Out of Office Message Examples

Six out of office message examples, from vacation and holidays to sick days, parental leave, and leaving a role, professional and ready to paste. Use the variants as-is, edit the placeholders, or download the editable Word doc.

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6 variants · copy-paste

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Vacation out of office

Out of office message

Thank you for your email. I am currently out of the office and will return on return date. I will not be checking messages while I am away.

For anything urgent that cannot wait, please contact colleague name at colleague email, who will be glad to help.

Otherwise, I will reply to your message as soon as I can after I am back.

Best,

your name

Tip

Keep it simple and professional. Do not mention where you are going, for both safety and privacy.

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6 ready-to-use variants

1. Vacation out of office 2. Public holiday out of office 3. Short or sick-day out of office 4. Parental leave out of office 5. Business travel out of office 6. Left the company handover

Vacation out of office

When to use: Use this for a planned holiday when you will be fully offline.

Out of office message

Thank you for your email. I am currently out of the office and will return on return date. I will not be checking messages while I am away.

For anything urgent that cannot wait, please contact colleague name at colleague email, who will be glad to help.

Otherwise, I will reply to your message as soon as I can after I am back.

Best,

your name

Tip

Keep it simple and professional. Do not mention where you are going, for both safety and privacy.

Public holiday out of office

When to use: Use this when the whole office is closed for a holiday.

Out of office message

Thank you for contacting company name. Our office is currently closed for the holiday and will reopen on return date.

We have received your message and will respond in the order it arrived once we are back. We appreciate your patience, and we will get to you as quickly as we can.

Wishing you a happy holiday.

Best,

your name

Tip

If reply volume is usually high after a holiday, say responses may take a little longer so expectations are set. For urgent items, you can add colleague name.

Short or sick-day out of office

When to use: Use this for a short, unplanned absence like illness.

Out of office message

Thank you for your email. I am out of the office today with limited access to messages and expect to be back on return date.

If your request is urgent, please reach colleague name at colleague email, who can help in the meantime. Otherwise, I will reply as soon as I return.

Thank you for your understanding.

Best,

your name

Tip

There is no need to explain why you are out. A simple, professional note is enough.

Parental leave out of office

When to use: Use this for a longer, planned absence like parental leave.

Out of office message

Thank you for your email. I am currently on leave and will be away until return date. I will not be monitoring this inbox during that time.

While I am out, colleague name is covering my work and can help with anything you need. You can reach them at colleague email.

I will respond to your message when I return. Thank you for your patience.

Best,

your name

Tip

For a long absence, make the coverage contact prominent so nothing waits on your return.

Business travel out of office

When to use: Use this during a conference or work trip when replies will be slow.

Out of office message

Thank you for your email. I am traveling for work through return date and will have limited access to messages. I will reply as soon as I reasonably can, though responses may be slower than usual.

For anything time-sensitive, please contact colleague name at colleague email for a faster reply.

Thank you for your patience.

Best,

your name

Tip

Be honest about slow replies. Promising fast responses you cannot deliver only frustrates senders.

Left the company handover

When to use: Use this on a departed employee's inbox, to redirect senders cleanly.

Out of office message

Thank you for your email. your name is no longer with company name, and this inbox is no longer monitored.

For anything you were discussing with them, please contact colleague name at colleague email, who is now the right point of contact and will be happy to help.

We appreciate you reaching out and want to make sure your message reaches the right person.

Best,

The company name team

Tip

Keep it neutral. There is no need to explain why the person left.

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How to use this template

1
Pick the closest variant. Choose based on the situation, not only the channel.
2
Replace every placeholder. If you cannot fill a field, ask one clarifying question first.
3
Save the final version into sem.chat, your CRM, or your help desk so the team stays consistent.
4
Review results weekly. Drop variants that create confusion and improve the ones that work.

Frequently asked questions

Can I use these templates commercially?

Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or sem.chat workspace.

Why are there six variants?

One generic template rarely fits every situation. Six variants give your team practical choices without a messy library.

Should I paste these into sem.chat?

Yes. Save the best variants as canned replies, knowledge base entries, routing rules, or CRM notes so your AI agent and team stay consistent.

What should an out of office message include?

A professional greeting, the dates you are away, whether you are checking email, when you will reply, and who to contact for urgent matters (Indeed).

Should I say where I am going on vacation?

No. Skip your destination for both safety and privacy. Your return date and a backup contact are all senders need (Robert Half).

How do I write an out of office for a sick day?

Keep it short and do not explain the medical reason. State that you are out with limited access, give a return date, and point urgent requests to a colleague.

Should an out of office message be funny?

Usually not. Keep it professional and concise. Humor can misfire with clients or senders you do not know well.

What do I put on the inbox of someone who left?

State they are no longer with the company, that the inbox is unmonitored, and give the new contact, without explaining why they left.