Top 10 Best Out of Office Messages (With Professional Templates)
When you’re away from work—whether for vacation, medical leave, or a business trip—setting up a professional out of office (OOO) message is essential. It lets colleagues, clients, and partners know when you’ll return and how they can get help in your absence.
The best out of office messages strike the right balance between professionalism and clarity. Depending on your situation, you may want to say whether you’ll be checking email occasionally—or not at all.
Here are the 10 best out of office message examples you can copy, paste, and customize for your own email.
Top 10 Out of Office Message Templates
1. Standard Professional Out of Office Message
Subject: Out of Office
Hello,
Thank you for your email. I am out of the office and will return on [Date]. I will respond to your message as soon as possible after I return.
If your matter is urgent, please contact [Colleague’s Name] at [Email/Phone].
Best regards,
[Your Name]
2. Out of Office With Limited Email Access
Subject: Out of Office – Limited Email Access
Hello,
I am currently out of the office until [Date]. During this time, I will have limited access to email and may be delayed in responding.
For urgent matters, please contact [Colleague’s Name] at [Email/Phone].
Thank you for your understanding,
[Your Name]
3. Vacation Out of Office Message (No Email Access)
Subject: Out of Office – On Vacation
Hi there,
I am out of the office on vacation and will not be checking emails during this time. I’ll return on [Date] and reply as soon as possible after that.
If this is urgent, please reach out to [Colleague’s Name] at [Email/Phone].
Warm regards,
[Your Name]
4. Out of Office for Business Travel
Subject: Out of Office – Business Travel
Hello,
I am traveling for business from [Date] to [Date] and will have limited availability. I will do my best to reply promptly, but for urgent matters, please contact [Colleague’s Name] at [Email/Phone].
Thank you,
[Your Name]
5. Medical Leave Out of Office Message
Subject: Out of Office – Medical Leave
Hello,
I am currently out of the office on medical leave and will not be available until [Date]. Please contact [Colleague’s Name] at [Email/Phone] for immediate assistance.
Thank you for your understanding,
[Your Name]
6. Extended Leave Out of Office (Maternity, Sabbatical, or Long-Term)
Subject: Out of Office – Extended Leave
Hello,
I am out of the office on [Maternity/Sabbatical/Extended] leave until [Date]. During this time, I will not be checking email.
For urgent or time-sensitive matters, please reach out to [Colleague’s Name] at [Email/Phone].
Best regards,
[Your Name]
7. Holiday Out of Office Message
Subject: Out of Office – Holiday
Happy Holidays!
I am out of the office for the holiday season and will return on [Date]. I will respond to your message once I am back.
For urgent needs, please contact [Colleague’s Name] at [Email/Phone].
Wishing you a wonderful holiday season,
[Your Name]
8. Humorous but Professional Out of Office Message
Subject: Out of Office – Returning Soon
Hi,
I’m currently out of the office and will return on [Date]. I promise to tackle my overflowing inbox as soon as I’m back.
If this is urgent, please contact [Colleague’s Name] at [Email/Phone]. Otherwise, I look forward to replying when I return.
Cheers,
[Your Name]
9. Out of Office With Daily Email Checks
Subject: Out of Office – Limited Response Time
Hello,
I am out of the office until [Date]. I will be checking emails once per day and will reply to non-urgent matters as time allows.
If your matter is urgent, please contact [Colleague’s Name] at [Email/Phone].
Thank you,
[Your Name]
10. Out of Office With Alternative Contact for Departments
Subject: Out of Office – Alternative Contacts
Hello,
I am away from the office until [Date]. During this time, please contact the following team members for assistance:
- Sales: [Contact Name, Email/Phone]
- Technical Support: [Contact Name, Email/Phone]
- General Inquiries: [Contact Name, Email/Phone]
Thank you,
[Your Name]
Tips for Writing the Best Out of Office Message
- Be clear about your return date – so people know when to expect a reply.
- Include an alternate contact – especially if your role is critical.
- Indicate your email availability – no access, limited access, or daily checks.
- Keep it professional – a little personality is fine, but maintain workplace tone.
Conclusion
A professional out of office message keeps communication clear and sets expectations while you’re away. Whether you’re on vacation, traveling for work, or out on extended leave, these 10 out of office message templates can be customized to fit your situation.
By letting people know whether you’ll be checking email (or not at all), you’ll reduce stress for both yourself and your contacts.
