]
– For general inquiries: [Colleague’s Name] at [email@example.com]
I appreciate your understanding and look forward to connecting upon my return.
Best regards,
[Your Name]
Enhancing your OOO email with a professional email signature
Including a professional email signature in your OOO message makes a strong impression and provides recipients with helpful information, even when you are not available.
Why does your OOO email need a signature?
A signature reinforces your brand and adds consistency to your communication. Even in an auto-reply, it reminds recipients of your role and contact information.
It also provides additional ways for them to connect with your business if needed. Don’t neglect your email signature in OOO messages; it’s an opportunity to reinforce your professional image and provide additional contact information.
A well-designed email signature for your OOO message should include:
- Your full name
- Job title
- Company name and logo
- Phone number (office or mobile, as appropriate)
- Email address
- Company website link
- Social media profiles (if relevant to your business)
By using email signature management software, creating and managing professional signatures is possible across all major email platforms, including GSuite, Office 365, and Exchange. These tools can help you maintain consistent professional signatures across your organization, even in OOO messages.
Examples of professional email signatures for OOO messages
Here are two examples of effective email signatures for out-of-office messages:
Example 1: Professional and minimalist
Example 2: Detailed with social media
Conclusion
Out-of-office messages may seem like a small detail, but they play a crucial role in maintaining professionalism and effective communication.
A concise and courteous out-of-office message establishes expectations and avoids communication breakdowns, whether you are on vacation, at a conference, or dealing with an emergency.
Ensure that even your automated responses leave a positive impression. Use the templates and examples provided here to create seamless and professional out-of-office emails, and explore signature management tools to maintain consistency across your organization.
A great out-of-office message ensures that communication doesn’t stop when you’re away—it simply continues with clarity and professionalism.
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