Out of Office Message — Examples & AI Generator
Set up the perfect auto-reply before your next vacation, leave, or conference. Our AI generates professional out of office messages for Outlook and Gmail in seconds.
Generate OOO Message FreeNo credit card required • Free to start
Out of Office Message Examples by Scenario
Vacation
Thank you for your email. I am currently out of the office on vacation from July 7 to July 18 with limited access to email.
For urgent matters, please contact Sarah Miller at s.miller@company.com. I will respond to your email upon my return on July 21.
Best regards,
James
Maternity / Paternity Leave
Thank you for reaching out. I am currently on parental leave and will not be checking email regularly until October 1.
During my absence, please direct all inquiries to Tom Rodriguez at t.rodriguez@company.com or call (555) 123-4567.
Kind regards,
Emily
Conference / Business Trip
I am attending the Global Marketing Summit from March 10-14 and will have limited email access.
I will review and respond to all messages by March 17. For time-sensitive requests, please reach out to my colleague Lisa Park at l.park@company.com.
Thanks,
David
Holiday Season
Happy holidays! I am out of the office from December 23 through January 2 for the holiday season.
I will respond to your email when I return on January 3. For urgent matters, please contact our support team at support@company.com.
Warm wishes,
Rachel
Sick Leave
Thank you for your email. I am currently out of the office due to illness and will have limited availability.
For urgent matters, please contact my manager, Karen White, at k.white@company.com. I will respond as soon as I am able.
Best,
Michael
Extended Leave / Sabbatical
I am on an extended leave of absence from February 1 through May 31. I will not be monitoring email during this period.
Please direct all communications to my team lead, Alex Chen, at a.chen@company.com, who will be handling my responsibilities.
Regards,
Sophie
What to Include in Your OOO Message
A well-crafted out of office message sets clear expectations and prevents important items from falling through the cracks while you are away.
Dates of Absence
Clearly state your departure and return dates so senders know when to expect a reply.
Backup Contact Person
Provide a colleague's name and email for urgent matters that cannot wait until your return.
Urgency Instructions
Tell senders what to do if their request is time-sensitive versus what can wait.
Expected Response Time
Let people know when they can expect to hear back from you after your return.
Professional vs. Creative OOO
Professional
Thank you for your email. I am out of the office from March 10-17 with no access to email. For urgent inquiries, please contact Jane Doe at j.doe@company.com.
Fun / Creative
I am currently trading my inbox for a beach umbrella and will be offline from March 10-17. Your email is important to me (just not as important as sunscreen right now). I will get back to you when I return!
Auto-write emails with AI
Free forever • Works instantly
How WriteMail.ai Generates Out of Office Messages
Enter Your Details
Tell us your leave dates, reason for absence, backup contact, and preferred tone (professional, casual, or fun).
AI Generates Your OOO
Our AI creates a polished out of office message with all the essential details, formatted perfectly for Outlook or Gmail.
Copy & Activate
Review the message, copy it, and paste it into your email client's auto-reply settings. Done in under 30 seconds.
Related Email Resources
The Complete Guide to Out of Office Messages
An out of office message (also called an OOO message or auto-reply) is an automatic email response that lets senders know you are unavailable. Whether you are heading on vacation, parental leave, or a business trip, a well-written OOO message keeps communication flowing smoothly in your absence.
How to Set Up an Out of Office Message in Outlook
Microsoft Outlook is the most popular email client for setting up automatic replies. Follow these steps to enable your out of office message in Outlook:
- Open Outlook and click File in the top-left corner.
- Select Automatic Replies (Out of Office).
- Check "Send automatic replies" and optionally set a date range.
- Type your out of office message in the "Inside My Organization" tab.
- Switch to the "Outside My Organization" tab and enter a message for external contacts.
- Click OK to activate your auto-reply.
Pro tip: Always set an end date so your OOO turns off automatically. Use the "Outside My Organization" tab to send a shorter, less detailed message to external contacts for security reasons.
How to Set Up an Out of Office Message in Gmail
Gmail calls it a "Vacation responder." Here is how to set it up:
- Open Gmail and click the gear icon, then "See all settings".
- Scroll down to the "Vacation responder" section under the General tab.
- Select "Vacation responder on".
- Set your first day and last day (optional but recommended).
- Enter a subject line and your auto-reply message.
- Optionally check "Only send a response to people in my Contacts".
- Click Save Changes.
10+ Out of Office Message Examples
1. Standard Professional OOO
Thank you for your email. I am currently out of the office from [start date] to [end date] with limited access to email. I will respond to your message upon my return. For immediate assistance, please contact [backup name] at [backup email].
2. Short and Simple
I am out of the office until [date]. For urgent matters, please reach out to [backup name] at [backup email]. I will reply when I return.
3. Vacation with No Email Access
I am on vacation from [start date] to [end date] and will not be checking email. Your message is important to me and I will respond when I return on [return date]. For anything urgent, please contact [backup name] at [backup email].
4. Client-Facing OOO
Thank you for reaching out. I am currently away from the office until [date]. During my absence, [colleague name] will be handling all client inquiries. You can reach them at [email] or [phone]. I look forward to connecting with you upon my return.
