How to Craft the Perfect Out of Office Message for 2025

Learn out of office message examples that beat the rest! Craft professional, funny, or maternity leave OOO messages that will leave a great impression.

Many years, hyped up on pre-vacation adrenaline, I hit “send” on a vague out of office message and returned to an inbox avalanche. I’d left three friends wondering if I’d vanished forever!

If I’ve learned anything about work-life balance, it’s that setting boundaries is essential. That’s where your out of office message comes in.

Whether you need professional out of office message templates for client communications or want to add some personality with a funny out of office message, getting this right can save your sanity.

Here’s everything you need to know about crafting out of office message examples that actually protect your time off and keep everyone happy.

What is an Out of Office Message?

An out of office (or OOO) message is an automated email reply that lets people know you’re away and when you’ll return.

Many of us don’t think too much about OOO messages. We’ll hack together a quick “I’m not here” and call it a day, already looking ahead to our time off. But out of office messages have the potential to be so much more.

When done right, the best out of office messages set clear expectations, provide alternative contacts for urgent matters, and reflect your professionalism (or personality) even when you’re sipping cocktails on a beach.

A great OOO message typically includes:

• Clear dates: “I’ll be out June 10-15” beats “I’m away for a while”
• Reason (optional): “On vacation” or “At a conference”
• Alternative contact: “For urgent matters, contact Sarah at sarah@company.com”
• Response expectations: “I’ll reply when I return” or “I’ll have limited email access”
• Tone that matches your audience: Professional for external clients, more casual for close colleagues

Your OOO is kind of like your digital assistant working overtime. While you’re disconnected, it’s fielding inquiries, setting expectations, and maintaining your professional reputation. The best out of office message templates serve different audiences: a professional out of office message for clients maintains formality, for example, while internal team messages can show more personality.

Research (source) shows that clear communication reduces workplace stress for everyone involved. Your colleagues know exactly what to expect, and you can truly disconnect knowing things are handled.

Want to deal with tricky workplace situations when you return? Check out our guide:

Quick Out of Office Message Templates to Copy & Paste

No time to craft the perfect message? Grab one of these proven templates, customize the bracketed details, and you’re good to go.

1. The Professional OOO Message

Use this for any standard absence when you need to maintain a formal, professional tone, especially for external clients.

Subject: Out of Office

Thank you for your email. I am currently out of the office from [Start Date] to [End Date]. I will respond to your message upon my return on [Date of Return].

For urgent matters, please contact my colleague, [Colleague’s Name], at [colleague’s email] or [phone number].

Best regards,

[Your Name]

2. The Simple Vacation OOO Message

This one is great for internal teams or less formal environments. It’s friendly and clearly sets boundaries.

Subject: On vacation!

Hi there,

Thanks for your message. I am currently on vacation until [Date of Return] and will not be checking my email.

For anything that requires immediate attention, please reach out to [Colleague’s Name] at [colleague’s email]. Otherwise, I will respond as soon as I can when I’m back.

Cheers,

[Your Name]

3. The Extended Leave (Maternity/Paternity) OOO Message

For longer absences like parental leave, clarity is key. Provide specific contacts for different responsibilities.

Subject: Out of Office: On Parental Leave

Thank you for your email. I am currently on parental leave and will be returning on [Date of Return]. During this time, I will not be monitoring my inbox.

Please direct your query to the appropriate contact below:

• For [Responsibility #1, e.g., Client Inquiries]: Contact [Name] at [email]
• For [Responsibility #2, e.g., Project Updates]: Contact [Name] at [email]

I appreciate your understanding and look forward to connecting upon my return.

All the best,

[Your Name]

4. The Funny OOO Message (Use With Caution!)

Perfect for close-knit teams or creative fields where you know your audience appreciates humor.

Subject: I’ve escaped!

I am currently out of the office until [Date of Return], likely engaged in a fierce battle with a beach chair and losing.

While I’m away, your email will be safely stored and probably ignored. If your matter is urgent, please contact [Colleague’s Name] at [colleague’s email], who is holding down the fort.

I’ll get back to you once I’ve fully recharged.

[Your Name]

3 Signs Your OOO Message Needs Work

Ever sent an OOO and still gotten bombarded with “urgent” emails? Your message might be sending mixed signals. Here are three red flags that your away message needs a makeover:

Your Message is Vague as Fog

The problem: “I’m currently out of the office” tells people absolutely nothing useful.

Why it backfires: People don’t know if you’re gone for two hours or two weeks, leading to follow-up emails asking when you’ll return.

