It’s that time of the year again and you are all set to kick back and enjoy the holiday season. The season to be jolly is just about to begin and you can hardly wait to spend some quality time with your near and dear ones. Bet you can already smell the Thanksgiving turkey and hear the kids singing Christmas carols outside your window, can’t you? All this excitement means you’ll probably end up applying for leaves from work pretty soon or that your company will shut down for the holidays. Either way, feel free to pick up any of the below out-of-office messages to let the people know that you are on a hiatus.
What Is an Out of Office Email?
An out-of-office email is an automated reply that informs senders about your temporary unavailability. It sets expectations by stating when you are away, when you will respond, and who to contact in urgent situations. For professionals handling clients, partners, or internal teams, an out-of-office email prevents missed communication, reduces follow-up confusion, and maintains continuity while you are unavailable due to leave, travel, or a planned absence.
Why Setting an Out of Office Message Matters
An out-of-office message plays a functional role in daily business communication.
- Prevents delayed responses from being misinterpreted as neglect
- Sets clear response timelines for clients and internal teams
- Redirects urgent matters to the right contact without manual follow-up
- Maintains professional communication standards during absence
- Reduces repeated follow-up emails and inbox clutter
Key Elements of an Effective Out of Office Email
An effective out-of-office email works only when it removes uncertainty from the sender’s next action. Each element must answer a specific question the sender will have when they receive the auto-reply.
Clear Absence Window
State the exact dates of unavailability. Clear dates allow the sender to decide whether to wait, escalate, or redirect their request.
Expected Response Timing
Specify when responses will resume. This prevents assumptions about delayed replies and reduces the need for repeated check-ins during your absence.
Alternate Point of Contact
Include a valid backup contact for urgent matters. This ensures work does not stall and avoids unnecessary escalation to unrelated teams.
Scope of Availability
Clarify whether you have limited access or no access at all. This sets realistic expectations and avoids senders waiting for responses that will not come.
Context-Appropriate Tone
Match the tone to the audience. Client-facing messages should remain neutral and professional, while internal messages can be brief but direct.
When Should You Use an Out of Office Email?
Out-of-office emails should be used whenever changes in availability affect response timelines.
- Planned leave, such as vacation, personal time off, or holidays
- Business travel, conferences, or off-site meetings
- Maternity, paternity, or medical leave
- Company shutdowns or seasonal closures
- Situations with limited or irregular email access
10+ Professional Out of Office Email Templates
These templates are designed for professional use where clarity matters more than creativity. Each message clearly explains availability, response expectations, and escalation paths. You can adapt the tone slightly based on role, but the structure should remain intact.
Bare Bones
A basic out-of-office message should be able to convey three things, namely, the exact dates when you will be unavailable, an alternative contact to reach out to for immediate attention and lastly, when you will be back at your desk to resume business as usual.
Hello,
Thank you for your email. I’m currently on leave from DD/MM/YYYY to DD/MM/YYYY with limited access to emails. For any urgent matters, you can write to [email protected] or wait till I’m back on DD/MM/YYYY for my response.
Best,
Something Extra
Given that the holiday season is a time when people like to splurge, you may want to add a bit about having a sale or product discounts in the body of the mail. This way you can quickly engage with customers and offer them something in return for the inconvenience caused.
Dear Sir/Madam,
Thank you for your email. I’m off on vacation from DD/MM/YYYY to DD/MM/YYYY. You can expect a prompt reply when I’m back to duty on DD/MM/YYYY. If your query needs immediate attention, you can write to [email protected].
By the way, if you’re looking for a great gift this holiday season, check out our online store(www.yourbusiness.com/offer) for the latest offers.
Cheers,
Holiday Traffic
As a business, every brand out there is going to be doing something different to ring in the holiday season. It might be a new landing page filled with offers or a blog post about what to get kids for Christmas without disappointing them. Whatever may be the case, an out-of-office message is a good cue to redirect some of that busy traffic, out of your inbox and onto your website.
Hi there!
You’ve caught me at the wrong time. I’m out-of-office from DD/MM/YYYY to DD/MM/YYYY. Right now, I’m somewhere on a boat, fishing with my family. I won’t be able to reply to your email till I’m back on DD/MM/YYYY. For emergencies, you can reach out to [email protected].
Meanwhile, you can take a look at www.yourbusiness.com/blog for intriguing articles that may pique your interest.
Warm regards,
Meet and Greet
The Holiday season doesn’t always mean you’re out on vacation. If you’re among the people who work really hard, even during the holiday season, chances are you might be attending a conference or a business meeting out of town. In such cases, you can include the details of the event you’re attending in the autoresponder email and turn it into a networking opportunity.
Hey,
I’ve got good news and bad news for you.
Bad news is that I’m currently out-of-office from DD/MM/YYYY to DD/MM/YYYY. I have limited access to emails and will get back to you by DD/MM/YYYY.
Good news is that I’m on my way to attend ‘Event Name’. If you happen to be at the same conference, be sure to visit me at Exhibit # for a quick catch up.
Talk to you soon.
Thanks and regards,
Product Preview
Every customer interaction can become a sales opportunity. Believe it or not, it can be true for situations when you’re not at your desk as well. Along with the out-of-office message, you can add two lines about a standout feature or benefit of your product that will immediately catch the eye of your audience.
