I am out of the office
Posted by Christin on January 4, 2019
PR & Media Relations Supporting the team by communicating Mailbird and its great features to existing and potential users and media.
Published on January 4, 2019
Let’s be honest, the last thing on your mind before vacation is putting up an auto-responder email. Half the time, your out of office message is probably an “Oh crap!” moment after you’ve already left the office.
Even though you might be soaking up the sun on the beach or tearing up the slopes, your coworkers, customers, and other business associates are still in the office and may not know that you’re unavailable. Failing to tell people that you’re out of the office could come back to bite you, especially if they’re expecting a prompt response.
Before heading out on that much needed time off, it’s imperative that you set an out of office reply to let senders know you’re gone. If you’re feeling stumped, we’ve crafted 7 out of office message samples to inspire you. Check them out below!
1. Out Of Office Message – Basic Example Template
Thank you for your email. I will be out of the office from mm/dd to mm/dd and will have limited access to email / will not have access to email. If this is urgent, please contact [NAME] at [EMAIL] or [PHONE]. I will do my best to respond promptly to your email when I return on mm/dd.
We don’t always have time to be clever or creative… and that’s okay! At its core, a vacation responder email simply needs to inform the sender that you are out of the office and when to expect a response.
The elements of a great out of office reply are 1) how long you will be gone, 2) when you will return, and 3) who to contact if it’s urgent.
2. Lead Generation
Have you ever thought of an out of office message as a lead generation tool? Well, you should now! It’s easy enough to highlight an opportunity to collect leads in your vacation responder. Just add a little flair to the end of the message and start raking in the leads!
Hello and thanks for your email. I’m currently out of the office until mm/dd with limited / no access to email. If your request is urgent, please contact [NAME] at [EMAIL or PHONE].
In the mean time, did you know we have a weekly / monthly newsletter? Yep, you heard that right! A weekly dose of all your favorite [COMPANY] content sent right to your inbox. To ensure you don’t miss out on all the good stuff, sign up for our newsletter here.
I’ll be sure to get back to you when I return on mm/dd.
Aside from newsletter sign ups, you could use this opportunity to encourage webinar attendance, sign ups for an online course, whitepaper downloads, or any other lead generation tactic your sales and marketing team implements.
3. Content Promotion
If generating leads is not a key strategy of your sales or marketing efforts, you could also use your out of office message to get more eyeballs on your content. Add a little value to your email by linking to an interesting online resource your company has developed.
Thanks for your email. I am out of the office right now and will not return until mm/dd. Fortunately for you, our resources never take time off and we’ve got this awesome ebook / whitepaper / infographic on [TITLE] that I think you would enjoy.
I’ll get back to you as soon as I get back into the office.
Stay on top of your Inbox even after your vacation.
4. Traffic Driving Out Of Office Message Template
Thanks for reaching out. Unfortunately, I’m out of the office from mm/dd to mm/dd with limited / no access to email. If your question can wait, I’ll be responding to the emails I missed when I return on [DAY]. If not, contact [NAME] at [EMAIL] or [PHONE] and he/she will take care of you.
Did you email me about [SERVICE YOU PROVIDE]? Great! Read what our customers are saying about how awesome their experience has been. (Link to customer testimonials or case studies)
I’ll get back to you as soon as I can.
Maybe you don’t have any content to promote or you simply want to drive traffic to your website using an out of office reply. Great! A vacation responder is an awesome way to do that. Depending on the page you link to, your message might be different, but here’s an example.
5. Networking or New Business
As much as we’d like it to be, not every away message is for a vacation. Sometimes, you need an out of office reply for a business trip or conference. But instead of simply telling people you’re out, why not use that opportunity to encourage networking or new business connections?
Thanks for your email. I’m out of the office at this super awesome conference [MONTH] [DAY]-[DAY]. Will you be there too? I’d love to connect! Our company will be exhibiting at booth ###. Feel free to stop by! / [NAME], our [TITLE], will be dropping knowledge during his/her speech on [DAY] at [TIME] in [LOCATION]. You won’t want to miss it!
