How To Craft An Effective Out-of-office Message

An out-of-office message is a common practice for many professionals. It allows you to take time off with peace of mind, knowing that your contacts have how to reach someone if they need urgent assistance or information while you are away on vacation. An out-of-office message should be used when you will not be available at all during the period it is sent and can even be effective if you’re only going to miss normal business hours but expect emails about emergencies after these times.

This blog post will give you the necessary information to craft the best out-of-office message and insights into the best out-of-office templates.

What Is An Out-of-office Message 

 An out-of-office message is a message that is sent to your contacts when you are unavailable for an extended period. It gives the contact information on how to reach someone else in your office, how long you will be gone, and what they can do if they need urgent assistance while you’re away.

work from office

It’s vital to be clear and concise when writing your out-of-office message.

If certain people require immediate attention from specific members within your company, make sure this person’s contact info is included either in an out-of-office email directly or by contacting them separately before leaving work for the day. Many employees also include their out-of-office message in their email signature so that it’s automatically included when they send an email. 

How To Write An Out-of-office Message 

It’s vital to be clear and concise when writing your out-of-office message. This way, your contacts will know how to reach you in case of an emergency, and they won’t be left wondering what happened to your email. Crafting the perfect out-of-office message can make a big difference for both you and your contacts. Follow these tips, and you’ll be set! 

  1. Craft an out-of-office message that sets the date and time you will be back in the office. 
  2. Include how your contacts can reach you in case of an emergency.  
  3. Include any other relevant information, such as how long you’ll be gone or if you’re working remotely.  
  4. Be clear and concise when writing you’re out of office message. This way, your contacts will know how to reach you in case of an emergency, and they won’t be left wondering what happened to your email. 
  5. Keep it professional – even if you’re on vacation, you want to maintain a positive image for your company.  
  6. Be polite and courteous – always thank the contact for considering reaching out to you and let them know how best to reach someone else in your absence. 

Out Of Office Message Examples

“Hello, I am currently unavailable but should return on [date of return]. You can contact someone else at my company”. 

“I’m out of the office until November 24th. I will be checking email periodically, but if it’s urgent, please feel free to reach me on my cell phone at (555) 555-5555.” 

“Hi, I am not available now but should be back soon. If it is urgent, please email me, otherwise please reach out to (a name) who will be able to help you.” 

“I’m away from the office until October 20th. Please email or call for any requests or emergencies during this time.” 

“Please note that I won’t be receiving emails while traveling, so if it’s an emergency, please call me directly on +44 1234567890”. 

If certain people within your company require immediate assistance from specific members, try adding their information into the template like this:  

“If you need to get through to me immediately, please call my cell phone at +44 1234567890. I’ll be available until [date].” 


By following these simple tips, you can create a professional and effective out-of-office message that will let your contacts know what is going on and how they can reach you in case of an emergency. 

Diana Coker
Diana Coker is a staff writer at The HR Digest, based in New York. She also reports for brands like Technowize. Diana covers HR news, corporate culture, employee benefits, compensation, and leadership. She loves writing HR success stories of individuals who inspire the world. She’s keen on political science and entertains her readers by covering usual workplace tactics.

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