Professional Out of Office Email Messages

You’ve been busy planning out your tasks, tying up loose ends, and working ahead to ensure you can disconnect, recharge, and relax over your holiday break.

When you’ve finally powered your way through that seemingly endless to-do list and are ready to check out of work mode once and for all, there’s one final thing you need to take care of: Setting your out-of-office response.

But, what exactly should you say in that automated message of yours? Whether you’re looking for something straight-laced and formal or over-the-top festive, here are six different templates you can use for an out-of-office message that’s perfectly suited to you, your company, and this merry time of year.

Out-of-office messages are forgettable — but important.

It’s like telling your bank before you leave the country; overlooking it can cause communication issues.

Check this for How to set an Out Of Office reply message in Outlook[Tutorial/Step by Step Guide]

An out-of-office reply tells people three things:

1) That you aren’t available

2) When you’ll be back

3) Who to contact instead.

But it can be so much more than this:

1. For the Person Who Works in a Traditional Office


Thank you for your email, I’m currently out of the office until [date].

I’ll reply to your message promptly when I return. But, if you require immediate assistance, please send an email to [contact name] at [contact email] in my absence.

Wishing you and yours a wonderful holiday season,
[Your Name]

2. For the Person Who Likes to Keep it Friendly, But Professional


Thank you for your email. I’m currently out of the office until [date] to celebrate the holiday with my loved ones—without my phone in front of my face.

I’ll be sure to reply to your message when I wade through my inbox upon my return. If your message is time-sensitive, please send an email to [contact name] at [contact email].

Sending wishes for a happy holiday season,
[Your Name]

3. For the Person Who Keeps Things Festive

Season’s greetings!

It’s my favorite time of year, which means I’m currently out of the office chugging mugs of cocoa, stuffing my face with cookies, and attempting to fulfill my life-long goal of memorizing every single line of [your favorite holiday movie].

I’ll be back in front of my computer on [date] and will respond to your message at that time. If you need immediate assistance, please send an email to [contact name] at [contact email] so that the other elves in this workshop can help you out.

Happy ho-ho-holidays!
[Your Name]

4. For the Person Who Will Be 100% Out of Reach


Thanks for your email. I’m currently out of the office, returning on [date]. I’ll respond to your message then.

While I won’t be quite as far as the North Pole, I will still be completely disconnected from my inbox until my return. So, if you require immediate assistance, please send your email to [contact name] at [contact email].

Best wishes for a happy holiday season,
[Your Name]

5. For the Person Who Will Be Checking in (Reluctantly)


I’m out of the office until [date].

However, I will be taking periodic breaks from binge-watching everything I’ve missed to check my email [once per day/every evening/occasionally] while I’m away.

If this matter isn’t time-sensitive, rest assured that I’ll respond when I’m back in the office. But, if this is an urgent request, please resend any messages that require my immediate attention with a subject line of “URGENT: [Original Subject]”.

All the best,
[Your Name]

6. For the Person Who Likes to Live on the Edge (of HR Protocol)


I’m currently out of the office for the holidays—which means I’m busy either:

A) Trying not to laugh at my [relative’s] corny jokes
B) Attempting to explain my career to my [relative] for the 800th time
C) Getting buzzed on too many mugs of eggnog (hey, can you blame me?)

I’ll return on [date] or after I watch [favorite holiday movie] one too many times (whichever comes first)—and will respond to your message at that time.

If your request is urgent, there’s no use sitting idly in my inbox. So, please send your request to [contact name] at [contact email].

Happy Holidays!
[Your Name]

Out Of Office Reply Message Examples

7.Professional Out Of Office Message Outlook:   

[Your Greeting]

Thank you for your email. I’m out of the office and will be back at (Return Date). During this period I will have limited access to my email.

For immediate assistance, please contact me on my cell phone at (your cell phone number).

Best Regards,
[Your Name]


8.Out Of Office Message Examples For Holidays:

[Your Greeting]

I will be out of the office from (Starting date) until (End date).
If you need immediate assistance please contact (Contact Person).

Kind Regards,
[Your Name]


Example 3: Sample Out Of Office Mail

[Your Greeting]

I will be out of the office starting (Starting Date) through (End Date) returning(Date of Return).

If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise, I will respond to your emails as soon as possible upon my return.

Warm Regards,
[Your Name]

Example 4: Out Of Office message sample vacation

[Your Greeting]
Thank you for your message. I am currently out of the office, with no email access. I will be returning on (Date of Return).

If you need immediate assistance before then, you may reach me on my mobile – (Mobile Number).

Kind Regards,
[Your Name]


Example 5:

[Your Greeting]
I will be out of the office this week. If you need immediate assistance while I’m away, please email (Contact Email Address).

[Your Name]


Example 6:

[Your Greeting]

I will be away from (Date) until (Return Date). For urgent matters, you can contact (Contact Person).

Best Regards,
[Your Name]


Example 7:

[Your Greeting]
Thank you for your email. Your message is important to (Us/Me) and (I/We) will respond as soon as possible.

Thank You!
[Your Name]



No. 1 Out of office messages for lead generation:- In order to build trust and expand more sales, you are in two-way doubt whether your out-of-office email response will be ready by someone in your absence.


9.Auto-reply Message Sample For Business

Hey there,

This msg is automated because until March 23rd I am moving to Avenue Park. That’s right. A cross-country road from the sector street. I will get back to you when we pull into the driveway.

Did you email me to ask me about XYZ software? Well then, don’t wait. Get our introductory book.