The fix: Always include specific dates. “I’m out of the office June 10-15” gives people a clear timeline to work with.

You’ve Gone Full Robot Mode

The problem: “I am currently unavailable and will respond to your inquiry upon my return to the office.”

Why it backfires: Ultra-formal language can feel cold and disconnected, especially for internal team communications.

The fix: Match your usual communication style. If you normally say “Thanks!” instead of “Thank you for your consideration,” keep that same energy in your OOO.

You’ve Left People Hanging Without Backup

The problem: No alternative contact information when people actually need help.

Why it backfires: Urgent issues pile up, colleagues get frustrated, and you return to a mess.

The fix: Always provide a backup contact: “For urgent matters, please contact Mike at mike@company.com or call our main line at 555-0123.”

Pro Tip: Test your OOO by sending yourself an email from a different account. Does it answer the basic questions someone might have? If not, time for a rewrite!

Why Out of Office Messages Matter

These days, we’re more connected than ever, but we’re also more burned out than ever. And given the prevalence of remote and hybrid work, we’re also much more inclined to check our emails outside of business hours.

As such, a good out of office message is as much a boundary-setting tool for yourself as it is a professional courtesy!

The bottom line: a good OOO message is a gift to everyone, including future you who won’t return to inbox chaos.

For a super comprehensive overview on thriving in a remote or hybrid work environment in 2025, watch our video:

How to Craft Out of Office Messages in 5 Simple Steps

Finally convinced you need a good out of office message? Here are five strategies that’ll transform your away game from amateur to expert level.

Specify Dates and Reason

Your OOO message should answer the most basic question: “When will you be back?” Yet you’d be amazed how many people skip this crucial detail.

What to include:

• Exact departure and return dates
• Brief reason (optional but helpful)
• Whether you’ll have any email access

Example: “I’m on vacation June 10-15 and will have limited email access. I’ll respond to messages when I return on June 16.”

Why this works: People can plan around your absence instead of playing the guessing game. Plus, mentioning limited access sets realistic expectations; you’re not ignoring them, you’re genuinely unavailable.

Include Alternate Contacts

This is where good OOO messages become great ones. Always provide a backup for truly urgent matters.

The smart approach:

• Designate specific people for specific types of requests
• Include both email and phone contacts when appropriate
• Make sure your backup actually knows they’re your backup!

Example: “For client questions, contact Sarah (sarah@company.com). For technical issues, reach out to our IT team at support@company.com or 555-0199.”

Pro Tip: Give your backup a heads-up about what might come their way. A quick “Hey, I’ll be out next week and might send some client questions your way” goes a long way.

Match Tone to Audience

Your professional out of office message for external clients should feel different from your internal team message. Think of it as code-switching for email.

The balance: Professional doesn’t have to mean personality-free. Even client-facing messages can include a touch of warmth: “I’m at a conference learning some exciting new strategies to better serve our clients.”

Use Tech Tools Smartly

Setting up in Outlook:

1. Go to File → Automatic Replies
2. Check “Send automatic replies”
3. Set your date range
4. Write different messages for internal and external contacts
5. Hit “OK” and you’re covered

Setting up in Gmail:

1. Click the gear icon → Settings
2. Scroll to “Vacation responder”
3. Turn it on and set your dates
4. Write your message
5. Choose whether to send to everyone or just your contacts

Pro move: Give yourself some time to make sure you do it right. Set up your OOO the day before you leave, not five minutes before your flight.

Test for Clarity

Before you jet off into the sunset, run your OOO through the clarity test:

• The friend test: Send your draft to a colleague and ask, “Is this clear? Would you know exactly what to do if you needed something while I’m gone?”
• The stranger test: If someone who’s never worked with you received this message, would they understand your availability and next steps?
• The urgency test: Does your message handle both “just checking in” emails and genuine emergencies appropriately?

My friend Jake, a project manager, used to return from vacation to 50+ emails because his OOO just said “I’m out until Monday.” After implementing these strategies, his new message included specific project contacts and return dates. His post-vacation inbox dropped to 12 emails, all actually requiring his attention.

Action Step: Draft your next vacation out of office message using these five strategies, even if you’re not planning time off soon. Having a template ready removes the last-minute stress when you actually need it.

Out of Office Message Examples for Every Situation

Sometimes the best way to craft your perfect OOO is to see what works for others. Here are proven out of office message examples for different scenarios:

Professional Out of Office Message (External Clients)

“Thank you for your email. I’m currently attending a professional development conference and will be out of the office June 10-12. I’ll respond to all messages within 24 hours of my return on June 13.

