How to Write a Professional Out Of Office Message (With Examples)

Crafting an effective out of office message is essential for maintaining communication with your colleagues and clients while you’re away. A well-written message ensures that your professional image remains intact and provides necessary information for those trying to reach you. Whether you’re taking a short personal day or going on an extended vacation, understanding the importance of an out of office message can save you from potential misunderstandings and missed opportunities.

In this article, we will discuss the significance of out of office messages, how to effectively compose one, and provide various examples tailored for different scenarios.

Key Takeaways:

• Out of office messages reduce confusion and help you return to work without unresolved issues.

• Your message should specify your return date, duration of absence, and emergency contact details.

• Keep it concise; a brief message is usually sufficient to convey your status.

Why Is an Out of Office Message Important?

Setting up an informative out of office message is crucial for professionalism and productivity. It communicates your absence to colleagues and clients, clarifying how long you will be unavailable and providing them with any alternative contact information they may need.

Consider a scenario where a co-worker needs critical information for a project presentation. If they try to reach you without knowing you’re away, it could lead to frustration and delays. An out of office message prevents such misunderstandings, ensuring you return to a well-organized set of messages and inquiries.

Common reasons to create an out of office message include:

• Attending a business trip
• Taking a vacation
• Going to a doctor’s appointment
• Participating in personal events

How to Write a Professional Out of Office Message

When crafting your out of office message, include the reason for your absence, duration, return date, and an emergency contact if applicable. Follow these guidelines for an effective message:

1. Your reason for being away. You don’t have to go into detail, but a brief outline helps provide context.
2. How long you’ll be absent. Clearly state the duration to manage expectations.
3. Return date. Specify the exact date of your return to assist others in planning their communications.
4. A contact in case of emergency. Provide an alternative contact for urgent matters, ensuring your absence doesn’t halt important workflows.

17 Examples of Out of Office Messages

1. Basic Out of Office Voicemail Example

   “Hello, this is John Wells. I’m currently out of the office for my sister’s wedding from December 3rd to December 10th. I will follow up upon my return. If you need immediate assistance, please call my personal phone at (753)-589-6855. Thank you.”

2. Short-Term Out of Office Voicemail Example

   “Hello! You’ve reached Hailey Durant. I’m at a doctor’s appointment today from 2 PM to 5 PM. I’ll respond shortly after. For urgent matters, please contact my secretary Lynn at (389)-957-6322. Thank you!”

3. Short-Term Out of Office Email Message Example

   “Thank you for your email. I’m out of the office after 11 AM on December 5th for a school function. I’ll respond as soon as I’m back tomorrow. For urgent matters, please reach me on my cell at (740)-632-7499.

   Best,

   Ann Martin

4. Away for Over a Day Out of Office Voicemail Example

   “Hi, you’ve reached Timothy Barnes. I’m out of the office for a business meeting from December 4th to December 7th and unavailable by email or phone. I’ll respond upon my return. For urgent matters, please leave a message at my personal line (748)-917-5931. Thank you.”

5. Away for Over a Day Out of Office Email Message Example

   “Hello, this is Anthony Thomas. I’m on vacation until December 8th and won’t check emails. For emergencies, please contact my business partner, Stefan Ryan, at SRyan@gmail.com or (858)-748-9222.”

6. Away for a Week Out of Office Voicemail Example

   “Hello, this is Bethany Smith’s messaging system. I’m away from the office from December 7th to 14th. I’ll respond as soon as I return. For urgent matters, please contact my assistant at BarbaraJones@gmail.com or (382)-493-3823.”

7. Generating Leads Out of Office Email Message Example

   “Hello! Thank you for reaching out to Aaron Markson at Blake St T-shirt Designs. I’m away until December 9th. If you need assistance before then, please contact my colleague Beth Marina at (384)-593-2858. Interested in monthly deals? Click here to subscribe. Looking forward to connecting soon!

   Sincerely,

   Aaron Markson
   Chief Executive Officer, Blake St T-shirts

8. Available by Email Only Out of Office Voicemail Example

   “Hello, you’ve reached Erica Kenning. I’m on a business trip and unavailable by phone until December 7th. However, you can reach me by email at EricaKenning@gmail.com. I’ll respond as soon as I can. Thank you!”

