How to Write a Professional Out-of-Office Message

A professional out-of-office message needs four things: the dates you’re unavailable, when you’ll return, who to contact in urgent situations, and (optionally) whether you’ll have limited access to email. Keep it under 60 words for most situations. Don’t explain why you’re away in detail, don’t apologize for being on leave, and don’t promise to respond “as soon as possible” — give a specific date.

Why Most Out-of-Office Messages Are Too Long

The instinct to be thorough produces out-of-office messages like this:

“Thank you so much for your message! I’m currently out of the office on vacation with my family. I will have limited access to email during this time and will do my best to get back to you as soon as I return. If your matter is urgent, please do not hesitate to contact my colleague [Name] at [email address], who will be happy to assist you with any queries you may have. I look forward to responding to your email upon my return. Thank you for your patience and understanding!”

That’s 97 words. The sender wanted to be helpful and polite. But for the reader, the essential information is buried in politeness: you’re out, you return on [date], contact [Name] for urgent matters.

Everything else is noise.

The Core Template

I'm out of the office from [start date] to [return date].

For urgent matters, contact [Name] at [email].

I'll respond to other emails when I return on [date].

That’s it. 30 words. Everything the reader needs.

Templates for Different Scenarios

Standard Vacation

I'm on vacation from April 15–22 and will be back on April 23.

For urgent matters, contact [Manager/Colleague Name] at [email].

I'll respond to your email when I return.

[Your name]

Limited Access (You’ll Check Email Occasionally)

I'm traveling April 15–22 with limited email access. I'll check
messages briefly on April 18 and 21.

For urgent matters: [Name] at [email].

I'll respond fully when I return April 23.

[Your name]

Medical or Personal Leave (When You Don’t Want to Specify Why)

I'm currently on leave and unavailable until [date].

For immediate assistance, contact [Name] at [email].

I'll be in touch when I return.

[Your name]

Note: you never need to specify the reason for your leave. “On leave,” “on holiday,” or “out of office” is sufficient. Sharing medical information in an automated reply is neither required nor recommended.

Partial Availability (Maternity/Paternity Leave or Extended Leave)

I'm on parental leave until approximately [date].

During this time, [Name] is covering my responsibilities and can
help with: [brief list of what they handle — e.g., "client inquiries,
project updates"].

For account questions, contact [Name] at [email].

I look forward to being back in touch in [month].

[Your name]

Conference or Business Travel

I'm at [Conference Name / on business travel] from [dates] and will
have limited availability.

I'll respond to emails on my return to the office on [date].

For urgent matters before then: [Name] at [email].

[Your name]

What to Include vs. What to Leave Out

Include:

• The date you return (specific, not “as soon as possible”)
• An emergency contact with a real email address
• Whether you’ll have any access (if partial access is relevant)

Leave out:

• Why you’re away (unless it’s relevant to coverage, like a conference)
• Apologies for being unavailable — you’re allowed to take leave
• Vague return timelines (“in a few weeks,” “at the end of the month”)
• Lists of who to contact for every possible scenario — pick one
• Excessive warmth (“I look forward to connecting with you!”) — the reader wants information, not enthusiasm

Tone Notes for Non-Native Speakers

Don’t over-apologize: “I sincerely apologize for any inconvenience caused by my absence” — this phrase is grammatically correct but culturally unnecessary. You’re not doing anything wrong by being on holiday. “I’m out of the office” is a statement of fact, not an apology.

Use specific dates, not relative ones: “Returning next week” is unhelpful to someone who doesn’t know when you sent the reply. “Returning April 23” is clear regardless of when the automated reply arrives.

Match the company culture: Some companies use warm, chatty out-of-office messages. Some use extremely brief ones. Look at examples from colleagues or managers you respect and calibrate your message to match the tone of your organization.

Setting Up Out-of-Office in Common Tools

Gmail: Settings → See all settings → General → Vacation responder. You can set a start date, end date, and the message. Gmail only sends the reply once per sender per period.

Outlook: File → Automatic Replies. Set dates and separate messages for people inside vs. outside your organization (many professionals use a slightly more detailed message for internal colleagues and a minimal one for external contacts).

Microsoft 365 / Exchange: Same as Outlook — you can separate internal and external reply messages, which is useful. For external contacts, your brief professional template works well. For internal colleagues, you can add slightly more detail about coverage.

For more email templates and professional communication guides, see our out-of-office email examples and professional email templates hub.

FAQ

Should I include my phone number in my out-of-office message?

Only if you’re genuinely available by phone and comfortable with external contacts calling you. For most professional situations, directing people to a colleague is better than giving your personal number to automated replies.

How far in advance should I set my out-of-office?

Set it the last working day before your leave begins, not earlier. An out-of-office reply that triggers a week before you leave creates confusion.

Is it rude to have a short out-of-office message?

No. Brief is better. A short message that contains the essential information (return date, emergency contact) is more respectful of the reader’s time than a long, effusive reply.

What if I’m taking leave for mental health reasons?

“I’m on leave and unavailable until [date]” is all you need to say. You have no obligation to specify the reason. Mental health leave is as valid as any other leave, and your out-of-office message doesn’t need to justify it.

Should I turn off my out-of-office for weekends?

Most email clients allow you to set the auto-reply to run for specific date ranges. There’s no need to turn it off for weekends unless you prefer to — the reply is only triggered when someone emails you, and receiving an auto-reply on a weekend is normal.