For urgent matters requiring immediate attention, please contact my colleague Sarah Johnson at sarah.johnson@company.com or 555-0156.

I appreciate your patience and look forward to connecting with you soon.”

Why this works: Professional but warm, gives specific dates, explains the reason (conference sounds productive), and provides clear next steps.

Simple Out of Office Message (Internal Team)

“Hey team! I’m taking some much-needed time off June 15-22. I’ll be camping with spotty cell service, so I won’t be checking email.

For project updates, loop in Mike (mike@company.com). For anything client-related, Sarah’s got you covered (sarah@company.com).

Back refreshed and ready to tackle Q3 goals on June 23!”

Why this works: Casual tone fits internal communication, sets clear expectations about being unreachable, and provides specific contacts for different needs.

Maternity Leave Out of Office Message

Planning for maternity (or paternity) leave? Your OOO needs to handle a longer absence while maintaining professional relationships:

“Thank you for your email. I’m currently on maternity leave through October 15, 2025, and won’t be monitoring email during this time.

For immediate assistance with [specific area], please contact:

• Client questions: Sarah Miller (sarah.miller@company.com)
• Project coordination: Tom Chen (tom.chen@company.com)
• General inquiries: Our main office (info@company.com, 555-0100)

I look forward to reconnecting when I return. Thank you for your understanding during this special time.”

Key elements for maternity leave out of office message templates:

• Longer timeframe clearly stated
• Multiple contacts for different needs
• Professional but personal acknowledgment
• Clear statement about not monitoring email

Funny Out of Office Message (When Appropriate)

Got a close-knit team that appreciates humor? Or perhaps you’re a freelancer who wants to show off their personality? A funny out of office message can build rapport:

“I’m currently out of office pretending to be a responsible adult who takes vacations. This is harder than it looks.

I’ll be back June 20th, hopefully with better tan lines and worse dad jokes.

For anything urgent (and I mean URGENT, like the building is on fire urgent), contact Mike at mike@company.com. For everything else, it can probably wait until I’m back from fighting sunscreen battles.”

Here are some other humorous out of office messages for special occasions:

For conference attendance:

“I’m currently at [Conference Name] pretending to understand why everyone’s so excited about blockchain. If you need immediate assistance and can’t wait for my return on [date], contact [backup person]. I’ll be back with either revolutionary insights or really expensive coffee addiction.”

For a staycation:

“I’m on a staycation, which means I’m home but pretending I’m somewhere exotic. Currently exploring the mysterious land of my own couch and conducting important research on optimal Netflix-to-snack ratios. Back [date] with zero tan but maximum relaxation. For urgent matters, contact [backup person]—they’re actually productive this week.”

Humor guidelines:

• Know your audience (skip this for formal client relationships)
• Keep it light and inoffensive
• Still include all essential information

Basic Out of Office Message Template

Need a reliable, adaptable out of office message template? Here’s your go-to framework:

“I’m out of the office [dates] [optional: reason]. [Response timeline].

For [type of inquiry], please contact [name and email/phone].

[Appreciation/closing line].”

Fill-in-the-blank version:

• Dates: Be specific (June 10-15, not “this week”)
• Reason: Optional but helpful (“for vacation,” “attending a conference”)
• Response timeline: “I’ll respond when I return” or “within 24 hours of my return”
• Contact info: Match the contact to the type of inquiry
• Closing: “Thank you for your patience” or “Looking forward to connecting soon”

Christmas and Holiday Out of Office Message

Holiday messages need special consideration since many people might also be out:

“Happy holidays! I’m out of the office December 23-January 2 for the holiday break.

I’ll be checking email periodically but with delayed responses. For time-sensitive matters, please contact our main office at 555-0100, and they’ll direct you to someone who can help immediately.

Wishing you and yours a wonderful holiday season. I’ll be back January 3 ready for an amazing 2025!”

Holiday message tips:

• Acknowledge the season warmly
• Be realistic about limited availability
• Provide alternative contacts since others may also be out
• Keep the tone celebratory but professional

Pro Tip: Save these templates in a document you can easily access (or bookmark this article). When vacation time rolls around, you’ll have proven out of office message examples ready to customize instead of starting from scratch while rushing to catch a flight.

Applying OOO Messages at Work and Beyond

Your OOO mastery shouldn’t stop at work emails! Here’s how to apply these boundary-setting skills across different areas of your life:

Workplace Applications

Team coordination: Before setting your OOO, have a quick conversation with your team. Sarah, a marketing manager I worked with, learned this the hard way when her simple out of office message didn’t mention the client presentation happening while she was away. Now she coordinates coverage beforehand and includes project-specific contacts.

