Out of Office Email Message (2026): 20 Professional Examples

An effective out of office email message tells people that you are unavailable, gives a clear return date, explains whether you will check email, and directs urgent requests to the right person. It should be brief enough to scan in seconds but complete enough to prevent unnecessary follow-up messages.

Use the templates below for vacations, sick leave, parental leave, business travel, conferences, company closures, one-day absences, and other situations. Replace the bracketed details before activating the message.

Quick Out of Office Email Template

Subject: Out of Office Until [Return Date]

Thank you for your email. I am currently out of the office and will return on [Return Date]. I will have [limited/no] access to email during this time.

For urgent assistance, please contact [Name] at [Email Address]. I will respond to your message as soon as possible after I return.

Best regards,
[Your Name]

What to Include in an Out of Office Message

A professional automatic reply usually needs five details:

• Your absence dates: State when you are unavailable and when you expect to return.
• Email availability: Say whether you will monitor messages, check occasionally, or remain fully offline.
• A backup contact: Include a colleague, team inbox, phone number, or support address for urgent matters.
• Response expectations: Explain when the sender should expect a reply.
• A professional closing: End with a simple thank-you and your name.

Avoid sharing private medical details, travel locations, or information that could create a security risk. “I am away from the office” is usually enough.

Out of Office Subject Line Examples

• Out of Office Until [Date]
• Automatic Reply: Out of Office
• Out of Office: Returning [Date]
• Currently Away From the Office
• Limited Email Access Until [Date]
• Annual Leave: Returning [Date]
• On Leave Until [Date]
• Business Travel: Limited Availability
• Company Closed Until [Date]
• Parental Leave: Alternative Contact Information
• Medical Leave: Out of Office
• Thank You for Your Email — I Am Away

For more ideas, see these professional email subject lines for work.

20 Professional Out of Office Email Message Examples

1. Standard Professional Out of Office Message

Thank you for your email. I am currently out of the office and will return on [Return Date]. I will respond as soon as possible after I am back.

For urgent matters, please contact [Colleague Name] at [Email Address].

Best regards,
[Your Name]

2. Short Out of Office Message

Thank you for your message. I am out of the office until [Date] and will reply after I return. For urgent assistance, contact [Name] at [Email].

3. Formal Out of Office Message

Thank you for contacting me. I am currently away from the office and will return on [Return Date]. During this period, I will not have access to email.

For time-sensitive matters, please contact [Name, Job Title] at [Email Address]. Otherwise, I will respond upon my return.

Sincerely,
[Your Name]

4. Client-Facing Out of Office Message

Thank you for reaching out. I am currently out of the office and will return on [Date]. Your message is important, and I will review it when I return.

If you need immediate assistance with [project/account/service], please contact [Colleague Name] at [Email Address] or [Phone Number].

Kind regards,
[Your Name]

5. Internal Team Out of Office Message

Hi, I am away from the office until [Date] and will not be regularly checking email or team messages.

For questions about [Project/Department], please contact [Name]. For urgent approvals, contact [Manager Name]. I will catch up when I return.

Thanks,
[Your Name]

6. Vacation Out of Office Message — No Email Access

Thank you for your email. I am on vacation from [Start Date] through [End Date] and will not be monitoring my inbox.

For urgent matters, please contact [Name] at [Email]. I will respond to all other messages after I return on [Return Date].

Best,
[Your Name]

Before leaving, you may also need a formal request to your manager. Use this vacation request email template.

7. Vacation Out of Office Message — Limited Access

Thank you for your message. I am currently on vacation and will return on [Date]. I will have limited access to email and may not respond promptly.

For urgent assistance, contact [Name] at [Email]. Otherwise, I will reply as soon as possible after my return.

Best regards,
[Your Name]

8. One-Day Out of Office Message

Thank you for your email. I am out of the office today, [Date], and will return tomorrow. I will respond when I am back.

For urgent assistance, please contact [Name] at [Email].

9. Half-Day Out of Office Message

Thank you for your message. I am away from the office this [morning/afternoon] and will return at approximately [Time]. I will reply when I am available.

If your request cannot wait, please contact [Name] at [Email].

10. Sick Leave Out of Office Message

Thank you for your email. I am currently out of the office due to illness and am not monitoring messages. I expect to return on [Date], subject to recovery.

For urgent matters, please contact [Name] at [Email]. I appreciate your understanding.

For the message sent to your manager, see these sick leave email examples.

11. Medical Leave Out of Office Message

Thank you for contacting me. I am currently on medical leave and will be unavailable until approximately [Date]. I will not have access to email during this time.

For assistance with [area of responsibility], please contact [Name] at [Email].

