out of office message

15 Best Out-of-Office Email Templates to Use in Any Situation

In this article, we’ll provide you with 15 of the best out-of-office email templates, tailored for various situations including general absences, maternity or paternity leave, and sick leave, to ensure your communication remains professional and efficient.

What is an Out-of-Office Message?

An out-of-office (OOO) message is an automated email response that informs senders of your absence and provides alternative contact information or expectations for your return. It’s a crucial communication tool used during vacations, business trips, or any other period when you are unavailable to respond to emails.

Why Do We Need an Out-of-Office Message?

An out-of-office message serves several important purposes:

  • Professionalism: It maintains your professional image by ensuring that anyone who contacts you knows you’re away and when to expect a response.
  • Clarity: It provides clear information about your absence and any alternative contacts or procedures that need to be followed.
  • Efficiency: It helps manage expectations and reduces the volume of follow-up emails or confusion during your absence.

How to Write an Out-of-Office Message

Writing an effective out-of-office message involves a few key elements:

  1. Brief Explanation: Clearly state that you are out of the office.
  2. Duration: Specify the dates you will be unavailable.
  3. Contact Information: Provide an alternative contact for urgent matters.
  4. Politeness: Maintain a courteous and professional tone.
  5. Automation: Set up your email system to automatically send the message.

Out-of-Office Message Templates

Here are 15 templates divided into three categories: general messages, maternity or paternity leave, and sick leave.

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General Out-of-Office Message Templates

Basic Vacation

Subject: Out of Office: [Your Name]

Hello,

Thank you for your email. I am currently out of the office and will return on [Return Date]. During this time, I will have limited access to email. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email].

Best regards,
[Your Name]

Business Trip

Subject: Out of Office: [Your Name]

Hi,

I am out of the office on a business trip from [Start Date] to [End Date]. I will respond to your email upon my return. If you need immediate assistance, please reach out to [Alternative Contact Name] at [Alternative Contact Email].

Thank you,
[Your Name]

Extended Leave

Subject: Out of Office: [Your Name]

Greetings,

I am currently out of the office and will not return until [Return Date]. If you need immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email]. Otherwise, I will respond to your email as soon as possible upon my return.

Sincerely,
[Your Name]

Holiday Season

Subject: Out of Office: [Your Name]

Dear Sender,

I am currently out of the office for the holiday season and will return on [Return Date]. During this period, I will not be checking emails regularly. For urgent inquiries, please contact [Alternative Contact Name] at [Alternative Contact Email].

Happy Holidays,
[Your Name]

Training or Conference

Subject: Out of Office: [Your Name]

Hello,

I am attending a training/conference from [Start Date] to [End Date]. I will have limited access to email during this time. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email].

Thank you for your understanding,
[Your Name]

Maternity or Paternity Leave Out-of-Office Message Templates

Maternity Leave

Subject: Out of Office: [Your Name]

Hi,

I am currently on maternity leave and will return on [Return Date]. During this time, I will not be checking emails regularly. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email].

Thank you for your understanding,
[Your Name]

Paternity Leave

Subject: Out of Office: [Your Name]

Hello,

I am on paternity leave until [Return Date]. I will have limited access to email during this time. For urgent inquiries, please reach out to [Alternative Contact Name] at [Alternative Contact Email].

Best regards,
[Your Name]

Extended Maternity Leave

Subject: Out of Office: [Your Name]

Dear Sender,

I am currently on an extended maternity leave and will not return until [Return Date]. Please contact [Alternative Contact Name] at [Alternative Contact Email] for immediate assistance.

Sincerely,
[Your Name]

Shared Parental Leave

Subject: Out of Office: [Your Name]

Hi,

I am on shared parental leave until [Return Date]. During this period, I will have limited access to email. For urgent matters, please reach out to [Alternative Contact Name] at [Alternative Contact Email].

Thank you,
[Your Name]

Adoption Leave

Subject: Out of Office: [Your Name]

Hello,

I am currently on adoption leave and will return on [Return Date]. For urgent inquiries, please contact [Alternative Contact Name] at [Alternative Contact Email]. I will respond to your email as soon as possible upon my return.

Best regards,
[Your Name]

Sick Leave Out-of-Office Message Templates

Short-Term Sick Leave

Subject: Out of Office: [Your Name]

Hi,

I am currently out of the office due to illness and will return on [Return Date]. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email].

Thank you for your understanding,
[Your Name]

Extended Sick Leave

Subject: Out of Office: [Your Name]

Hello,

I am currently on extended sick leave and will not return until [Return Date]. For immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email].

Best regards,
[Your Name]

Medical Procedure

Subject: Out of Office: [Your Name]

Dear Sender,

I am currently out of the office for a medical procedure and will return on [Return Date]. For urgent matters, please contact [Alternative Contact Name] at [Alternative Contact Email].

Sincerely,
[Your Name]

Family Medical Leave

Subject: Out of Office: [Your Name]

Hi,

I am currently on family medical leave until [Return Date]. During this time, I will have limited access to email. For urgent inquiries, please reach out to [Alternative Contact Name] at [Alternative Contact Email].

Thank you for your understanding,
[Your Name]

Health Recovery

Subject: Out of Office: [Your Name]

Hello,

I am currently out of the office recovering from an illness and will return on [Return Date]. For immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email].

Best regards,
[Your Name]

Conclusion

Crafting an effective out-of-office message is essential for maintaining professional communication while you’re away. Whether you’re on vacation, taking parental leave, or recovering from an illness, using a well-written template ensures that anyone who contacts you knows your status and whom to reach out to in your absence. By using the templates provided in this article, you can easily set up an appropriate out-of-office response that keeps your contacts informed and your work flowing smoothly, even when you’re not there.

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Source: Language Tool, Live Agent, & Dharmarajan Ramadoss

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