Hello,
Looks like you just missed me. I’m out-of-office from DD/MM/YYYY to DD/MM/YYYY on a camping trip with my buddies. Hopefully, I’ll be back by DD/MM/YYYY and will reply to your email then. For any urgent issues, you can write to [email protected].
Did you email me about ? If you did, you can find out all about it here – www.yourbusiness.com/product. Pro tip? It can increase your revenue by 3x and help you manage your team better at the same time.
Regards,
Social Butterfly
Social media is bursting at the seams with posts that celebrate the holiday season. If your business has an active social channel that generates great content, then you should make a mention of it in the out-of-office message. This way you’ll gain more followers on social media and your customers can be delighted with warm wishes. It’s a win-win!
Hi there,
This is an automated message. I’m currently unavailable at work from DD/MM/YYYY to DD/MM/YYYY. If your query can wait, I’ll be back on DD/MM/YYYY and would be glad to take this conversation further. If not, you can reach out to me colleague at [email protected].
Don’t let my absence stop you from getting what you want. Stay on top of our latest promotions by following us on Facebook, Twitter, LinkedIn, Instagram and TikTok. Use #YourBusiness and get a chance to be featured on our social media pages.
Best,
Sense of Holiday
A good sense of humor never goes out of fashion. A hilarious autoresponder email can break the monotony and put a smile on your customer’s face. You can reference a popular TV series or legends like Batman to drive the point home. After all, who doesn’t like a Batman reference?
Hey there,
Oops, you’ve reached me at an inconvenient time. I’m off duty from DD/MM/YYYY to DD/MM/YYYY and will be able to respond to your email when I’m back on DD/MM/YYYY. If your request is urgent, you can reach out to my partner in crime at [email protected]. Believe me, she’s like Batgirl to my Bruce Wayne at the office.
Warm regards,
Ode of Office
Traditional out-of-office messages are so 2018. 2019 is all about entertaining your customers and adding value to each interaction. A ballad or an ode can be an excellent addition to an out-of-office message. You can surprise your email senders and make a memorable impact even while you’re away from work.
Hello,
Oh golly, your email is a miss,
as from DD/MM/YYYY to DD/MM/YYYY I’m out-of-office,
Upon my return on DD/MM/YYYY you can expect a reply,
Or if you can’t wait, then shoot a mail to my ally,
Forward your request to [email protected], for anything urgent,
And you’ll hear back from us as soon as you see ‘mail sent’.Many Thanks,
Packed with Emojis
New Age tech is all about how you make someone feel. With that said, plain text notes can be a drag to read. Consider the use of emojis to amp up your EQ and create a unique impression with your out-of-office message.
Hi,
Shucks, you’re out of luck. I’m out-of-office on a (family emoji) excursion from DD/MM/YYYY to DD/MM/YYYY. I have limited access to (email emoji) and will be able to reply to you when I’m back on DD/MM/YYYY. For a (rocket emoji) response, you can write to [email protected].
Regards,
Mamma Mia
Working mums are the Wonder Women of enterprises. You can insert a sweet statement into your out-of-office message announcing your maternity leave to let the people catch wind of your pregnancy. This way, people reaching out to you will be thrilled to see you back in office for a whole other reason.
Dear Sir/Madam,
I’m out-of-office on maternity leave from DD/MM/YYYY to DD/MM/YYYY. The stork is on its way with my little angel and I wouldn’t want to miss it for the world. I’ll probably be back by DD/MM/YYYY and will be able to write back to you then. If you can’t wait that long, you can write to [email protected] for a faster response.
Cheers,
In conclusion, an eager customer trying his or her best to reach out to you is the last person you want to disappoint. Make their day special with an unexpected or quirky autoresponder email that your customers wouldn’t have thought they’d see in their inbox in a million years.
Frequently Asked Questions about OOO Emails
What is an out-of-office email template?
An out-of-office email template is a pre-written message used to automatically respond when you are unavailable. It provides senders with clear information about your absence, expected response time, and alternate contact details, ensuring communication continues without confusion or missed expectations.
What should be included in an out-of-office auto-reply message?
An effective auto-reply should include the dates of unavailability, when the sender can expect a response, and an alternative contact for urgent matters. The message should be concise, accurate, and written in a tone appropriate to your role and audience.
How do I write a professional out-of-office email?
You can write a professional out-of-office email by using clear, neutral language and focusing on facts. State your absence period, clarify response timelines, and provide a backup contact if needed. Avoid casual phrases, humor, or unnecessary personal details.
Should I include a backup contact in my out-of-office message?
Yes, including a backup contact is recommended when requests may require immediate action. It helps prevent delays, ensures business continuity, and avoids repeated follow-ups. For roles involving clients or time-sensitive work, a backup contact is considered a best practice.
How long should an out-of-office email response be?
An out-of-office response should be brief and direct, typically three to five sentences. It should communicate availability, response expectations, and escalation options without adding extra context or promotional information that could distract from the message.
When should I turn on and turn off an out-of-office auto-reply?
Turn on the auto-reply before your absence begins to avoid missed communication. Turn it off immediately upon returning to work, so senders receive normal responses. This ensures accuracy and prevents outdated information from confusing contacts.