Follow and tweet me @Twitter_Handle for thoughts and conversation on the conference. Looking forward to hearing from you!
6. Social Media Engagement
The percent of people who follow brands on social media ranges from 44% to 53% (depending on the platform) and 53% of those who follow brands on social media are more loyal to those brands . So, it would make sense that companies want to build their audiences on social media, especially to create loyal customers.
But most people don’t seek out a brand’s social media accounts. They’re more likely to follow you if asked or presented with the opportunity, which can be done in your vacation responder.
Sorry you missed me. I’m out of the office from mm/dd to mm/dd and will be responding to my emails when I return on [DAY].
To keep up with all the latest happenings at [COMPANY], follow us on Facebook / Twitter / LinkedIn / Instagram / Pinterest / Etc. (We’re really funny on Twitter, trust me.)
I’ll get back to you as soon as I can.
Of course, the best out of office messages are the funny and clever ones. There are tons of examples out there from giving your “auto-responder robot” a personality to using GIFs and memes to joking about what you’re actually doing on vacation. Here are a few clever out of office message samples:
I heard winter was coming, so I decided to go to [WARM PLACE]. I’ll be sipping cocktails on the beach until mm/dd and will not be checking email. Stay warm!
Hate to break it to you, but I’m actually on vacation until mm/dd and will not be checking emails. I’m sure you probably don’t want to hear this since you’re working yourself, so here’s a cat video to cheer you up. I’ll be back from my trip on [DAY]. Enjoy your week!
BAD NEWS: I’m out of the office on vacation until mm/dd. I will be responding to all emails when I return.
GOOD NEWS: My colleague [NAME] has graciously offered to stay behind and cover my work. He/She is basically a superhero. If your request is urgent, you can contact him/her at [EMAIL].
8. *Bonus* Maternity Leave Out Of Office Message
In some occasions you may be gone for different reasons other than your vacation. Make sure to set up an out of office response for either longterm sick leaves or maternity leaves as well.
To spice up the automated reply you can send out an image instead of a regular reply mail as seen in the example below.
Would you like to add the image but edit it for your own use? Please simply visit Venngage to edit the template. You will find a number of other templates to choose from.
Maternity Out Of Office Message Template by Venngage
People often don’t realize is that your away message is a unique opportunity to be memorable and make someone’s day, beyond simply telling them you’re out. It doesn’t have to be long or complex—just thoughtful and interesting. So next time you’re setting up your vacation responder, use it to inform, assist, or delight the email sender. It will be a fun exercise for you and a pleasant surprise for them!
What’s the best out of office message you’ve received or written? Let us know by sharing in the comments!
Stay on top of your emails before and after your vacation with Mailbird.
Editor’s Note: This post was originally published in December 2016 and has been updated for accuracy and comprehensiveness.
PR & Media Relations Supporting the team by communicating Mailbird and its great features to existing and potential users and media.
Published on January 4, 2019
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Merely interacting with your group of remote employees isn’t enough! It’s very important to make sure you build a working relationship with them. These awesome tips lay the groundwork for.
With the sudden news of IncrediMail (now Perion) shutting down on 20 March 2020, many loyal users find themselves stranded looking for the best alternative to IncrediMail for Windows. Even with the.
Write the perfect Out of Office reply in English
You know how to write an Out of Office auto reply in your mother-tongue language, don’t you?
However, are you sure that your out of office auto responder message is perfect in English? You do not want your English clients and customers to be put off by including some vocabulary or grammar mistakes in this essential piece of written business English correspondence.
If you work for a very serious corporation, then you will probably have stipulations to have a specific message that is written in very formal business English.
If you work for a smaller company then you may possibly be free to create your own out of office message, so here are a few tips and examples of different styles of email message for when you away from work.
CLASSIC OUT OF OFFICE REPLIES
The traditional out of office auto-responder always contained the following information.
