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How To Write an Out-Of-Office Message (With 15 Examples)
Out of office messages inform the recipient why you aren’t able to respond immediately, even if you’re out of town for the day, week, or even a whole month. Take this course and you’ll be the best at writing professional email for out of office.
Out-of-office messages are automated email messages which are sent to colleagues, customers , and clients when you’re away from your job. They notify others that your absence and the time they can expect a reply to their emails. Based on the reason you’re absent from work You may need include specific details in your email.
This article we’ll explain what emails sent out of office are and the importance of them We also provide examples of messages that are out-of-office and can refer to as a reference.
What is an out-of-office-message?
A message that is out-of-office is also known as an OOO message, or an autoresponder email message is used to notify you that you won’t be able to reply or check your email for a certain duration of. It informs your contacts that the response you send will take longer and what details or services they require during your absence.
When should you make use of an out-of-office message?
Clients, coworkers and colleagues generally expect quick answers and solutions to their problems, especially for those in customer service, marketing or communications positions. Out-of-office messages give them a courteous, concise, and professional explanation of why you can’t respond right immediately. You may send an OOO message if you’re away for just a few hours or for a few months. The reasons you could make an out-of-office call could be that you’re planning to:
- Going on vacation
- Attending a conference, workshop, or professional gathering
- Take maternity or sick or an vacation
- A personal day at the beach
- Attending a doctor’s appointment
What information should be included in an email sent out to the office?
Out-of-office emails could include important details as:
- What’s the reason you’re gone
- How long do you expect to be away
- The date on which you’ll be returning
- Who should you contact in the event of an emergency, or for immediate assistance
You could provide more details in line with your work tasks and the information you believe your contacts require during your absence. The majority of professional email applications allow two OOO messages simultaneously, one for your internal colleagues and another for business contacts outside the company.
What should you avoid when sending an email message from outside the office
In-office messages must be professional and real. It is recommended to avoid:
- In giving too excessive detail. Automated responses should be easy and clear. Do not include any information in the email that is not necessary.
- You will reply when you return. It may take some time to complete your messages, phone calls and work assignments when you return to work. Don’t make the assumption that you’ll answer a missed call in a matter of minutes upon returning.
- The act of assisting a colleague without consent. It is helpful to provide the contact details of a coworker in case of urgent issues that arise in your absence. It’s crucial to obtain permission from your colleague prior to putting their contact information in the email.
- 15 Out-of-office message examples
Here are a few OOO messages to consider according to kind:
- Not in the office, but checking email
- Paternity or maternity leave
- Medical leave
- Social media
- Contact to share information
A brief professionally written OOO message is usually all you need to convey the essential details about your absence.
Thank you for the message. I will be out of work until 25th and will be able to access only limited access to email during my absence. If you require assistance immediately you can contact our advertising manager, Gabriela Martinez, at [email protected] or 303-555-1059 at ext. 4. If not, I’ll respond to your message when I come back.
Peyton KimAdvertising Executive
You might want to think about sending a warm or humorous out-of-office text message if this is in line with the company’s style of operation.
I’m at the moment OOO because I’m swimming and surfing in the sun of California. The only thing I’m not doing is answering or reading emails. If you require immediate assistance Please contact Jerry Fielding at [email address[email address]. In the meantime, I’ll get back to your email once I return to New York on April 15.
Have a wonderful day!
Marla KovatchSocial Media Coordinator
If you’re creating an OOO message for contacts within your company or department only, within your department or company only, you may include specific information about the project you’re working on. It could also be possible to choose a more informal tone based on your company’s style of operation.
I’m not in the office until January. 9th, and I’ll respond to messages when I return. If you require access to the blueprints of this Apex Architecture design project, I’ve put copies on the server within the Current Project folder. If you need assistance urgently Please get in touch with Stephanie.
Informing your recipients of the exact time you’ll be away to let them are aware of when they can be expecting a response or call another person.
I’m for a vacation between April 5 and 15 and will be removing myself from email during this period. If your email can’t be awaited, I will get back to you upon my return. For urgent concerns, please call HR coordinator Carl Weedin at [email protected] or 946-555-6319.
Brianne LeeHuman Resources Manager
If you’re going to an event that is business-related, make an out-of-office note that informs other attendees that you are available to network opportunities. This also gives you the chance to let people know that you’re committed to your professional growth.
Thank you for the message. I’m currently not in the office and taking part in an Annual Association of Engineering Professionals conference in Denver, Colorado. I’ll check email frequently however if you require immediate assistance, get in touch with me or my secretary, Darren Liente, at [email protected] or 934-555-1940.
If you’re planning to visit Denver next week I’d love to meet you! Stop by my booth at 618 or call me on my cell phone, 934-55-1059.
