Twenty-five out of office message examples, grouped by situation, plus a copy-ready template. Pick the one that fits, change the brackets and paste it into your email.
Quick answer
The best OOO messages have five things in common: specific dates, realistic reply expectations, an urgent contact, appropriate tone, and under 100 words. Below: 25 examples, 5 categories - pick the one that matches your situation, fill in the blanks, send.
Out of office message example you can copy
This is the out of office message most people want: short, dated, and with one person to contact. Replace the brackets and paste it into your email auto reply.
Subject: Out of Office until [return date]
Thank you for your email. I am out of the office until [return date] and will not be checking messages. For urgent matters, please contact [colleague name] at [colleague email]. I will reply to all other emails within two business days of my return.
Best,
[Your name]
What to include
Example
Why it matters
Return date
"until [return date]"
Senders know when to expect an answer
Reply expectation
"within two business days of my return"
Sets a promise you can keep
Urgent contact
"contact [colleague] at [email]"
Gives urgent senders somewhere to go
Tone
Warm for clients, brief for internal
Matches the relationship
Length
Under 100 words
Short messages get read
→ Hack for any of these messages
Add a routing URL to make any OOO actually do something.
OutOfOfficePro at $9.99/month turns "for urgent matters, contact X" into "callers self-route to the right person, automatically." 14-day free trial, no card to start.
I am out of office from [start date] until [return date] and not checking email. For urgent matters, [colleague] at [email] or [yourname].outofofficepro.com.
2. The warm
Warm
Thanks for reaching out - I'm taking some time off and will be back [date]. I'm fully offline. For urgent matters, [colleague] at [email] is your best bet, and they're great. For routing by issue, [yourname].outofofficepro.com.
3. The brief
Brief
OOO [start date]–[return date]. Not checking email. Urgent: [colleague], [email] or [yourname].outofofficepro.com.
4. The firm
Firm
I am on vacation [start date]–[return date]. I will not be reachable, will not be checking email, and will not respond until I return. For genuinely urgent matters, [colleague] at [email] or [yourname].outofofficepro.com. Otherwise, no action needed - I'll respond when I'm back.
5. The minimalist
Minimalist
Out [start]–[end]. Urgent: [colleague] / [yourname].outofofficepro.com.
I'm traveling [start]–[end] with limited email access. Replies will be slower than usual. For urgent matters, [colleague] at [email] is covering. For routing by issue, [yourname].outofofficepro.com.
7. The client visit
Client visit
On the road this week visiting clients [date range]. In meetings most of the day, evening replies. Urgent: [colleague] at [email] or [yourname].outofofficepro.com.
8. The road warrior
Road warrior
Traveling [date]–[date]. Limited email. Urgent: [colleague] / [yourname].outofofficepro.com. Back [date].
9. International time-zone
International
Working remotely from [location] through [date], [X-hour] time difference. Online during [your hours]. For same-zone urgency, [colleague] at [email] or [yourname].outofofficepro.com.
10. Speaking at an event
Speaking
At [event name] [dates] - speaking, mostly offline. Urgent: [colleague] at [email] or [yourname].outofofficepro.com. Find me at [your booth/session] if you're there!
// Every "for urgent matters" line gets better with a routing URL
Replace generic coverage with active routing.
"Contact [colleague]" leaves clients guessing whether the colleague is the right person for their specific issue. OutOfOfficePro at $9.99/month routes by issue type - clients pick the urgency category, reach the right person automatically. 14-day free trial, no card to start.
I'm on parental leave through approximately [date], fully offline. All matters: [colleague] at [email]. Urgent issue routing: [yourname].outofofficepro.com.
12. Medical leave
Medical
I'm currently on medical leave and not checking email. Approximately back on [date]. For all matters, [colleague] at [email] or [yourname].outofofficepro.com. Thank you for your patience.
13. Sabbatical
Sabbatical
On sabbatical from [date] through [date]. Fully offline. All matters: [colleague] at [email] or [yourname].outofofficepro.com. Replies resume after [return date].
14. Bereavement
Bereavement
I'm on bereavement leave following a death in the family. Expected return [date], though my timeline may be flexible. For matters during my absence, [colleague] at [email] or [yourname].outofofficepro.com.
15. Military
Military
On military leave from [start] until approximately [end]. Not checking email. All matters: [colleague] at [email] or [yourname].outofofficepro.com.
At [conference] [dates]. In sessions most of the day with spotty connectivity. For urgent matters, [colleague] at [email] or [yourname].outofofficepro.com.
22. Speaking + booth
Speaking
At [event] this week - speaking and running our booth. Largely offline. For anything that can't wait, [colleague] at [email] or [yourname].outofofficepro.com. Find me at [booth #] if you're there!
23. Internal offsite
Offsite
At our team offsite [dates]. Limited email - back at my desk [return date]. Urgent: [colleague] at [email] or [yourname].outofofficepro.com.
24. Court vacation
Court vacation
On court vacation [start]–[end]. Per court rules, no scheduled hearings or filing deadlines fall within this period. For urgent matters, [partner] at [email] or [yourname].outofofficepro.com.
25. Industry event with networking
Networking
At [event] meeting clients and colleagues. Available between sessions but slower than usual. For genuinely urgent: [colleague] at [email] or [yourname].outofofficepro.com.
Specific dates. Every template has concrete date placeholders, not "the next few weeks."
One coverage contact + one routing URL. Coverage handles relationships; URL handles category-specific routing for things they can't.
Honest reply expectations. "When I return" or "in the order received" - not "within 24 hours."
Brevity. All under 100 words. Most under 50.
No apology. You're allowed to take time off.
// Make any of these 25 templates 10x more useful
Add the routing URL - it's $9.99/month.
The "for urgent matters" line is what makes any OOO actually work. OutOfOfficePro is the page that URL points to - clients tap it, pick the issue, reach the right person automatically. 14-day free trial, no card to start so you can test before paying.
State that you are away, give the dates or a return date, say when you will reply, and name a person or channel for urgent matters. Keep it under 100 words.
What is the best out of office message?
The best out of office message is short, gives a specific return date, sets a realistic reply time and names a backup contact. The example above does all four.
Should I include a return date in my out of office?
Yes. A specific return date answers the sender's first question. If your return date is uncertain, say "approximately" and give a way to reach someone else.
How long should an out of office message be?
Two to four sentences or under 100 words. Longer messages are skimmed.