- How long the person that you have emailed will be away for, including dates
- When the person you contacted will return and reply to your email
- If the person will sometimes look at their emails while they are out of the office
- An alternative contact person’s details, if appropriate
Here are some templates that you can use to set up a perfect English reply.
Example 1: Formal style
Thank you for your email. Unfortunately, I am currently out of the office and will not return until (END DATE).
If you require immediate assistance in my absence, please contact (COLLEAGUE’S NAME) on (PHONE NO#) or (EMAIL ADDRESS), who will be able to deal with your enquiry.
Otherwise, I will respond to your email as soon as possible on my return.
Example 2: Direct to the point (including stating that you are not answering emails)
I will be out of the office from (START DATE) to (END DATE) with no access to my emails.
If your message is urgent, please contact (COLLEAGUE’S NAME) on (PHONE NO#) or (EMAIL ADDRESS) .
Example 3: Suitable for Sales or Customer Service/Help departments
Thank you for your message. I am currently out of the office and will not return until (DATE).
Your business is important to us and I will respond to you immediately when I return to work.
OUT OF OFFICE AUTO REPLY FROM ABROAD
This is an auto response that I received from a friend of mine who currently works in a big important company in Germany, which contains the wording stipulated by top management. There are 2 sentences (2nd and 3rd) which sound slightly unnatural (to a native English speaker) as a result of interference from German
Thank you very much for your email. Currently, I can not answer your message promptly. I will come back to you after my return on the (DATE).
As your email will not be forwarded, please contact in the meantime my colleague, (NAME), (PHONE NO#), (EMAIL)
OUT OF OFFICE REPLIES FROM THE UK
These are current genuine replies that I received from my friends who work in various companies in the UK. They are quite direct and very short, aren’t they?
I think that this is because Out of Office replies have been around for a long time now and everybody knows the message that they contain. So, if you have a very short sentence, then you are not wasting everyone’s valuable business time.
I am out of the office until (DATE) and will get back to you as soon as possible.
Does anything more really need to be said?
I am now out of the office returning (DATE)
For any enquiries please call (OFFICE TELEPHONE NUMBER)
This is possibly better than the first one, as there is help with an alternative contact if the matter is truly urgent
Thank you for your email. I will be back at my desk on (DATE).
This person is not messing around. This message leaves it unsaid that your email will NOT be answered, so if you really need an answer then use your own initiative to find someone else to speak to. I like this idea because if a regular client, customer or colleague gets passed on to another person in your company, can you really guarantee that they will get the same level of service/intelligence/commitment/courtesy/knowledge/speed that you would provide? There is no guarantee, is there? So, maybe it’s better for the person to wait until you return.
I am out of the office but picking up emails sporadically.
This message offers some hope that your email will be dealt with if it is considered important enough to merit a reply. This could lead to problems though. The sender might believe their email to be crucial. The responder might think it’s not worth a reply until they return. Confusion and frustration may ensue.
HELP SETTING UP AN AUTO RESPONDER
If you use Outlook in your office, there are instructions here and also support here from Microsoft that show how to create an out of office reply for POP or IMAP accounts.
If you use Gmail, then watch the video.
25 Out of the Office Message Examples for Hol >
This list of 25 out of office message examples for holidays are perfect to use for your autoresponder.
Thanks for your email. I’m currently out of the office, returning on [date]. I’ll respond to your message then. While I won’t be quite as far as the North Pole, I will still be completely disconnected from my inbox until my return.
So, if you require immediate assistance, please send your email to [name] at [email].
Best wishes for a happy holiday season, [Your Name]
Thanks for your email. I will be out of the office until [date of return]. However, I’ll be checking in whenever I can and will respond to all emails marked ‘urgent’ as soon as I am able to.
For immediate assistance, you can contact me on [mobile number].
[Your Name/ Signature]
Thanks for your email.
