An out-of-office (OOO) message plays a vital role in business communication, showcasing your professionalism during your absence. Whether you are a student or a professional, it is important to convey your unavailability through a straightforward out-of-office message. This guide will help you improve your business relationships by sharing the best practices for crafting effective professional out-of-office messages. Additionally, we will introduce a unique AI-powered tool that can assist you with any writing task, including OOO letters.
What is an Out-of-Office (OOO) Message?
An out-of-office message, the same as an OOO message, is an automatic email reply that notifies colleagues, clients, or customers that you will be away. By sending an OOO email, you communicate that your response time may be longer than usual.
When to Use an Out-of-Office Auto-Reply
Knowing how to write an out-of-office email when you need it is an essential skill for any position. Here are several situations to consider:
- During vacations or personal time off
- Off-site training
- Work-related events such as exhibitions or conferences
- Working from a different location
- When attending conferences or training sessions
- When on sick leave
- During holidays or extended breaks
In these scenarios, setting up an out of office email ensures that your contacts know about your absence and can plan their work routine accordingly.
Need help writing the perfect out-of-office message? JustDone AI can generate professional, customized OOO replies in seconds. Just specify your absence dates, alternative contacts, and preferred tone, and JustDone will create a polished message that clearly communicates your availability.
Best Practices for Writing Out-of-Office Messages
What is a good out of office message? If you want to know how to write an out-of-office email professionally, remember that the best OOO letter is simple, straightforward, and brief without including too much information. Besides, a professional out of office message consists of the following elements:
Clear and concise out-of-office subject line
Your out-of-office subject line must be straightforward and to the point. It should quickly inform senders of your unavailability without requiring them to open the email.
Subject: Out of Office: [Your Name] Returns on [Date]
Personalized greeting
Every professional email, including out-of-office notifications, benefits from a personalized greeting that establishes the tone for your message. Friendly yet professional openings such as “Hello,” “Hi there,” or “Greetings” are effective. You may also express gratitude to the sender, either as part of the greeting or as the first sentence following it.
Hello,
Thank you for your message.
Brief explanation of absence
It is generally acceptable to simply state, “I’m out of the office” without elaborating. If you choose to provide a reason, a short phrase like “I’m on vacation” or “I’m attending a conference” will suffice. Mentioning whether you will have email access during this time is optional.
I am currently on vacation.
Duration of absence
Specify the duration of your absence from the office. You can either indicate a date range or simply provide your return date along with an estimate of when you will be able to respond. For brief absences, such as a doctor’s appointment, you may include the time you expect to be back.
I will be out until 7/6 and will respond to your emails upon my return.
Alternative contact during your absence
Offer a point of contact for any urgent matters while you are away, especially for those needing immediate assistance. If there are multiple contacts, clarify who should be reached for specific issues. Decide if an email address is sufficient or if additional details, such as a phone number, messaging app, or job title, are necessary.
For urgent matters, please reach out to Mike Ruby at [email protected] while I am away.
Closing and signature
Conclude your out-of-office message with an appropriate sign-off, which should include a farewell or closing phrase along with your name or email signature.
Common sign-offs such as “I look forward to connecting upon my return,” “Have a wonderful day,” “Sincerely,” or “Thank you” are suitable here. You may choose to apologize for any inconvenience caused by your delayed response, although this is not mandatory.
Take care,
Shlomo Winslow
Lead Sales Representative
Using these elements as a basis, you can craft an out of office message that effectively communicates your absence.
Out-of-Office Message Examples
To help you get started, here are some sample out-of-office messages tailored to different situations. Just replace the placeholder text with your personal details, and you’re good to go.
| Message Type | Example |
|---|---|
| Generic | Subject: Out of Office: [Your Name] returns [Date] [Greeting] Thank you for your email. I am out of the office until [Return date] and will reply to your message when I return. If you need assistance before I return, please contact [Colleague Name] at [email, phone, etc.]. Sincerely, [Your Signature] |
| Vacation | Subject: Out of Office: [Your Name] returns [Date] [Greeting] Thank you for your email. I am currently on vacation until [date]. I will respond to your message as soon as possible upon my return. If you need assistance before I return, please contact [Colleague Name] at [email, phone, etc.]. Sincerely, [Your Signature] |
| Sick Leave | Subject: Out of Office: [Your Name] returns [Date] [Greeting] I am currently out of the office due to illness and will return on [date]. If you need immediate assistance, please contact [alternative contact]. If you need assistance before I return, please contact [Colleague Name] at [email, phone, etc.]. Sincerely, [Your Signature] |
| Conference | Subject: Out of Office: [Your Name] returns [Date] [Your personal greeting] I am attending a conference from [start date] to [end date]. I will respond to emails when I return. For urgent matters, please reach out to [alternative contact]. If you need assistance before I return, please contact [Colleague Name] at [email, phone, etc.]. Sincerely, [Your Signature] |
What Not to Write in Out-of-Office Messages
Your out-of-office messages should look professional and sound realistic. What we would advise you to avoid when writing an OOO letter:
- Too much information.
Automatic replies should not repeat everything from an entire email thread. You shouldn’t mention any useless information in the email. - Don’t say that you will reply as soon as you get back.
Once you are back in the office, it may take time to catch up on emails, calls, and project updates, so you can’t be sure you will respond to everyone when promised. - Committing colleagues without their consent.
Although giving a colleague's contact information may be helpful in case of emergencies while you are away, be sure you have their permission before doing so.
In conclusion, an out-of-office message serves as an important tool for maintaining effective communication while you are away. By adhering to the recommended practices provided in this guide, you can create an OOO message that is concise, professional, and informative. It is important to keep in mind that the aim is to set clear expectations and foster ongoing relationships, making it crucial to design messages that align with your professional image. Now, feel empowered to configure your out-of-office message confidently, knowing you have the necessary tools and advice at your fingertips!