Client relationship management: For client-facing roles, your OOO message becomes part of your service quality. Include expected response times and alternative contacts, but also consider sending a heads-up email before you leave: “Just a friendly reminder that I’ll be out next week. Here’s everything we discussed and my colleague’s contact info just in case.”

Leadership modeling: If you’re in a management role, your OOO messages set the tone for your team’s boundary-setting. When leaders demonstrate healthy disconnection, it gives permission for others to do the same.

Advanced OOO Strategies for Different Industries

Different industries have unique vacation out of office message needs. Here are some examples:

For healthcare professionals: “I’m out of the office [dates] for continuing education. For patient matters, contact our main clinic at [number]. For administrative questions, reach [backup person]. Non-urgent matters will be addressed upon my return [date].”

For consultants and freelancers: “Thanks for reaching out! I’m taking a break [dates] and won’t be monitoring email. Current project updates have been sent to all active clients. New inquiries will receive responses starting [return date]. For project emergencies, contact [emergency contact].”

For seasonal businesses: “Our team is on winter break December 20-January 5. Online orders will be processed starting January 6. For urgent customer service needs, email support@company.com. Our skeleton crew will respond within 48 hours. Happy holidays!”

Personal Email Boundaries

Your personal email deserves the same respect. Set up vacation responders for your personal Gmail when you’re taking a true digital detox:

“Thanks for reaching out! I’m taking a break from digital communication through [date]. I’ll get back to you when I return, probably with lots of vacation photos to share.”

The 2025 Hybrid Work Reality

With flexible schedules becoming the norm, consider setting up “partial availability” messages for working-from-home days or focus time:

“I’m working from home today with limited email checking to focus on [project]. For urgent matters, text me at [number]. Otherwise, I’ll respond by end of day.”

Pro Tip: Schedule focus time blocks in your calendar in conjunction with modified OOO messages to protect deep work sessions. Research shows that constant email interruption can dramatically reduce productivity.

Setting Boundaries for Digital Nomads

Digital nomads are remote workers who leverage their office homelessness to travel the world while working. While it can be an exciting lifestyle, they face unique challenges with out of office message needs when constantly changing locations and time zones.

Consider these scenarios:

For timezone transitions: “Currently working from [City, Country] in [timezone]. My response times may be delayed due to the time difference. For urgent matters that can’t wait, contact [backup person] or our main office during [local business hours].”

For co-working space days: “Working from [location] today with limited connectivity. I’ll respond to emails this evening. For immediate assistance, contact [colleague] or call our main office.”

For location changes: “Transitioning to a new location this week with potential connectivity issues. I’ll have limited email access [dates] but will catch up on all messages by [date]. For immediate assistance, reach [colleague] at [contact info].”

For extended travel periods: “Working remotely from [region] for the next month. Due to different time zones and varying internet connectivity, please allow 24-48 hours for email responses. For same-day urgent needs, use WhatsApp at [number] or contact [backup person].”

Building a Boundary-Respecting Workplace Culture

Individual OOO mastery is great, but imagine if your entire workplace respected time-off boundaries. Here’s how to develop that culture:

Create OOO Policies That Actually Work

Coverage protocols: Establish clear handoff procedures. Before anyone goes on vacation, they should brief their backup and document current projects. This prevents the “only Sarah knows how to do this” emergency.

Response time expectations: Set realistic expectations for different types of leave. Vacation responses within 24-48 hours of return? Reasonable. Same-day responses? Not so much.

Leadership accountability: Managers should model good OOO behavior. When the CEO sends emails during their “vacation,” it sends mixed messages about boundary-setting.

Pro Tip: Consider drafting an OOO guide for your organization. You could include:

• A style guide with templates for vacation, extended medical leave, maternity leave, conference and business travel, emergency personal time and more.
• Guidelines for contact hierarchies, including who covers client communications, emergency escalation procedures, and department-specific backup assignments

Communication Workshops

Consider hosting communication workshops that cover:

• Writing effective OOO messages
• Determining what constitutes “urgent” vs. “important”
• Planning project coverage before leave
• Using calendar tools effectively

Real-world success: A tech startup implemented monthly communication “tune-ups” where teams reviewed their OOO practices (among other things). Within six months, post-vacation email overwhelm dropped by 40%, and employee satisfaction with work-life balance increased significantly.

