Out-of-office messages help professionals set expectations, protect focus time, and guide contacts toward the right next step. A clear reply reduces follow-up emails, prevents confusion, and keeps business moving while someone is unavailable.
TLDR: A professional out-of-office message should state the person’s availability, return date, and an alternate contact when needed. For example, “Thank you for the message. Jordan Lee is out of the office until May 12 and will respond after returning.” In a small team handling 200 emails weekly, even a 20% reduction in repeated follow-ups can save several hours of administrative time.
What Makes an Out-of-Office Message Professional?
A strong message is brief, polite, specific, and useful. It should avoid oversharing personal details and should not promise an immediate response if that is unlikely. The best messages also match the situation, whether the absence is for vacation, illness, travel, parental leave, or a company holiday.
25 Professional Out-of-Office Message Examples
General Out-of-Office Messages
- Standard absence:
Thank you for the message. Alex Morgan is currently out of the office and will return on June 10. Messages will be reviewed after that date. - Short and simple:
Thank you for reaching out. Priya Shah is away from the office today and will respond upon returning tomorrow. - With alternate contact:
Thank you for the email. Daniel Kim is out of the office until July 3. For urgent matters, please contact Maria Lopez at maria@example.com. - Delayed response:
Thank you for the message. Taylor Brooks is currently away and may have limited access to email. A response will be sent as soon as possible after returning. - No email access:
Thank you for contacting Riley Chen. Riley is out of the office with no access to email until August 14. Messages will be answered after that date.
Vacation Out-of-Office Messages
- Vacation notice:
Thank you for the message. Morgan Patel is on vacation until September 5 and will respond after returning to the office. - Vacation with backup:
Thank you for reaching out. Casey Nguyen is away on vacation until April 22. For immediate assistance, please contact the support team at support@example.com. - Friendly but professional:
Thank you for the email. Jamie Foster is taking time away from the office and will return on May 6. Messages will be reviewed in the order received. - Extended vacation:
Thank you for the message. Harper Evans is out of the office on extended leave until October 1. For urgent requests, please contact Sam Wright at sam@example.com.
Business Travel and Conference Messages
- Conference attendance:
Thank you for the email. Avery Scott is attending a conference through March 18 and may respond more slowly than usual. - Business travel:
Thank you for reaching out. Jordan Ellis is traveling for business until November 9. Email access will be limited during this period. - Client meetings:
Thank you for the message. Quinn Rivera is in off-site client meetings today and will reply as soon as availability allows. - Event support:
Thank you for contacting Lee Carter. Lee is supporting an industry event this week. For urgent operational matters, please contact operations@example.com.
Medical, Family, and Personal Leave Messages
- Medical leave:
Thank you for the message. Cameron Reed is currently on medical leave and will respond after returning. For urgent matters, please contact the department inbox. - Family leave:
Thank you for reaching out. Drew Parker is on family leave until December 4. Please contact Nina Ross at nina@example.com for immediate assistance. - Parental leave:
Thank you for the email. Skyler Adams is on parental leave until February 15. During this time, please direct time-sensitive requests to teamlead@example.com. - Personal day:
Thank you for the message. Rowan Blake is out of the office today for personal reasons and will respond upon returning tomorrow.
Holiday and Company Closure Messages
- Public holiday:
Thank you for the email. The office is closed for the public holiday and will reopen on Monday. Messages will be answered after reopening. - Company-wide closure:
Thank you for reaching out. The company is closed from December 24 through January 1. Responses will resume when normal business hours return. - End-of-year closure:
Thank you for the message. The team is away for the year-end break and will return on January 2. Urgent inquiries may be sent to support@example.com. - Reduced holiday staffing:
Thank you for contacting the team. Staffing is limited during the holiday period, so responses may take longer than usual.
Role-Specific Out-of-Office Messages
- Sales professional:
Thank you for the message. Morgan Lane is out until June 17. For pricing or proposal questions, please contact sales@example.com. - Customer support:
Thank you for reaching out. Chris Bennett is unavailable today. For immediate help, please submit a ticket through the support portal or email support@example.com. - Manager or executive:
Thank you for the email. Pat Collins is out of the office until August 8. For urgent leadership matters, please contact the executive assistant at ea@example.com. - Recruiter:
Thank you for the message. Dana Woods is out until April 12. Candidates will receive responses after that date, and urgent hiring requests may be sent to recruiting@example.com.
Tips for Writing a Better Out-of-Office Reply
- Include dates: A return date helps senders decide whether to wait or contact someone else.
- Name a backup contact: This is especially important for client-facing or urgent roles.
- Keep it concise: Most senders only need availability and next steps.
- Match the tone: A legal firm, creative agency, and medical office may each need a different style.
- Avoid unnecessary details: Personal explanations are rarely required.
FAQ
What should an out-of-office message include?
It should include the person’s unavailability, expected return date, response expectations, and an alternate contact if urgent help is available.
Should the message say why someone is away?
Only if appropriate. A general phrase such as “out of the office” is usually enough and keeps the message professional.
Is it acceptable to say email will not be checked?
Yes. If email access is unavailable, the message should state that clearly so senders understand there may be no response until the return date.
How long should an out-of-office message be?
Most professional messages should be two to four sentences. Shorter replies are often more effective because they are easier to scan.
Can an out-of-office message be friendly?
Yes, but it should remain workplace appropriate. A warm tone is fine as long as the message still provides clear dates, expectations, and contact options.