Best, Imani Jackson
Professionals who are expected to check their emails and stay in contact constantly might have to setup OOO messages each time they leave the office for a few hours. This kind of message can be helpful if you have to leave for an appointment but plan on coming back later, or in the event that you must take a trip to attend an event.
Thank you for your note. I’ll be off my desk for an appointment between 11 a.m. until three p.m. today 7 March. I’ll be able to access my email only in limited amounts If you require urgent assistance, please contact Stacey Moden at [email protected] or 938-555-2819. If your email is not able to wait, I’ll get back to you when I’m back at work.
Mei WangSales Representative
Inform contacts that you’re not able to access your email account, and then offer them other options to obtain help or details.
I’m currently away from the office and have no email access , and I will not be able respond to your email until September. 20. Contact Muhammad Habib at [email protected] or 823-355-3827. He’ll assist you with anything you need until.
Ashlee WernerCustomer Service
8. Not in the office, but checking email
Certain professionals check and respond to emails even when they’re not in their office. If you are planning to check your email regularly inform the sender you will likely receive a reply, however, it could be delayed.
Thank you for the message. I’m away from the office for workshops on December. 4 – 4. I will be checking my email during the course of my day, and endeavor to respond to emails promptly (please note urgent messages as urgent). If you require urgent assistance, please call Johnny Woo at [email protected] or 465-555-1098.
Thank you for your patience.
Corporate practices for major holidays differ. While your contacts may not be expecting that you will be at the office on a holidayday, inform them of how accessible you’ll be in the days prior to and after.
Offices will not be open during the entire week of December. 21-25. I’ll get back to you with a message when I’m back on my desk on Monday December. 28. If you’re in need of help however, you’ll be able to contact me via my cell phone at 829-555-1958.
10. Paternity or maternity leave
Maternity leave may last from less than 10 weeks up to up to six months, based on the place you live and where you work. You must direct your employees to the person who will take the responsibility.
I’ll be on maternity leave beginning on Feb. 24 until May 18. Our creative lead graphic designer, Patrick Heiner, will manage the accounts of my clients during this period. He can be reached via [email protected] and 958-555-8255.
Alex BackerArt Director
11. Medical leave
If you are going through some procedure or have any illness which requires prolonged recovery or treatment it is advisable to include this information on your message to your office out of hours so that your contacts are respectful of your privacy and respect the time you recover.
Thank you for your note. I’m out of the office due to medical leave from March 2 through 27. I will check emails frequently, but do reach out to Amy Dunn ([email protected], 395-555-9981) for all of your consultation requirements during this time.
Thank you for your understanding,
Sales and marketing professionals may be looking to promote their product web-based, blog, website or products even when they’re not there. They could include links to their products or other resources in messages to customers. OOO messages.
We appreciate your note. I’m out of the office until July 20th and will get back to you via email once I return. However, in the meantime take a look at a complimentary excerpt from our latest ebook “10 Steps to Marketing Success.” If you like what you’re reading, you can purchase and download a complete copy at 10stepstosuccess.com. If you have urgent issues, get in touch with our marketing coordinator, David Tapper, at [email protected] or 420-555-2933.
Gabby LopezDigital Brand Manager
13. Lead generation
Allow your OOO message lead to leads for your business while you’re absent. Encourage the recipient to sign up to the newsletter or webinar, online course, or another tools for business development that your company employs.
Thank you for the email. I’m away from the office and have only limited access to email through June 2. If you require assistance prior to when I return I will be back. If you need assistance, please contact Marley Beck at [email protected] or 932-555-6756.
Do you know we hold every month a webcast on timely health-related topics? Every Tuesday, on the second Tuesday of each month, our renowned experts address questions from a live audience. For questions to submit or register for our next webinar on preventive health Click here.
Esther LeoneDigital Health Editor
14. Social media
Utilize Your out of office message to expand your personal or corporate social media following by inviting people to connect with you via one of your of your accounts.
Thank you for reaching out! I’m out of the office and will get back to you after my return on November. 15. To keep up-to-date on all the exciting happenings within Red Letter while I’m gone Follow Red Letter on the most popular online platforms. For immediate assistance, you can contact my colleague, Jen Price, at [email protected].
Have a wonderful day!
15. Contact to share information
If you manage a lot of projects or anticipate receiving many emails when they’re away may be interested in having a range of contacts for colleagues to reach out to.
I’ll be away starting February. 14-21 and will have little or access to my email. If you require assistance in your tax preparation while I’m gone, you can contact my assistant, Jean White, at [email protected] or 302-555-0193. For questions regarding audits, please reach our senior auditor, Max Kim, at [email protected]. If you require copies of financial documents, you can contact my secretary, Corey Hernandez, at 881-555-3012.
If not, I’ll respond to your email promptly once I come back.