40+ Out of office email reply examples for all need
Every time you are out of office the most important thing that you must do is to set an out-of-office message so that no one is fuming for not receiving a reply from you. But setting out of office replies for most of us involves staring at the screen, typing, and deleting words to craft a perfect out of office message. Hence in this post, I am sharing with you more than 40 out of office emails with samples for all out of office reply needs. Where you like professional out of office messages or funny out of office messages there are out of office reply examples for all kinds of personalities and occasions like vacations, holidays, and conferences.
No more wasting time crafting an out-of-office email reply here are examples for all your needs so that you can have peace of mind when out of office.
Why should you set and out of office email?
By setting up an out of office email you ensure that clients and internal company employees are informed of your unavailability. This avoids people getting restless on not receiving a reply from you. Also when you mention an expected date for your availability they can be assured to receive a reply from you later.
Also, in case of urgent matters an out of office mail will ensure that work is not just on hold due to your absence and other suitable people can attend to it and there is no repercussion for your unavailability to the business. Moreover, you can have peace of mind and can get back to work after the holiday without stress.
P.S. You may like to read my post 10 Tips to make back to work after vacation easy
How to set up an out of office email
Setting an out of office mail varies with the email service provider. Below are link to the most common ones.
- Gmail out of office setting
- Microsoft out of office setting
- AOL out of office setting
- Proton Mail out of office setting
What to put in an out of office email
This post has several examples of an out of office email message. However, if you wish to craft one for yourself here are a few things that you must consider.
1) Out of office subject line
out of office subject line must be an informative subject line that can notify the email sender that you are unavailable. It can be
- I am Out Of Office
- Out of Office reply
- OOO (if you want to keep if casual)
2) Greeting or addressing
You can start your message by greeting the person saying Hi, Hello, etc., or addressing the person directly such as “Dear sender”. Further to this inform your unavailability. You may choose to include the reason such as vacation, out of office visit, etc.
3) Expected duration of absence
Next, you can mention the date you can be expected back at work.
4) Alternative contact information
Share alternative contact information such as the name, email address, or phone number of the person who can support you in case of urgency. In case there are more than 1 person who can support the queries or if different queries will be addressed by a different person include their details and the queries for which they can be reached.
5) Professional closing and signature
Finally, close the email with thank you and your signature.
Out of Office message examples
Here is the meat of your post. You’ll break down the problem into a list of easy-to-accomplish steps to help your reader.
Professional out of office email examples
1) General Out of office message
Thank you for your email. I am currently out of the office and will not be able to respond until [date]. During this time, I will have limited access to email. If your matter is urgent, please contact [colleague’s name] at [colleague’s email address]. Otherwise, I will respond to your email promptly upon my return. Thank you for your understanding.
2) Maternity leave out of office message
I am currently out of the office on maternity leave and will not be checking my emails until [date]. If you need assistance during this time, please contact [colleague’s name] at [colleague’s email/phone number]. I will make sure to respond to your email as soon as I am back. Thank you for your understanding and support.
3) Business trip Out of office message
I am currently out of the office on a business trip and will be unavailable until [date]. For any urgent matters, please reach out to [alternative contact person or department] at [email/phone number]. I appreciate your patience and will respond to your email upon my return. Thank you for your understanding.
4) Sabbatical leave out of office message
Hello, I am currently away on sabbatical and will not be checking my emails until [date]. If you need immediate assistance, please reach out to [alternative contact person or department] at [email/phone number]. I will get back to you as soon as I am back in the office. Thank you for your patience and understanding.
5) Out of office message for Unexpected Circumstances
“Dear [Name], due to unexpected circumstances, I’m unable to be in the office until further notice. I apologize for any inconvenience caused. For urgent matters, please contact [colleague’s name] at [colleague’s email]. I’ll do my best to respond as soon as I’m able to. Thank you for your understanding and support!”
Funny out of office message examples
Funny out of office message for Vacation
- Hello! I’m currently sipping tropical drinks on a sandy beach (and avoiding any rogue coconuts). I’ll be away until [date] and will have limited access to email. If it’s urgent, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you as soon as I return. Cheers!
- Currently, I’m not at my desk. I’ve taken it with me on my beach vacation. If you need anything, please contact [Colleague’s Name] and pray that they’re not sunbathing too.
- I’m on vacation, exploring new horizons. In the meantime, your request will be handled by our amazing team. For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email].
Funny out of office message for conference attendance
- “Greetings! I’m attending a conference that’s fueling my brain with knowledge and caffeine. I’ll be out of the office until [date] and may have limited email access. If you need immediate assistance, please reach out to [colleague’s name] at [colleague’s email]. Otherwise, I’ll respond promptly upon my return. Thanks for your understanding!”