I’ll be out of the office on vacation from [date] to [date]. If you need assistance while I’m away, please contact [name] at [email and phone number] for marketing questions, or [name] at [email and phone number] for accounting questions.
This is an automated response, from a machine. It can’t be bargained with. It can’t be reasoned with. It doesn’t feel pity, or remorse, or fear. And it absolutely will not stop, ever, until it wishes you and yours a safe and happy holiday season.
[company] will be closed from [date] through [date]. I look forward to re-engaging with you and hitting the ground running in [year].
I am currently out of office. If something urgent comes up, you can email (insert your colleague’s name and email).
Thank you for your email. I’m currently out of the office until [date] to celebrate the holiday with my loved ones. I won’t have my phone with me all the time.
I’ll be sure to reply to your message when I wade through my inbox upon my return. If your message is urgent and requires immediate attention, please send an email to [name] at [email].
Sending wishes for a happy holiday season,
Thank you for your email.
I am currently out of the office and will not return until [date]. If this is an urgent matter, please contact [name] at [email and phone number]. Otherwise I will respond to your email as soon as possible after my return.
I’m currently out of the office for the holidays—which means I’m busy either:
A) Trying not to laugh at my [relative’s] corny jokes
B) Attempting to explain my career to my [relative] for the 800th time
C) Getting buzzed on too many mugs of eggnog (hey, can you blame me?)
I’ll return on [date] or after I watch [favorite holiday movie] one too many times (whichever comes first)—and will respond to your message at that time. If your request is urgent, there’s no use sitting idly in my inbox. So, please send your request to [name] at [email].
It’s my favorite time of year, which means I’m currently out of the office chugging mugs of cocoa, stuffing my face with cookies, and attempting to fulfill my life-long goal of memorizing every single line of [your favorite holiday movie].
I’ll be back in front of my computer on [date] and will respond to your message at that time. If you need immediate assistance, please send an email to [name] at [email] so that the other elves in this workshop can help you out.
Thanks for your email. I’m not in the office and am on a family vacation. I assure you that all your emails will be answered as soon as I return to the office on (insert date).
I’m out of the office until [date]. However, I will be taking period breaks from binge-watching everything I’ve missed to check my email [once per day/every evening/occasionally] while I’m away. If this matter isn’t time-sensitive, rest assured that I’ll respond when I’m back in the office.
But, if this is an urgent request, please resend any messages that require my immediate attention with a subject line of “URGENT: [Original Subject]”.
All the best,
Happy holidays! I am currently out of the office, with no email access. I’ll be returning on (insert date) and will get back to you as soon as I can.
Happy holidays, and thanks for your email!
I’m taking a few days off to spend time with my family and friends so I won’t be answering emails as quickly as usual. You can expect to hear back from me by (insert date).
Hope you have a great holiday!
Thank you for your Email.
This is an auto-reply. My elves are standing in while I figure out how to program my newest gadget to twitter-book my social-tablet. In other words, I’m gone until the new year.
Happy Holidaze to all y’alls.
Thank you for your email. I will be out of the office until [date of return]. If there is a need for an immediate assistance, then feel free to reach out to my colleague [name] on [email/phone number] who should be able to help.
Otherwise, I will respond to your email as soon as possible upon my return.
[Your Name/ Signature]
Our office will remain closed for Christmas. We assure you that all your emails will be answered as soon as we return to the office.
Please Note: [date] through [date] are company holidays (Christmas weekend in the USA) for many of our employees. Because of this, there will likely be a delay in reply to your ticket, possibly until [date] when most of our team returns. In the case where you do receive an initial reply from one of our employees, their subsequent replies may be delayed.
We have received your email request and will process it soon. While we process your request, please make sure to check out our extensive list of documentary for [product] by clicking on this link: [link].
Thanks for choosing [company name], and we look forward to providing a smooth and seamless support experience for you.
I am currently out of the office and will be back to work on (insert date). If something urgent comes up, you can let me know by emailing me with the word “URGENT” in your email title and I’ll get back to you as soon as I can.
