How to write a professional out-of-office message

An out-of-office (OOO) message might seem like a small detail, but it says a lot about how you work. It shows respect for other people's time, helps maintain continuity while you're away, and reinforces your professional reputation.

In today's always-on workplace, communication rarely stops. According to Microsoft research, the average employee receives 117 emails a day and faces hundreds of interruptions from messages, meetings and notifications. A clear out-of-office message helps people understand what happens next when you're unavailable.

Whether you're taking annual leave, travelling for business or dealing with an unexpected absence, a well-written out-of-office message helps people find the information they need without waiting for a response.

In this guide, you'll learn what to include, how to write an effective message and how to tailor it for different situations.

You'll also find examples for:

• Annual leave
• Business travel
• Public holidays
• Sick leave
• Extended maternity/paternity leave

What is an out-of-office message?

An out-of-office (OOO) message is an automatic reply that lets people know you're unavailable and may not respond straight away. It's commonly used in email, messaging platforms and calendar tools when you're away from work.

Businesses use out-of-office messages to set expectations, maintain professional communication and make sure urgent requests reach the right person.

You might use one when you're:

• On annual leave
• Travelling for business
• Attending a training course or conference
• Taking personal leave
• Away during a public holiday
• Out of the office unexpectedly

Why your out-of-office message matters

Work doesn't stop when you're away. That's why setting clear expectations is important.

A good out-of-office message:

• Confirms a message has been received
• Sets expectations around response times
• Directs urgent requests to the right person
• Helps reduce unnecessary follow-up emails
• Minimises delays and missed opportunities
• Maintains professionalism in your absence

It may only take a minute to set up, but a thoughtful message can save others time, reduce frustration and help work continue smoothly while you're away.

What to include in an effective out-of-office message

Keep it simple. If people can quickly understand what happens next, your message is doing its job.

Dates of your absence

Always make it clear when you'll be unavailable.

Include:

• The date your leave begins
• Your expected return date
• When you'll resume responding to messages

Specific dates help people plan accordingly and avoid unnecessary follow-ups.

Your email availability

Let people know how accessible you'll be while away.

For example:

• No access to email
• Limited access to email
• Occasional monitoring of messages

Being upfront about your availability helps manage expectations and avoids frustration.

Alternative contact information

If requests may need attention while you're away, provide a backup contact.

Include:

• Contact name
• Email address
• Phone number (where appropriate)

Make it clear what types of enquiries should be directed to them.

Response expectations

Let people know when they can expect a response.

For example:

I'll respond to all non-urgent messages after I return on 15 January.

Avoid promising response times you may not be able to meet.

Useful resources

Where relevant, include links to:

• Process documentation
• Help pages
• Frequently asked questions
• Project resources

A useful link may allow people to find an answer immediately without waiting for your return.

Where to set your out-of-office message

Email isn't the only place people check for availability. Before you head off, update the channels your colleagues and contacts are most likely to use.

Email autoreplies

Email remains the most common channel for out-of-office messages, particularly for clients, candidates and external stakeholders. It's also the best option if you need to provide detailed instructions or alternative contacts.

Messaging platforms

Tools such as Microsoft Teams and Slack help colleagues quickly see your availability without having to send a message first. A short, clear status update makes it easy for people to know who to contact while you're away.

Calendars and meeting invitations

Adding an out-of-office note to your calendar helps avoid unnecessary meeting requests and makes scheduling easier for everyone.

Project and ticketing tools

Before you leave, update ownership, deadlines and escalation contacts so projects can keep moving without interruption.

Email autoreply example

Here's how the main elements come together in a typical email autoreply.

Out-of-office message examples

Simple professional out-of-office message

Annual leave

Business travel

Public holiday

Sick leave

Extended maternity or paternity leave

Tips for writing a professional out-of-office message

Keep it brief

Most out-of-office messages only need a few short sentences. Focus on what people need to know and avoid unnecessary detail.

Match the audience

External contacts generally expect a more formal tone. Internal audiences often allow for a slightly more conversational approach. Either way, aim for clarity and professionalism.

Clearly set expectations

Tell people when you'll return and what level of availability they can expect while you're away.

Clear expectations reduce confusion and help people plan accordingly.

Protect your privacy

There's no need to share detailed travel plans, medical information or personal circumstances.

A simple explanation such as "on annual leave" or "out of the office" is usually enough.

Check before you activate

Incorrect dates, outdated contact details or simple typos can cause confusion. A quick review before switching on your autoreply can save a lot of back-and-forth later.

Keep information up to date

Each time you use an out-of-office message, check that your dates, contacts and links are still accurate.

Make it useful

If there's a resource, process document or frequently asked question page that can help people while you're away, include it. A helpful link can often answer questions immediately and save everyone time.

What your out-of-office message says about you

Your out-of-office message may be automated, but it still reflects how you work.

A clear, thoughtful message helps people find support when they need it and keeps work running smoothly in your absence. It shows you've planned ahead, communicated clearly and considered the needs of others before stepping away.

Those qualities help build trust, strengthen professional relationships and contribute to a strong personal brand. The way you communicate, even when you're away from work, can influence how colleagues, clients and industry contacts perceive you. Building and maintaining strong professional relationships is also an important part of effective networking.

In short, a well-written out-of-office message isn't just about being away. It's another opportunity to demonstrate professionalism.

Frequently asked questions

Should I include the reason for my absence?

Yes, but keep it brief. A simple explanation such as "on annual leave" or "out of the office for personal reasons" is usually enough. There's no need to share personal details.

Can I make my out-of-office message more engaging?

Absolutely, as long as it suits your workplace culture and audience. A touch of personality can make your message feel more human, but clarity should always come first.

How casual should my tone be?

It depends on who you're writing to. Internal messages may allow for a more relaxed style, while clients and external stakeholders typically expect a more professional tone. If you're unsure, aim for friendly, clear and professional.

Thinking about your next career move?

Strong communication habits help build trust and strengthen your professional reputation, whether you're progressing in your current role or exploring something new.

At Michael Page, we help professionals find opportunities that align with their skills, ambitions and values. Explore current vacancies or set up job alerts to stay informed about new opportunities as they become available.