Crafting Effective Out-of-Office Messages: Examples and Tips

An out-of-office message is a message which is sent to inform your colleagues and other subordinates that you will be unavailable for a specific period from the office.

When to use an out-of-office message

Here are some scenarios when you should use an out-of-office message:

Vacation plan or outing: When you are planning to take some time off work for a planned vacation, set up an out-of-office message and automate it through your mail id. The moment people send you any mail, your OOO notification will reach them and let them know that you are away.

Unavailability due to Illness: If you are going to be away from work due to illness or medical leave, it is important to set up an out-of-office message to inform your colleagues and clients that you will not be available. It will be considered as an automatic reply for leave and notify people who send you emails during the period.

Business travel: If you are flying away from the office for business purposes and will not be available to check mail promptly, you set up an out-of-office message to let other colleagues know that you will be away from the office and would be resuming after some days (mention the days and dates).

Out for attending workshops or training: Upgradation of skillsets is one of the most important aspects people do when in a job. When you are attending a workshop or training session that will keep you engaged from the office for some period, you should set up an out-of-office message to let people know that you will be unavailable.

Emergencies: In the case of any emergency, such as a family emergency or bereavement, set up an out-of-office message and let people know that you won’t be available to check emails or take up any work till you return to normal.

In summary, whenever you are going to be unavailable for an extended period for any reason, setting up an out-of-office message is the best way to inform people of your absence and provide alternative contact information.

How to write an out-of-office message

Writing an effective out-of-office message requires some thought and consideration. Here are some tips on how to write an out-of-office message:

Start with a friendly greeting: Begin your message with a friendly greeting, such as “Hello” or “Greetings.”

State your absence: Clearly state the dates you will be out of the office and the reason for your absence. For example, “I will be out of the office from March 1st to March 5th due to a planned surgery.”
Provide alternative contact information: Provide alternative contact information for the recipient to reach out to in case of urgent matters. This could be a colleague or supervisor’s contact information or an email address for urgent inquiries.
Set expectations: Let the recipient know when they can expect a response from you and if there will be any delays in your response time.
Use a professional tone: Even though you are out of the office, it’s important to maintain a professional tone in your message.
Avoid sharing sensitive information: Avoid sharing sensitive information in your out-of-office message that could compromise your privacy or security.
Proofread: Before you hit Send, proofread your message for any errors or typos.
Personalize your message: If appropriate, add a personal touch to your message to make it more engaging.
Keep it brief: Keep your out-of-office message short and to the point, so the recipient can quickly understand your absence and how to get in touch with you.

By following these tips, you can write an effective out-of-office message that informs your colleagues, clients, and customers of your absence and sets expectations for your return.

Here’s an out-of-office message example-

Best out-of-office message examples

A simple out-of-office (OOO) message is an automated email reply that notifies senders that you are currently away from your desk and unable to respond to emails. It is important to set up an OOO message to ensure that your colleagues, clients, and business partners are aware of your absence and are not left waiting for a response. Here are some examples of the best out-of-office messages:

Simple and Informative:

Hi there! Thank you for your email. I am currently out of the office and will be unavailable until [date]. During this time, I will not be checking my email or voicemail. If you need immediate assistance, please contact [colleague’s name and contact information]. I will get back to you as soon as possible upon my return. Thank you for your understanding.

Regards

XYZ

Limited Access:

Hello! Thank you for your email. I am currently out of the office with limited access to email until [date]. If you require immediate assistance, please contact [colleague’s name and contact information]. I will do my best to respond to your email as soon as possible. Thank you for your patience.

Regards,

Name

Emergency Contact Information:

Hi! Thank you for your email. I am currently out of the office until [date] and will not have access to email. If this is an urgent matter, please contact [emergency contact information].

I will respond to your email as soon as possible when I return. Thank you for your understanding.

Regards

name

Extended Vacation:

Hello! Thank you for your email. I am currently on an extended vacation and will be unable to respond until [date]. If you need assistance, please contact [colleague’s name and contact information].

Thank you for your patience and understanding.

Regards

xyz

Alternative Communication Method:

Hi there! Thank you for your email. I will not be available in the office until [date] and will not proactively have access to the email. However, you can reach me over my direct number at [phone number] or via [social media platform] if there’s any immediate assistance required. Thank you for your understanding.

Regards

xyz

In summary, an Out-Of-Office message should consist of clear dates of unavailability of the person, it should be professional and should have alternate contact details of the person for urgent matters. The message should be crisp, simple, direct, and polite to ensure that colleagues, clients, and business partners are aware of your absence and know what to do in your absence.

Tips for writing an out-of-office message

When you’re going to be out of the office for an extended period, it’s important to create an effective out-of-office message that informs your colleagues, clients, and customers. Here are some tips for writing an effective out-of-office message:

Begin with a friendly greeting: Begin your message with greetings to the mail recipient.
Inform about your absence: Clearly state the dates you will be out of the office and the reason for your absence.
Provide alternative contact information: IF required, give alternative contact information for the recipient to contact in case of urgency.
Tell them about your next availability: Let the recipient know when they can expect a response from you and if there will be any delays.
Use a professional tone: Even though you’re out of the office, it’s important to maintain a professional tone in your message. Point to note- the message should not be informal.
Avoid sharing sensitive information: Avoid sharing sensitive information in your out-of-office message that could compromise your privacy or security.
Proofread: Recheck and proofread your messages for any errors or typos.
Personalize your message: If appropriate, add a personal touch to your message to make it more engaging.
Keep it brief: Keep your out-of-office message short and to the point, so the recipient can quickly understand your absence and how to contact you.

Conclusion

By following these tips, you can write an effective out-of-office message informing your colleagues, clients, and customers and setting expectations for your absence.