Out-Of-Office Message: Writing Guide With 15 Examples

Going on vacation or taking a break from work? It’s important to set up an out-of-office message that informs your colleagues and clients about your absence. Crafting a compelling and informative out-of-office message can help you maintain your professional image and ensure that important messages are not missed. In this guide, we’ll provide you with tips and 15 examples of out-of-office messages that you can use as a template for your own message.

1. Understand the Purpose of an Out-of-Office Message

Before you start writing your out-of-office message, it’s important to understand its purpose. Your out-of-office message should:

2. Determine the Length of Your Out-of-Office Message

The length of your out-of-office message depends on your personal preference and the nature of your absence. Generally, a concise and to-the-point message is preferred over a lengthy one. Your message should be easy to read and understand.

3. Use a Professional Tone

Your out-of-office message should be professional and polite. Avoid using informal language or humor that may be misinterpreted. Remember that your message is a representation of your professional image, so keep it professional and formal.

4. Provide Relevant Information

Your out-of-office message should provide relevant information about your absence. Include the dates you will be away, the reason for your absence, and any other relevant details. This will help your colleagues and clients understand why you are not available and how long you will be away.

5. Offer an Alternative Contact

If necessary, provide the contact information of an alternative person who can handle urgent matters in your absence. This will help ensure that important messages are not missed and that your clients and colleagues are taken care of.

6. Avoid Sharing Personal Information

While it may be tempting to share personal information in your out-of-office message, it’s important to avoid doing so. Stick to professional and relevant information that will help your colleagues and clients understand your absence.

7. Use a Clear Subject Line

Your out-of-office message should have a clear and concise subject line that informs the recipient about your absence. Use a subject line that is easy to understand and informative.

8. Include Your Contact Information

Even though you are away, it’s important to include your contact information in your out-of-office message. This will help your colleagues and clients reach you in case of an emergency.

9. Customize Your Message

Don’t use a generic out-of-office message. Customize your message to reflect your personality and professional image. This will help you stand out and leave a lasting impression on your colleagues and clients.

10. Proofread Your Message

Before you send your out-of-office message, make sure to proofread it for any errors or typos. Your message should be error-free and easy to read.

15 Examples of Out-of-Office Messages

1. Example 1: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
2. Example 2: Thank you for your email. I am currently on vacation and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
3. Example 3: Thank you for your email. I am currently attending a conference and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
4. Example 4: Thank you for your email. I am currently out of the office for personal reasons and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
5. Example 5: Thank you for your email. I am currently on a business trip and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
6. Example 6: Thank you for your email. I am currently out of the office for a family emergency and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
7. Example 7: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
8. Example 8: Thank you for your email. I am currently away on a sabbatical and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
9. Example 9: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
10. Example 10: Thank you for your email. I am currently on maternity leave and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
11. Example 11: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
12. Example 12: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
13. Example 13: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
14. Example 14: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].
15. Example 15: Thank you for your email. I am currently out of the office and will not be checking email until [date]. If you need immediate assistance, please contact [alternative contact].

Conclusion

Crafting an effective and professional out-of-office message is important for maintaining your professional image and ensuring that important messages are not missed. Follow the tips and use the examples provided in this guide to create a compelling and informative out-of-office message that reflects your personality and professional image.

FAQs

What should I include in my out-of-office message?

Your out-of-office message should include the dates you will be away, the reason for your absence, and any other relevant details. You should also provide an alternative contact, if necessary.

How long should my out-of-office message be?

Your out-of-office message should be concise and to-the-point. Avoid lengthy messages that may be difficult to read and understand.

Should I use humor in my out-of-office message?

It’s important to keep your out-of-office message professional and polite. Avoid using humor that may be misinterpreted or inappropriate.