- I’m currently out of the office, but I promise your email is resting comfortably in my inbox, sipping a virtual piña colada. For prompt assistance, please contact [Colleague’s Name] at [Colleague’s Email].
- I’m out of the office, seeking inspiration in nature. For anything important, please reach out to [Colleague’s Name] at [Colleague’s Email]. They’re great at finding solutions even in the wild!
- I’m out of office on vacation, don’t ask me where I don’t like sharing my personal matters. If it is really, really urgent reach [Colleague’s Name] at [Colleague’s Email]. Otherwise, wait for me till I get back on [date], coz she/he has enough of her/his own work to do.
Funny out of office message for Sick Leave
- “Hi there! I’m under the weather, battling a villainous cold. I won’t be in the office until [date] but will do my best to check emails periodically. If it’s urgent, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll respond as soon as I’m back to full superhero strength. Stay healthy!”
- I’m not available coz I just don’t feel like working today.
Funny out of office message for Maternity/Paternity Leave
“Dear [Name], I’m overjoyed to announce the arrival of my little bundle of joy! I’ll be on maternity/paternity leave until [date]. During this time, I’ll have limited availability. For any urgent matters, please reach out to [colleague’s name] at [colleague’s email]. I appreciate your understanding and can’t wait to share pictures soon!”
Funny out of office message for Business Trip
- “Hello! I’m off on a business venture, conquering new horizons. I’ll be away until [date] and may have limited access to email. If you need immediate assistance, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll respond promptly upon my return. Thank you for your patience!”
- I’m currently out of the office, but don’t worry, I’ve left my computer in charge till [date]. If it starts making decisions, just remind it.
Funny out of office message for Training or Professional Development
- “Hi! I’m currently enhancing my skills and knowledge at a training program and I am exhausted. I’ll be out of the office until [date] and may have limited email access. If your request is time-sensitive, please contact [colleague’s name] at [colleague’s email]. I’ll catch up on emails and get back to you as soon as possible. Thank you for your understanding!”
- I’m away, but don’t worry, my highly-trained team of office plants will handle any urgent matters. Just water them occasionally, and they’ll get the job done!
Funny out of office message for Personal Leave
“Greetings! I’m taking some personal time to recharge my batteries and explore new adventures. I won’t be available until [date]. If you require immediate assistance, please reach out to [colleague’s name] at [colleague’s email]. I’ll respond promptly upon my return. Thank you for your patience!”
Funny out of office message for Family Event
- “Hello! I’m celebrating a special family occasion that deserves all my attention. I’ll be away until [date], cherishing these precious moments. For any urgent matters, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you as soon as I’m back in the swing of things. Thank you for understanding!”
- I’m out of office blowing balloons for my kid’s Birthday party, so wait till I get back tomorrow and let me have a good time.
Funny out of office message for Remote Work
- “Hi there! I’m currently working remotely, exploring new work environments. I’ll be away from the office until [date] and may have limited access to all the data. If you need immediate assistance for something at Office, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll respond promptly for everything that I can address from my laptop. Thanks for your understanding!”
- I’m away from my desk, but if your message is witty and entertaining, it might just catch my attention and receive a quicker response. If not, please contact [Colleague’s Name].
Funny out of office message for Unexpected Circumstances
“Dear [Name], due to unexpected circumstances, I’m unable to be in the office until further notice. For urgent matters, please contact [colleague’s name] at [colleague’s email]. I’ll do my best to respond when I’m able to. Thank you for showing humanity!”
Simple out of office message for one day
1) Out of office message for meetings
“Thank you for your email. I’m currently in a meeting and may not be able to respond right away. I’ll get back to you as soon as I can. If your matter is urgent, please contact [Colleague’s Name] at [Colleague’s Email].”
2) Out of office message for conferences:
“Greetings! I’m currently attending a conference to gain new insights and network. I’ll be unavailable for email until [Date]. If you require immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email].”
3) Out of office message for customer visit
“Hello, I’m out of the office to meet with a valued customer. I’m focused on ensuring their satisfaction and may not be checking my email regularly. If you have urgent concerns, please contact [Colleague’s Name] at [Colleague’s Email].”
4) Out of office message for site/field visit
“I’m currently on a site/field visit and may not have regular access to email. I’ll be back in the office on [Date]. If you need immediate assistance, please get in touch with [Colleague’s Name] at [Colleague’s Email].”
