Professional Out of Office Message Examples and Templates for Seamless Communication

Out of Office Examples and Templates

Time away from work is important for recharging and balancing personal life with work. But even when you’re away, communication should be seamless. An out of office (OOO) message is key here, keeping colleagues, clients and partners informed and professional.

In this post we’ll show you how to write the perfect OOO email, provide templates and share practical tips for smooth communication while you’re away. We’ll also look at some stats and real life examples of the impact of a good OOO message.

What is an Out of Office Message?

An out of office message (OOO) is an automated email response that tells the sender you’re not available to respond immediately. It’s triggered when you’re away for holidays, business trips or any time off and usually includes why you’re away, when you’ll be back and alternative contacts for urgent matters.

The purpose of an OOO message isn’t just to notify but to keep communication flowing. A clear and professional OOO email manages expectations, provides alternatives and keeps you professional when you’re away.

Why Do You Need an Out of Office Message?

An OOO message isn’t just a nice to have—it’s a communication tool that prevents misunderstandings and frustration when you’re away. Here’s why having a structured OOO message is important:

• Keeps Others Informed: So people know when you’ll be back and who to contact in your absence.
• Manages Expectations: Clearly states when they can expect a response so they don’t have to follow up.
• Keeps You Professional: Shows you’re still committed to projects even when you’re away.
• Provides Alternatives: Directs people to the right person for urgent matters so things keep moving.

Stat: According to HubSpot, 34% of professionals said a clear and detailed out of office message improved their perception of the sender’s professionalism.

What’s in a Perfect Out of Office Message

Writing an OOO email doesn’t have to be hard. Here are the must-haves for your OOO message:

1. Greeting: A friendly but professional hello.
2. Reason for Absence: Briefly explain why you’re away—holidays, sick leave, business trip etc.
3. Dates of Absence: State when you’re away and when you’ll be back.
4. Alternative Contact: Provide contact details for someone who can help if needed.
5. Closing: End with a polite thank you.

Out of Office Checklist

Use this checklist to check off:

• Friendly Greeting
• Reason for Absence
• Dates (Start & Return)
• Alternative Contact
• Polite Closing

10 Professional Out of Office Message Templates

Here are 10 OOO message templates for different scenarios. Feel free to adapt them to suit your professional environment.

• Basic Out of Office Template
  • Subject: Out of Office – [Your Name]
  • Body:
    “Hi there,
    Thanks for reaching out! I’m away from the office from [start date] until [end date]. For urgent matters, contact [alternative contact person] at [email/phone number].
    Best regards,
    [Your Name]”

• Vacation OOO Template
  • Subject: Out of Office – Vacation Alert!
  • Body:
    “Hi,
    I’m currently on vacation from [start date] to [end date]. I’ll respond to your message when I return. For urgent issues, reach out to [alternative contact].
    Thank you!
    [Your Name]”

• Conference OOO Template
  • Subject: Out of Office – Attending [Conference Name]
  • Body:
    “Hello,
    I’m attending the [Conference Name] from [start date] to [end date]. If it’s urgent, please contact [alternative contact person].
    Best regards,
    [Your Name]”

• Sick Leave OOO Template
  • Subject: Out of Office – Sick Leave
  • Body:
    “Hi,
    I’m currently on sick leave and unable to respond until [return date]. For urgent matters, reach out to [alternative contact].
    Best,
    [Your Name]”

• Emergency OOO Template
  • Subject: Out of Office – Urgent Inquiries Only
  • Body:
    “Hello,
    I’m out of the office until [return date]. If urgent, please use ‘URGENT’ in your subject line, and I’ll try to respond.
    Thanks for your patience,
    [Your Name]”

• Holiday Season OOO Template
  • Subject: Out of Office – Happy Holidays!
  • Body:
    “Hi,
    I’m away for the holidays until [return date]. For urgent issues, please contact [alternative contact].
    Happy Holidays!
    [Your Name]”

• Creative and Fun OOO Template
  • Subject: Out of Office – Gone Adventuring!
    • Body:
      “Hi there,
      Thanks for reaching out! I’m currently out exploring the great outdoors. I’ll be back on [return date]. For anything urgent, reach out to [alternative contact].
      Catch you later!
      [Your Name]”

Real-Life Example: Why an OOO Message Matters

A colleague once forgot to include an alternative contact in their OOO message. A project stalled and a deadline was missed. A clear OOO message could have avoided the whole thing.

Data: 45% of professionals experience delayed project timelines because of unclear or no OOO message.

Best Practices for Crafting Your Out of Office Message

Here’s how to write your OOO message:

• Be Brief: Don’t overdo it. Keep it simple.
• Tone: Formal or informal?
• Backup: Always include an alternative contact.
• Timeframes: Be specific with dates.
• Don’t Overpromise: Don’t say you’ll check emails if you won’t.
• Humour: Keep it light but only if it’s appropriate.
• Update: Keep your OOO message current.

Comparison: Formal vs. Informal OOO Messages

Conclusion

An OOO message is more than just a notice; it’s a professional tool to keep the communication flowing, avoid confusion and keep things running while you’re away. Use templates for specific situations to save time, stress and ensure you communicate effectively. With these tips, templates and examples you can write your OOO message and relax.