Wishing you and your family a happy holiday!
Talk to you soon.
I am out of the office for my annual year-end vacation and will not be able to check my mail until after the New Year.
Have a Happy New Year!
Shoot, you just missed me. I wrapped up everything at the office and am off on vacation until [date]. Here’s a snapshot from my last day in the office: Anyway, if your question or favor can wait, great. If not, do me a favor and forward your email to [email] and you’ll be well-treated.
[Your Name/ Signature]
I will be away from [date] to [date]. For urgent matters, you can email or call [name] at [email and phone number].
Thank you for your email, I’m currently out of the office until [date]. I’ll reply to your message promptly when I return.
Should you require immediate assistance, please send an email to [name] at [email] in my absence.
Wishing you and yours a wonderful holiday season,
Our office will remain closed until the end of this week for Thanksgiving Holidays. We assure you that all your emails will be answered as soon as we return to the office.
Thank you for your message. I am currently out of the office, with no email access. I will be returning on (insert date). If you need immediate assistance before then, you may reach me at my mobile – (Mobile Number).
Thank you for your message.
I am currently out of the office, with no email access. I will be returning [date]. If you need immediate assistance before then, you may reach me at [phone number].
I hope you enjoyed these great out of office message examples for holidays.
Keith Miller has over 25 years experience as a CEO and serial entrepreneur. As an entreprenuer, he has founded several multi-million dollar companies. As a writer, Keith’s work has been mentioned in CIO Magazine, Workable, BizTech, and The Charlotte Observer. If you have any questions about the content of this blog post, then please send our content editing team a message here.
11 professional out of office text examples
Have you ever wondered what to write in your out of office messages? You have come to the right place! Sometimes it is just difficult to think of a perfect text for your out of office, right off the bat. That is why we thought it would be nice to share some good out of office examples and inspirations. Below you will find sample messages for any occasion. But first, let’s look at the basic information you should always (conditions apply!) have in your out of office message and which you should avoid.
What to include in an out of office message
There is some information which just needs to be in any out of office message. You may think this list is obvious, but it is easy to forget something when you are in a hurry to get out of office:
- Leave date and return date – you should always include both. Why not write only when you are coming back? Because it makes a difference. Think about how many emails you have to read after a three-day absence. Now think about how many emails will be waiting for you if you go away for two months. In most cases, it might take more than a day before you are even able to read and reply to all important emails sitting in your inbox. Your recipients would like to know when they might get the actual response from you.
- Contact details – sometimes people may want to contact someone in a different department. If you include your job title and some other personal info, you might save the day. If you do not add your basic personal information, you might leave people waiting for your return when they could have contacted the right person earlier. Moreover, you should include alternative contact information. It will be helpful if someone has a very urgent matter, and they simply cannot wait for your return. You should always include an email address of someone who covers for you in your absence. Alternatively, if you are never really away from work – write how to reach you.
- Will you monitor your mailbox? – sometimes, when you are out of office, you may be checking your incoming emails from time to time. If you can and do – include this in your out of office message. This information will give your out of office message a professional vibe. But if you are not going to look at emails when you are gone – do not give false hope.
- The reason for absence – now this one is tricky. You should include the reason for your absence (vacation/ business travel), but you should avoid being specific. While informing that you are attending an international conference is a good idea, giving details on your vacation is not professional.
- I’m sorry – well probably it is not your fault that you are not there; however, it does not cost you to be polite. Saying “sorry I missed you!” is a great way to show that you care.
What to delete from out of office messages
Some out of office messages are just irritating. Not just because they mean you might have to wait for an answer – this goes without saying. Sometimes, those automatic responses upset people because of what is exactly written in them. Below you will find a list of what you should delete from your out of office messages.
- Details – you might be surprised, but most people are not that interested in where you are going to spend your vacation, with who and what you are going to do. The same goes for detailed information about your sick leave. There are different reactions to such details in your out of office messages, but the most frequent one is irritation or indifference. Happy feelings are highly unlikely.