5. Conference / Training
I am attending [conference/training name] from [dates] and will have limited email availability. I will review all messages by [return date]. For time-sensitive requests, please contact [backup name] at [email].
6. Medical Leave
I am currently out of the office on medical leave and will be unavailable until further notice. For all work-related matters, please contact [backup name] at [backup email]. Thank you for your understanding.
7. Part-Time / Reduced Hours
Thank you for your email. Please note I am working reduced hours and may take longer than usual to respond. I check email on [days/times]. For urgent requests, please contact [backup name] at [backup email].
8. End-of-Year / Holiday
Happy holidays! Our office is closed from December 23 through January 2. I will return to email on January 3. For urgent matters during the break, please email [backup email]. Wishing you a wonderful holiday season!
9. Internal-Only (Colleagues)
Hey team, I am OOO from [dates]. [Backup name] is covering for me. All active project files are in [shared drive location]. I will catch up on Slack when I am back on [date].
10. Executive / Leadership
Thank you for your message. I am traveling from [dates] and will have intermittent email access. My executive assistant, [name], can be reached at [email] for scheduling requests. For business-critical items, please contact [VP/Director name] at [email].
Funny & Creative Out of Office Messages
If your workplace culture allows it, a humorous OOO message can leave a memorable impression. Here are some creative examples:
"I am currently out of the office and probably somewhere with a terrible Wi-Fi signal. Your email is very important to me, but so is my vacation. I will get back to you after [date]."
"I am on vacation! If this is urgent, please reconsider whether it is actually urgent. If it is still urgent, contact [backup name] at [email]. If not, I will see you on [return date]."
"My out of office is on because I am out of the office. Shocking, I know. I will be back on [date] ready to tackle your email with fresh eyes and a suspicious tan."
"I am off the grid from [dates]. My inbox will be like a time capsule: untouched until I return. For anything urgent, [backup name] at [email] is your person."
Common OOO Message Mistakes to Avoid
Mistakes
- ✗ Forgetting to set an end date (OOO runs forever)
- ✗ Not providing a backup contact
- ✗ Sharing too many personal details about your trip
- ✗ Using the same message for internal and external contacts
- ✗ Being too vague about when you will return
Best Practices
- ✓ Always set a start and end date
- ✓ Name a specific backup contact with their email
- ✓ Keep it concise (3-5 sentences max)
- ✓ Write separate messages for internal and external
- ✓ Test your auto-reply before leaving
Generate Your Out of Office Message in Seconds
Skip the blank-page anxiety. Tell our AI your dates, backup contact, and preferred tone, and get a ready-to-use OOO message for Outlook or Gmail instantly.
Generate OOO Message FreeFrequently Asked Questions
Everything you need to know about Out of Office Message
What is an out of office message?
An out of office (OOO) message is an automatic email reply that is sent when someone emails you while you are away. It lets the sender know you are unavailable, when you will return, and who to contact for urgent matters. Most email clients like Outlook and Gmail have built-in features to set up auto-replies.
How do I set up an out of office message in Outlook?
In Outlook, go to File > Automatic Replies (Out of Office). Select "Send automatic replies," set your date range, and type your message for both internal and external contacts. Click OK to activate. In Outlook on the web, go to Settings > Mail > Automatic replies.
What should an out of office message include?
Every effective OOO message should include: (1) your dates of absence, (2) a backup contact name and email for urgent matters, (3) when the sender can expect a response, and (4) a brief, professional tone. Optionally include the reason for your absence (vacation, conference, etc.).
How do I write a professional out of office message?
Keep it concise (3-5 sentences), state your dates clearly, provide a backup contact, and set expectations for your response time. Avoid oversharing personal details. Use a professional tone and proofread before activating. WriteMail.ai can generate a polished OOO message for you in seconds.
Should I include my phone number in an out of office message?
Generally, no. Including your personal phone number in an OOO message defeats the purpose of being away. Instead, provide a colleague's contact information for urgent matters. Only include your phone number if your role requires it (e.g., sales or client-facing positions).
Can WriteMail.ai generate out of office messages?
Yes! WriteMail.ai can generate professional, casual, or creative out of office messages in seconds. Simply tell the AI your leave dates, backup contact, and preferred tone. It will create a ready-to-use OOO message you can paste directly into Outlook or Gmail. Visit writemail.ai to try it free.
How do I set up an out of office message in Gmail?
In Gmail, click the gear icon > "See all settings" > scroll to "Vacation responder" under the General tab. Turn it on, set your dates, enter a subject line and message, and click Save Changes. You can optionally limit replies to people in your contacts only.
What is a good funny out of office message?
A funny OOO message works well in casual workplaces. Example: "I am currently out of the office and probably somewhere with terrible Wi-Fi. Your email is very important to me, but so is my vacation. I will get back to you after [date]." Always make sure humor fits your company culture and include a real backup contact.
How long should an out of office message be?
An out of office message should be 3-5 sentences (50-100 words). Include only the essentials: dates, backup contact, and expected response time. Senders appreciate brevity. Anything longer than a short paragraph is unlikely to be read fully.
Have more questions? Feel free to contact us!
Generate Perfect Out of Office Messages Instantly
AI creates professional, funny, or creative OOO messages for Outlook and Gmail in seconds. Never stare at a blank auto-reply again.
No credit card required