Kind regards,
[Your Name]

12. Parental Leave Out of Office Message

Thank you for your email. I am currently on parental leave and expect to return on [Date]. I will not be monitoring this inbox during my leave.

For [client/project/general] matters, please contact [Name] at [Email]. For [billing/technical/urgent] matters, contact [Second Contact] at [Email].

Best regards,
[Your Name]

13. Bereavement Leave Out of Office Message

Thank you for your message. I am currently away from the office on personal leave and will return on [Date]. I may have limited access to email.

For urgent assistance, please contact [Name] at [Email]. Thank you for your understanding.

14. Conference Out of Office Message

Thank you for your email. I am attending [Conference Name] from [Start Date] to [End Date] and may respond more slowly than usual.

For urgent matters, please contact [Name] at [Email]. I will review messages when my schedule allows and respond fully after [Return Date].

15. Business Travel Out of Office Message

Thank you for contacting me. I am traveling for business until [Date] and will have limited access to email.

If your request is urgent, please contact [Name] at [Email]. Otherwise, I will respond as soon as possible.

Best regards,
[Your Name]

16. Public Holiday Out of Office Message

Thank you for your email. Our office is closed for [Holiday] and will reopen on [Date]. I will respond after business resumes.

For urgent assistance, please contact [Emergency Contact/Support Address].

17. Company Closure Out of Office Message

Thank you for your message. [Company Name] is closed from [Start Date] through [End Date]. Normal business operations will resume on [Date].

Messages will be reviewed after we reopen. For urgent support, please use [Support Channel/Phone Number].

18. Extended Leave Out of Office Message

Thank you for contacting me. I am on extended leave from [Start Date] and expect to return on [Return Date]. I will not be available by email during this period.

Please direct all inquiries regarding [responsibility] to [Name] at [Email]. For general assistance, contact [Team Email].

Kind regards,
[Your Name]

19. Out of Office Message Without a Confirmed Return Date

Thank you for your email. I am currently away from the office and do not yet have a confirmed return date. I will not be monitoring this inbox regularly.

For immediate assistance, please contact [Name] at [Email]. Updates regarding my availability will be provided when possible.

20. Out of Office Message With Multiple Backup Contacts

Thank you for your message. I am out of the office until [Date]. During my absence:

• For client or project questions, contact [Name] at [Email].
• For billing matters, contact [Name] at [Email].
• For technical support, contact [Team/Help Desk] at [Email or Link].

I will respond to any remaining messages after I return.

How to Write Your Own Out of Office Email

1. Lead with your availability. Put the return date in the first sentence.
2. Be specific about access. “Limited access” and “no access” create different expectations.
3. Name the right backup. Ask the colleague before listing their contact details.
4. Route different requests. For extended leave, use separate contacts for projects, billing, support, or approvals.
5. Remove unnecessary detail. The sender usually does not need to know where you are or why you are absent.
6. Test the message. Send an email from another account to confirm formatting and dates.

Out of Office Message vs. Leave Request Email

Use a leave request email first, then activate your out of office message after the leave is approved.

Common Out of Office Email Mistakes

• No return date: “I am away” does not tell the sender when to expect a response.
• No backup contact: Urgent requests may remain unresolved.
• Overpromising: Do not say that you will check email if you intend to disconnect.
• Too much personal information: Keep the reason for your absence general.
• Wrong dates: Confirm the start, end, and return date before activating the reply.
• Unapproved backup contact: Confirm that the colleague is available and understands what they may receive.
• Leaving the reply active: Set an automatic end date when your email platform allows it.

Frequently Asked Questions

How long should an out of office email be?

Most professional messages can be kept between 40 and 100 words. Extended leave may require additional routing information, but the message should remain easy to scan.

Should I include the reason I am away?

Usually, no detailed explanation is necessary. You can say “on annual leave,” “on personal leave,” “on medical leave,” or simply “away from the office.”

Should I say I have limited access to email?

Only say this if you genuinely plan to check email. If you will not respond, state that clearly so senders use the backup contact.

Can an out of office message be informal?

Yes, for an internal team or casual workplace. Client-facing and external replies should remain clear and professional.

What if I do not have a backup contact?

Use a shared team inbox, general support address, company phone number, help desk, or manager contact. If none is available, state when you will return and when messages will be reviewed.

When should I activate the message?

Activate it shortly before your absence begins and schedule it to end when you return. Check the time zone if you work with international teams.

Create a Professional Out of Office Message

Start with one of the templates above, then customize the dates, email access, backup contact, audience, and tone. For a message tailored to your exact situation, use the InstantDocsAI Professional Email Writer.