- Self-pity – some people do not even realize that they include self-pity in their out of office messages. One of the most popular phrases that gets people going is “After months of hard work I have finally managed to go on my annual leave.” Or “I am so happy I am not in the office!” You would be better off if you keep those thoughts to yourself.
- Typos – I mean I know you are in a hurry, but please, read your text after you finish it. Those messages are short by design and if there are typos or grammar issues – you might not be taken seriously.
- I’m not there – if your message has those four words and no more, it’s better not to write anything. The reason is simple – it does not help your recipients at all.
- Limited access to email – it is a popular phrase which, if you think about it, does not tell you anything. While most people do not mind it, it is not helpful either. If you use it as a polite way of saying “I will not read any emails,” you might be better off writing just that, rather than giving false hope.
There are exceptions to some of the rules above – you probably can be much more informal in your internal messages. In fact, some of your colleagues might be interested why exactly you are not there.
Out of office examples
Below, I present some sample out of office templates for different occasions. You might find them useful if you can’t find the right words or don’t have the time to write your perfect out of office message.
All-purpose out of office messages
The examples below should work for every situation – they do not go into details but tell everything they should say.
I am truly sorry, but you have just missed me – I’ll be back soon, by
-Out of Office alert-
Dear recipient, I am out of office from
email@example.com if you need technical assistance.
Out of office for vacation or annual leave
Probably the most common one – you might be healthy as a horse for years, but from time to time everyone goes on a vacation:
Thank you for contacting me, but unfortunately, I am on vacation. I will return on
As much as I would like to give you a quick reply, I cannot. I am on annual leave from
Out of Office for parental leave
How is this one special? I mean, besides the fact that there is the miracle of birth involved. You must be sure to get everything just right – those messages usually stay for a long time.
I have gone on maternity/paternity leave. I will not have access to my mailbox between
Out of office for a public holiday
When you are away for a public holiday, it’s probably not only you who is gone. That is why it is especially good to have a similar OOF for all employees:
Thank you for your email, but our company is out of office, celebrating
Unfortunately, it means we will not be able to send you any reply until
We apologize for the delay but wish you a wonderful holiday season.
Out of office for business travel and training
If you leave your office for a conference, you should be able to receive emails and respond to them, but you should make others aware that your responses might be delayed:
I am at the
I am currently attending a training session. As a result, my reply might take a bit longer than usual. I apologize for that. I will be able to respond in a more timely manner starting from
Funny out of office messages
It’s unlikely that you will use them for your external contacts, but you might give your colleagues a laugh, as long as you keep it in good taste – not everyone shares the same sense of humor, after all.
Hello there, it’s
As much as I’d like to help you – I can’t. I’m too busy deleting all the important emails and contacts from
Have a very nice day,
I am truly sorry, but I will be out of office on
Parental advisory – explicit content.
I appreciate you trying to reach me, unfortunately – I am out of office sunbathing. I will be back at
Or you could contact
But have you ever thought what can happen if someone forgets to turn on their auto-responder and does not forward emails to anyone? It may cause serious problems if someone is in a hurry and does not even realize that their email just sits there in somebody’s mailbox, sad and unread. Fortunately, there is an easy way to set up out of office messages for other users, or even for a whole company at once.
Manage out of office messages on Exchange Server
CodeTwo Exchange Rules Pro is a feature-packed email signature and mail flow management tool. One of its many capabilities is configuration of automatic replies, so you can make sure that every absent user is sending an out of office message and that it maintains a professional tone. You can automatically personalize OOF messages for all employees without touching their devices. Apart from that, you get much greater control over out of office emails. While traditional out of office messages are text-only, automatic responses from a mail server added by CodeTwo Exchange Rules can include hyperlinks, images and more. Thanks to that, you can maintain a high level of professional communication and comply with your visual identity even with automatic responses. Try it – it might save your day!