A good out-of-office message tells people three things: that you're away, when you'll be back, and who to contact if they can't wait. Keep it short, give a specific return date, and leave out personal details. Below is a simple checklist, a few tips on privacy and timing, and 12 out-of-office templates for vacations, parental leave, conferences, holidays and short absences.
What to include in an out-of-office message
Every auto-reply should answer the questions the sender will have the moment they read it:
- Are you away? "I'm out of the office" or "I'm away from my desk."
- Until when? A specific date, with the day of the week: "until Monday, March 9."
- Will you see this email? "I'll have limited access to email" or "I won't be checking email."
- What should they do instead? A colleague's name and email address, a shared inbox, or a phone line for urgent issues.
- Will you reply later? "I'll respond when I'm back," or, for long absences, "this email won't be forwarded, so please resend anything important after [date]."
That's it. A thank-you line and a friendly sign-off are fine, but the reader mainly wants to know what happens next.
Tips before you switch it on
- Ask before naming a colleague. Check that the person agrees to cover for you and knows what might come their way.
- Keep personal details out. "On vacation in Lisbon until the 20th" tells strangers your home may be empty. "Out of the office until the 20th" does the same job.
- Use separate internal and external replies if your email client offers them. Colleagues may need project details; outside senders only need a date and a contact.
- Give yourself a buffer. Many people list the day after their actual return, so they have time to catch up.
- Set an end date. Most email clients let you schedule when the auto-reply turns off, so it doesn't keep running after you're back.
- Proofread it. An auto-reply may go to hundreds of people, including clients and hiring managers. A quick pass with a grammar checker catches typos you'll be seeing all week.
For broader guidance on tone and structure, see how to write a professional email.
Vacation out-of-office templates
Some email clients let you set the subject line of an auto-reply, and others create one for you. Where you can choose, a subject like "Out of office until [date]" helps people scanning their inbox. Replace everything in square brackets before you save.
Subject: Out of office until [date]
Hello,
Thank you for your email. I'm out of the office until [day, date] and won't be checking email during that time.
For anything urgent, please contact [colleague's name] at [email address]. Otherwise, I'll reply when I'm back.
Best regards,
[Your name]
Subject: Out of office [start date]–[end date]
Hi,
I'm on vacation from [start date] through [end date], with no access to email.
While I'm away:
For [project or client A], please contact [name] at [email].
For [project or client B], please contact [name] at [email].
For anything else that can't wait, [manager's name] can help at [email].
I'll catch up on messages when I'm back on [return date].
Thanks,
[Your name]
Subject: Away until [date], limited email access
Hi,
Thanks for your message. I'm away until [day, date] and checking email only occasionally, so replies may be slow.
If your message is time-sensitive, please reach out to [colleague's name] at [email address], who is covering for me.
Best,
[Your name]
Parental leave templates
Subject: On parental leave until [date]
Hello,
I'm currently on parental leave and will return on [date]. I won't be checking email while I'm away, and messages will not be forwarded.
While I'm out, [colleague's name] ([email]) is handling [area of work], and [colleague's name] ([email]) is covering [other area]. For anything else, please contact [manager's name] at [email].
If your message still needs my attention after I return, please resend it then. Thank you for your patience.
Best regards,
[Your name]
Subject: Away until [month or date]
Hello,
Thank you for your email. I'm on an extended leave until [month or date] and won't be monitoring this inbox.
For anything related to [team or service], please contact [shared inbox or colleague] at [email address], and they'll make sure you get a reply.
Kind regards,
[Your name]
Conference and business travel templates
Subject: At [conference name] until [date]
Hi,
I'm attending [conference name] from [start date] to [end date] and will have limited access to email during sessions.
I'll reply to messages as I can in the evenings, and fully once I'm back on [return date]. If you need help sooner, please contact [colleague's name] at [email].
If you're also at [conference name], feel free to reply and suggest a time to meet.
Best,
[Your name]
Subject: Traveling until [date], replies may be delayed
Hello,
Thanks for your email. I'm traveling for work until [date] and working on [time zone] time, so my replies may arrive outside your usual hours or take a little longer than usual.
For anything urgent, [colleague's name] at [email] can help during [your office's] business hours.
Best regards,
[Your name]
Holiday templates
Subject: Our office is closed [start date]–[end date]
Hello,
Thank you for reaching out. Our office is closed for the holidays from [start date] through [end date], and we'll reopen on [day, date].
We'll respond to all messages in the order received once we're back. If you have an urgent [service or account] issue, please [contact method, e.g. call our support line at (phone number)].
Wishing you a restful holiday season,
[Your name]
[Company name]
Subject: Out of office for [holiday] on [date]
Hi,
I'm out of the office on [day, date] for [holiday] and will be back on [day, date].
I'll reply to your message then. If it can't wait, please contact [colleague's name] at [email].
Thanks,
[Your name]
Short absence templates
Subject: Out of office today, back [day]
Hi,
I'm out of the office today, [date], and will be back tomorrow, [day]. I'll reply to your email then.
If you need something today, please contact [colleague's name] at [email].
Thanks,
[Your name]
Subject: Out of office today
Hello,
I'm out of the office today and not checking email. I expect to be back on [day], and I'll reply to your message as soon as I can.
For anything urgent, please contact [colleague's name] at [email].
Best,
[Your name]
Subject: Away until [time] today
Hi,
I'm at [a training session / an offsite meeting] until about [time] today and away from my email.
I'll reply this [afternoon / evening] once I'm back at my desk. If it's urgent, you can reach [colleague's name] at [email] or call [phone number].
Thanks,
[Your name]
Common out-of-office mistakes
- No return date. "I'm out for a while" leaves people guessing. Give a date.
- Forgetting to turn it off. An auto-reply that runs after you return confuses everyone. Schedule an end date.
- Naming someone who doesn't know. Your colleague should hear about it from you, not from an angry client.
- Oversharing. Medical details, travel destinations and family plans don't belong in a message that strangers will read.
- Too long. If the auto-reply needs scrolling, people won't read the part with the urgent contact.
When you get back
Once you return, turn off the auto-reply, sort messages by who's waiting longest, and send short holding replies where a full answer will take time. Our I'll get back to you templates help with that first wave of replies, and how to end an email covers sign-offs if you want to vary them.
If you need to write a custom version of any template, for example for a client who needs a specific handover, ZeroTell's AI Email Writer turns rough notes into a draft in the tone you choose. Review it before you switch the auto-reply on.
Key takeaways
- Say you're away, give a specific return date, and name a contact for urgent issues.
- Keep personal details and travel plans out of external replies.
- Check with any colleague before you list them as your backup.
- Schedule an end date so the message turns off on its own.
- Short is better: the reader should find the key details without scrolling.