9. Directing to Social Media Out of Office Email Message Example

   “Thanks for contacting Rebecca Allen at Pearson’s Organic Products. I’m currently away on vacation until December 8th. For immediate questions, please contact Brittany at (283)-483-3823. Check out our Instagram for the latest updates on our products!

   Best wishes,

   Rebecca Allen
   Marketing Manager, Pearson Organic Products

10. Happy Holidays Out of Office Voicemail Example

    “Hello and Happy Holidays! This is Marcus Long. Our office is closed from December 23rd to January 2nd. I will be back on January 3rd. For urgent matters, please reach me via email at MarcusLong@gmail.com. Thank you, and enjoy the holiday season!”

11. Personal Day Out of Office Voicemail Example

    “Hello, this is Alison Beckingham. I’m out of the office for a personal day on December 4th and will return on Monday. Thank you, and see you then!”

12. Vacation Out of Office Voicemail Example

    “Aloha! This is Ann French. I’m on vacation in Hawaii from December 4th to December 14th. For any inquiries, please reach out to my co-worker Tim at TimBenjamin@gmail.com. Thank you!”

13. Medical Leave Out of Office Voicemail Example

    “Thank you for calling Michael Ronson. I am on medical leave for knee surgery from December 4th for two weeks. If you need immediate assistance, please contact our reception desk at (484)-595-1833. Thank you for your understanding.”

14. Paternity or Maternity Leave Out of Office Message Example

    “Hello, this is Kayla Berkeley. I’m on maternity leave welcoming a newborn and will return on February 1st. For urgent matters, please contact Mariann at (473)-348-5866 or MariannLexington@gmail.com.”

15. Small Business Out of Office Email Message Example

    “Hello! Kindness Cafe is temporarily closed for renovations from December 4th to December 14th. For urgent matters, please contact owner Max at MaxKing@gmail.com or (575)-777-2383. We look forward to serving you soon!”

16. Out of Office Doctor Appointment Email Message Example

    Hello,

    Thank you for reaching out. I am currently out of the office due to a scheduled doctor’s appointment and will be unavailable until 1 PM on August 10, 2026. For urgent matters, please contact my assistant at assistantsemail@gmail.com or 555-555-5555. I appreciate your understanding.

    Best regards,
    Jamie Fraser

17. Bereavement Out of Office Email Example

    I am writing to inform you that I will be out of the office on bereavement leave due to the loss of a loved one from August 10 to August 15, 2026. I apologize for any inconvenience this may cause and appreciate your understanding. Please contact my assistant for urgent matters at assistantsemail@gmail.com or 555-555-5555.

    Thank you for your support during this difficult time.

    Sincerely,
    Tim Johnson

What to Avoid in Out of Office Messages

To maintain professionalism, avoid these common mistakes:

• Overpromising responses. Instead of saying you’ll respond immediately upon return, say you’ll respond as soon as possible.
• Sharing excessive details. Keep your message simple and focused on the essential information.
• Committing coworkers’ assistance without their consent. Always confirm with colleagues before offering their help.
• Typos and grammatical errors. Carefully proofread your message to maintain professionalism.
• Being too casual. Avoid humor; keep your message straightforward and professional.

Out of Office Messages FAQ

1. What is a good out of office message?

   A good out of office message is:

   Thank you for your email. I’m out of the office on vacation from February 20 to February 23, and I’ll be unavailable to answer my email and phone. I’ll be back in the office on February 24, and I’ll respond as quickly as I can. In the meantime, you can reach out to Sarah Smith with any urgent requests at sarah@email.com.

   Thanks,

   David Rawlings

2. How do I say I’m out of office but check my email periodically?

   To indicate you’re out of office but checking email, you could say:

   “Thank you for your email. I’m out of the office for a business conference from Tuesday, January 6, until Friday, January 9. I will check my email periodically and respond as I’m able, but please contact our main number, 333-444-5555, for urgent requests.”

3. What are some reasons for an out of office message?

   Common reasons for an out of office message include:

   • Vacation
   • Bereavement leave
   • Doctor’s appointments
   • Conferences or workshops
   • Personal days

References

1. California State University, Monterey Bay – Examples of Out of Office Messages

Author

Sky Ariella

Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.