Writing an out-of-office (OOO) email probably ranks low on your list of things to do before vacation. However, it's important to inform your contacts of your absence, when they can expect you back in the office, and any other pertinent details. 

A brief and informative out-of-office email lets you enjoy your time off, but finding the proper phrasing can be challenging. Use the guide to create an out-of-office email template that you can rely on. 

What are the best out-of-office email response templates? 

Most email providers allow you to create automatic replies, enabling you to respond quickly and efficiently when you're away from the office. 

If you're avoiding all electronic communication for some much needed rest, the following examples can help you craft the perfect out-of-office message.

1. All-purpose 

If you don't want to disclose the reason for your absence, an all-purpose out-of-office email template transparently communicates your unavailability, when you expect to return, and an alternative contact. 

Here's a basic template:

Hello, 

Thank you for your message. I am currently out of the office and will return on [date]. If this is an urgent matter, please contact [colleague's name] at [contact information]. Otherwise, I will respond to your message within two business days of my return. 

Thanks, 

[your name]

2. Vacation

You can use this vacation responder template when you plan on taking some well-earned time off. If you'd like, you can even include your destination or keep your travel plans to yourself. 

Hello, 

I will be taking a two-week vacation between [date range] and will be unavailable during this time. I will have limited email access and cannot guarantee an immediate response. 

If you need immediate assistance, please direct communication to [team member or supervisor] at [contact email/phone number]. I plan to return to the office on [date] and will answer emails as soon as possible. 

All the best, 

[your name]

3. Personal emergency 

Dealing with personal emergencies often leaves little time to communicate your absence to your contacts. You can use this template to get the word out and allow yourself to focus:

Hello, 

I am currently out of the office due to a personal emergency. I am unsure when I will return to messages, so please direct any urgent matters to [supervisor] at [email/phone number]. Thank you for your patience and understanding. 

[name]

4. Maternity/paternity leave 

Maternity leave often requires an OOO message with more context. The following template helps you notify your contacts of your recent addition to the family and the end date of your absence. 

Consider creating a similar template that advises your contacts of upcoming leave so that they can plan accordingly.

Hello, 

Thank you for reaching out. As of [start date], I am on [maternity/paternity] leave and will not be back in the office until [date]. I apologize for any inconvenience. 

Feel free to contact my colleague, [name], at [email/phone number] for any matters that require attention before I am back.

Cheers, 

[your name]

5. Holiday season 

A recent study shows that close to half of workers feel additional stress during the holidays. Relieve one of your burdens by using the following out of office email for the holiday season:

Hello, 

You've reached me while I'm away for the holidays. I will return to the office on [date] to respond to any messages. Should you need to speak with someone sooner, please contact [supervisor/colleague] at [email/phone number], and they can assist you in my absence. 

Happy holidays,

[your name]

6. Sickness or medical leave

Although 63% of workers in the private industry have a fixed number of sick days, determining when you'll be under the weather is as unpredictable as forecasting the weather. The last thing you want to do is type out an out-of-office email while fighting off a bug. 

Tuck this template away for those inevitable sick days: 

Hello,

I apologize for the late notice, but I am currently on sick leave and plan to return to the office on [date]. 

Please direct any urgent matters to [name] at [email/phone number]. For non-urgent matters, please allow 24–48 hours upon my return for a response to your message. 

Thank you for your patience and understanding,

[your name]

7. Business trip 

With the travel arrangements of a business trip, you may not have the time or capability to respond to emails in a timely manner. The out-of-office email template below explains your delay as you attend to other matters: 

Hello,

I am currently on a business trip and plan to return to the office on [date]. Please direct any urgent matters to [name] at [email/phone number]. Upon my return, please allow 24-48 hours for a response. 

Thank you,

[your name]

8. Sabbatical 

Like maternity/paternity leave, a sabbatical can last for several months at a time or even up to a year. While it's a good idea to give your contacts a heads-up about your plans, this out-of-office email template can have the same effect: 

Hello, 

I appreciate your message, but I am currently on sabbatical and don't plan to return to the office until [date]. In my absence, please direct any communication to my [supervisor/colleague] at [email/phone number]. [He/she/they] can assist you until my return. 

Best wishes,

[your name]

What are the best practices for out-of-office emails?

Putting together an auto-reply message is deceptively simple. As you consider what to include in your automatic replies, keep the following best practices in mind: 

• Out-of-office emails work best if you plan on being out of the office for more than 24 hours. 
• Most out-of-office emails are less than 100 words but no more than 150 words maximum.
• Aim for a professional tone, but if the occasion — or your personality — calls for it, a witty out-of-office message can accomplish the same task. 
• Including "out of office" or "OOO" in your subject line quickly alerts your contacts of your absence, even if they don't open your email. 
• Thanking the recipient of your out-of-office reply for their message is courteous, but be sure to make clear your unavailability within the first few sentences.
• While your return date may be apparent by simply referring to the day of the week, include exact dates to clear up confusion. 
• Before sending your contacts to a colleague or supervisor, discuss it with them and devise a system of email triage you can use when you return. That way, no messages will fall through the cracks. 

Now that you know what to include in an out-of-office email and how to optimize it, it's time to put it into practice. Open your email and craft a template using the out-of-office message examples we listed above. 

Better yet, use Superhuman, the most productive email app ever made. In particular, Snippets lets you insert commonly used phrases, paragraphs, or whole emails with a simple keyboard shortcut. Move faster with consistent, up-to-date, and high-performing messaging.

Craft out-of-office emails with Superhuman

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