Talk soon,


10. Out of Office messages for going on Vacation:

If you are going on a vacation, try to surprise your customers with an Out of office message that appears on your behalf and tension free and enjoy the vacation.

Example: Out Of Office message examples for holidays

Hey there,

I am currently in London. My Inbox didn’t join me on this trip, so I’ll be sure to answer your msg as soon as I return back on Wednesday, MARCH XX, 2XXX.

If anything urgent, please contact – [email protected]

Thanks and happy holidays!


11. Out Of Office Messages For Business Trips:-

Now make your email unique when you are out for traveling for work and be a standard part of the job. If you are traveling to a conference you can set up your email.



Thanks for your email. I will be away from the office until September 13th and will respond as soon as I can.

For all support requests/needs, please reach out to [email protected] and one of my colleagues will be happy to assist you.

If you are interested in signing up for Yes ware, feel free to reach out to my manager John at [email protected].

If you will be at Dream force September 15-18, let me know and I would love to find a few minutes to connect. You can learn more about Yes ware dream force presence here, including a party, both and in-office demos with catered breakfast and lunch.



12. Out Of Office Messages For The Plain Funny Way:

Go a long way to set up an out of office message in a plain and funny way. Use a little humor to build the rappo with the clients and develop the relationship between the customers and employees and direct the eyes of the clients.


Hey there!

I am off for the week on a beach, proving myself that science is right when it says sharks attacks are rare. I will be safe to get back to you but your email may get swallowed by my inbox. Please add all finished lists on the board as you can see John if you have any questions. If it’s urgent send to [email protected] and if you are just bored, here are some facts to know,

– Some people have way so much money.

– Health is wealth.

– Beer makes you look young.

– I love cats just like John.


Written below are some of the examples in which different types of templates are used to set up a reply in English.

– Formal style:

Thank you for your email. Unfortunately, I am currently out of the office and will not return until 3rd November.

If you require immediate assistance in my absence, please contact John on 0912345678 or [email protected]. He will be available to deal with your inquiry.

Otherwise, I will respond to your email as soon an s possible after my return,

Best regards,


– Direct to the point:

I will be out of the office from Nov 3rd to Nov 10th with no access to my emails.

If your msg is urgent, please contact Mary on 0912345678 or [email protected].

– Sales/ customer service help departments:

Thank you for your msg. I am currently out of the office and will not return until November 10th.

Your business is important to us and I will respond to you immediately when I return to work.


Thank you very much for your email. Currently, I cannot answer your msg promptly. I will come back to you after my return on Nov 10th.

As your email will not be forwarded, please contact in the meantime my colleague, Mary, 0912345678, [email protected].

Best regards,



An autoresponder email message is required to be created, especially for email marketing purposes. If you are planning a vacation or go out of the office, the autoresponder email message is needed.

An Autoresponder email message is a notification that you receive when the person you are trying to reach is not available. mail needs to be drafted carefully as it is essential to see that the client doesn’t get irritated, and the Company’s reputation does not go on stake. The customer should feel satisfied with the response in your absence.

The autoresponder messages give information like how long the person you are reaching is unavailable and who else is the person in the absence and from when will the person be back available. Make sure the message is not too lengthy and is set up easily and conveniently understood by the email users. Try to manage your absence in such a way that the client doesn’t get affected and uninformed.


Hey there,

Thank you for your email. I am out of the office and will be back on Nov 10th. During this period, I will have limited access to my email.

For immediate assistance, please contact me on my cell phone at 0912345678 or [email protected].

Best regards,


There are two ways to send automatic out-of-office replies. The way you use depends on the type of email account you have.

How to Set an Out-of-Office Message in Outlook

Wondering where is the out of office in outlook, check below steps and enable auto-reply message in outlook 365, 2007, 2010,2016.

Click File, then select the image below that matches your version of Outlook.

Outlook Professional Out of Office Email Messages


If you see the Automatic Replies button, follow the steps to set up an automatic reply.

Professional Out of Office Email Messages


If you don’t see the Automatic Replies button, follow the steps to use rules to send an out of office message.

Set up an automatic reply

  1. Select File > Automatic Replies.

    Automatic replies

    Note: For Outlook 2007 choose Tools > Out of Office Assistant.

  2. In the Automatic Replies box, select Send automatic replies.

    Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.

    Note: If you don’t see Automatic Replies, use Rules and Alerts to set up your out-of-office message.

  3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    Enter your automatic reply message

    Note: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

  4. Select OK to save your settings.

Turn off automatic out-of-office replies

When Outlook is set up to send automatic replies, you’ll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

Note: For Outlook 2007, to turn off out-of-office replies, select Tools > Out of Office Assistant and uncheck the Send Out of Office auto-replies checkbox.

Turn off automatic replies

How to Set an Out of Office Message in Outlook Video Tutorial


. Open the page and click on the “Send automatic replies radio button.” Until you turn off the assistant option, automatic replies will be continued to send. Keep as a reminder to off the assistant. Now, tap the “Send” option, and the date and time options become available.

. As per your wish, select date and time options.

. If the out of office assistant will turn off on the day and time you selected, do not send the automatic replies audio button, else the messages will continue to get delivered.

. Make double sure that the automatic replies should never mention a holiday or any other reason for being unavailable.

By SatishReddy Venkannagari

Satish Reddy V is a Cyber Security Engineer at a reputed MNC and blogs at Freshers360. I am passionate about Blogging, Digital Marketing, and Cyber Security.

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