Speaking of workshops… need to improve your team’s communication and boundary-setting skills? I’ve worked with teams at Google, Microsoft, and Fortune 500 companies to develop the kind of clear, confident communication that streamlines communication and reduces burnout. Let’s connect today!

Technology Solutions

• Shared calendars: Make time-off visible so people can plan around absences.
• Project management tools: Use platforms like Asana or Monday.com to document project status, making coverage easier.
• Emergency contact protocols: Establish clear escalation paths for true emergencies that bypass OOO messages entirely.

Check out our list of the The 15 Best Team Communication Tools For Businesses in 2025!

Conflict Resolution Tips for OOO Missteps

Even the best out of office message examples can sometimes lead to misunderstandings. Here’s how to handle OOO-related conflicts with grace:

When Your OOO Causes Confusion

The scenario: You return to find someone frustrated because they didn’t know who to contact while you were away.

The response: Use “I” statements to acknowledge without over-apologizing: “I can see my message wasn’t clear about backup contacts. Let me introduce you to Sarah, who handles these requests when I’m out.”

The fix: Update your OOO template to be more specific about different contact people for different needs.

When Others Don’t Respect Your OOO

The scenario: Colleagues expect immediate responses despite your clear away message.

The response: Address it calmly and privately: “I noticed a few urgent requests came in while I was on vacation. Can we chat about how to handle similar situations in the future?”

The redirect: Reinforce your backup systems: “For future reference, Sarah was handling client questions while I was out and got great feedback on her responses.”

When Urgency Gets Misunderstood

The scenario: Someone sends multiple “urgent” emails about non-urgent matters.

The response: Use this as a teaching moment: “Help me understand what made this feel urgent. In the future, here’s how to reach me for true emergencies.”

The prevention: Define “urgent” in your OOO message: “For urgent matters requiring same-day response (client emergencies, system outages), contact…”

Pro Tip: Frame OOO missteps as opportunities to improve communication systems, not personal failures.

Frequently Asked Questions (FAQs) About Out of Office Messages

What are good out of office message examples?

Good out of office message examples include specific dates, alternative contacts, and match the tone to your audience. For vacation: “I’m out June 10-15 and will respond when I return. For urgent matters, contact Sarah at sarah@company.com.” For professional conferences: “I’m attending a training conference June 5-7 with limited email access. I’ll respond within 24 hours of my return.”

How do I set an out of office message in Outlook or Gmail?

For Outlook: Go to File → Automatic Replies, check “Send automatic replies,” set your date range, write your message, and click OK. For Gmail: Click the gear icon → Settings, scroll to “Vacation responder,” turn it on, set dates, and write your message. Both platforms let you create different messages for internal and external contacts.

What’s a professional vs. funny OOO message?

A professional out of office message maintains formal tone and focuses on business needs: “I’m attending a client conference and will return June 12 with limited availability.” A funny out of office message adds personality for close colleagues: “Gone fishing for compliments and catching actual fish. Back June 15 with hopefully better stories than this joke.” Match the tone to your relationship with recipients.

How do I write a maternity leave OOO message?

A maternity leave out of office message should specify the longer timeframe and provide multiple contacts. Example: “I’m on maternity leave through October 15 and won’t be monitoring email. For client questions, contact Sarah Miller (sarah.miller@company.com). For project coordination, reach Tom Chen (tom.chen@company.com). Thank you for your understanding during this special time.”

How do I handle urgent replies during my absence?

Define “urgent” in your OOO message and provide specific contacts for true emergencies. Include both email and phone contacts when appropriate: “For urgent matters requiring immediate attention (client emergencies, system outages), call our main line at 555-0100 or email emergency@company.com.” Train your backup contacts on what constitutes urgent versus routine requests.

Your 2025 OOO Message Toolkit: Key Takeaways

Mastering out of office messages is vital for protecting your time, managing expectations, and maintaining relationships when you’re away.

Here are the essential strategies that’ll transform your OOO game:

The difference between a good and great professional out of office message often comes down to the details. Specific dates prevent guessing games. Alternative contacts handle urgent needs. Appropriate tone maintains relationships. And testing ensures your message actually communicates what you intended.

Whether you need a simple out of office message for a long weekend or a comprehensive maternity leave out of office message template, these strategies will serve you well.

Action Step: Draft one OOO message template right now using these principles. Save it somewhere easily accessible so you’re ready for your next time away.

Got your OOO locked and loaded? Learn best practices for booking off a vacation so you can deploy it: How to Take a Vacation at a New Job (& How to Ask For One!)