Holidays out of office email examples
1) Halloween out of office vacation message
“Happy Halloween! I’m currently away from the office, brewing some spooky fun and will be back on [Date]. If you need assistance in the meantime, don’t be afraid to reach out to [Colleague’s Name] at [Colleague’s Email]. Have a fang-tastic day!”
2) Thanksgiving out of office vacation message
“Happy Thanksgiving! I’m taking a moment to give thanks and enjoy the holiday. I’ll be away from the office until [Date]. If you have urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Wishing you a wonderful and bountiful Thanksgiving!”
3) Christmas out of office vacation message
“Merry Christmas! I’m away from the office, spreading holiday cheer. I’ll be back on [Date]. If your matter can’t wait, please contact [Colleague’s Name] at [Colleague’s Email]. May your days be merry and bright!”
4) New Year out of office vacation message
“Happy New Year! I’m celebrating the arrival of a brand new year and will return to the office on [Date]. If you need immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email]. Wishing you a year filled with success and joy!”
5) Labor Day out of office vacation message
“Happy Labor Day! I’m taking a break to honor the contributions of workers and relax. I’ll be out of the office until [Date]. If you have urgent matters, please contact [Colleague’s Name] at [Colleague’s Email]. Enjoy your well-deserved day off!”
Vacation out of office message sample
1) Simple out of office vacation message
“Thank you for your email. I am currently out of the office on vacation and will not be checking my email regularly. I’ll respond to your message when I return on [Date]. If your matter is urgent, please contact [Colleague’s Name] at [Colleague’s Email].”
2) Professional out of office vacation message
“Hello, Thank you for your email. I am currently on vacation and will not be available until [Date]. During my absence, your message is important to me, and I will respond as soon as possible upon my return. For immediate assistance, please reach out to [Colleague’s Name] at [Colleague’s Email].”
3) Funny out of office vacation message
“Greetings from a sunnier place! I’m currently out of the office, recharging my solar cells on vacation. I promise to bring back extra energy to tackle your messages when I return on [Date]. In the meantime, if you need help, you can pester [Colleague’s Name] at [Colleague’s Email].”
4) Casual out of office vacation message
“Hey there, I’m out of the office, embracing the vacation vibes and sipping on some well-deserved downtime. I’ll be back in action on [Date] and will catch up on all your messages then. If it can’t wait, feel free to bug [Colleague’s Name] at [Colleague’s Email].”
5) Formal out of office vacation message
“Dear Sir/Madam, Thank you for your email. I am currently out of the office on vacation and will not be available until [Date]. Please rest assured that your message is important, and I will attend to it upon my return. If you require immediate assistance, kindly contact [Colleague’s Name] at [Colleague’s Email].”
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Out of office messages for the public holiday
- I hope this message finds you well. I wanted to inform you that I will be out of the office on [specific public holiday] to celebrate this much-awaited occasion with my loved ones. During this time, I will have limited access to emails and will not be available for meetings or phone calls. Rest assured, I will return to work on [specific date] feeling refreshed and ready to tackle any pending tasks or inquiries. For any urgent matters, please reach out to [colleague’s name] at [colleague’s email/phone number]. Thank you for your understanding, and I wish you a joyful and memorable holiday season.
- Thank you for reaching out. I hope this message finds you well. I would like to inform you that I will be out of the office on [public holiday] to celebrate the festivities with my family and recharge. During this time, I will have limited access to my emails and may not be able to respond promptly. If you require immediate assistance, please get in touch with [colleague’s name, position, and contact information]. I will make sure to respond to your message as soon as I return to the office on [return date]. Thank you for your understanding and have a wonderful holiday!
- Wishing you a joyful [public holiday]! I wanted to let you know that I will be taking some well-deserved time off during this period to unwind and spend quality time with my friends and family. I will be away from my desk from [start date] to [end date]. As a result, my response to emails might be delayed. If you have any urgent matters that require immediate attention, please reach out to [colleague’s name and contact details]. I assure you that I will address your message promptly upon my return. Thank you for your understanding, and I hope you have a fantastic public holiday.
- Thank you for your message. I hope you’re enjoying the holiday season. I’m currently out of the office celebrating [public holiday] and will not be able to respond to your email until I return on [return date]. Please note that during my absence, all urgent matters can be directed to [colleague’s name and position] at [colleague’s email address]. They will be more than happy to assist you in my absence. I apologize for any inconvenience this may cause and appreciate your understanding. Wishing you a wonderful holiday filled with joy and relaxation.
Conclusion
So these are examples for out of office emails that you can use next time. These include all professional and personal situations under which you may be out of the office. I have shared more than 40 examples of emails that are professional, casual, and funny. You must choose the one that reflects your personality and your company’s work culture.
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