Top Out Of Office message examples for auto-reply Outlook

Are you wondering what to say and when to add an out of office message response to your email? Let's talk about that and the contents that you should include in your auto reply response.

In this article, you’ll find:

• What to say to create a good out of office message?
• When to add an out of office message response to your email?
• Top Out Of Office message examples for auto-reply
• Upcoming out of the office time in email signature
• What to avoid in out of office message?
• Conclusion on out of office message

Let’s check it out!

What to say to create a good out of office message?

Now, let’s start with the basics. your out of office message should do the following:

• well, not surprisingly, state that you’re out of the office
• include your expected return date, so when you are back ind the office
• clarify who to contact in your absence for urgent messages or requests

This simple way you will eliminate confusion and a zillion messages awaiting your action on your return. As you can imagine, the clearer you are, the fewer follow up emails you’ll receive and hopefully, a less congested inbox.

When to add an out of office message response to your email?

You should set up an out of office reply anytime that you're not able to check your email in a reasonable time frame.

It could be that you're on vacation maybe you're in an off-site meeting or you could be on a plane with no Wi-Fi. If you've ever flown to Hawaii. I know you can relate to that one!

If I know that I'm not going to be able to respond within a day, I put my auto response on.

With all that in mind, here are some out of office message examples and templates for effective automatic responses to those outside and inside your company.

Top Out Of Office message examples for auto-reply

Let's look at the best, ready tp use, top Out Of Office message examples and templates for auto-reply Outlook that should help you in drafting one for you.

Out Of Office message example & template 1 - The Classic

If you prefer to keep things short and sweet, this one is definitely for you.

These messages work well because they check the three most essential pieces of information every out of office message needs: how long you will be gone, if or when they can expect a response during that time, and who to contact in case of an urgent matter. So easy!

The message goes as follows:

Hi, Thank you for your e-mail!
I will be out of the office from [Date of OOO start] to [Date of OOO end], and will not be accessing my e-mail box during that time.
If this is an urgent question, please contact [Name of the person to contact] at [email address of the person to contact].

Best regards,
[Your Name]

Also, you can write:

Hi, Thank you for your e-mail!
I am out of the office at this time and will not return until [Date of Return].
If this is an urgent matter, please contact [Name of the person to contact] at [email address or phone number of the person to contact].
Otherwise, I will respond to your email as soon as possible after my return.

Best regards,
[Your Name]

Or, you can write:

Thanks for the email!
I’m currently out of my office and will be back on [Date of Return].
I will have very limited or no access to my email.
For immediate assistance please contact me on my cell phone at [here you put your phone number].
Otherwise, I will respond to your email as soon as possible after my return.

Best regards,
[Your Name]

Or, you can write:

Thank you for your message.
I am out of the office today, with no email access. I will be returning on [Date of Return].
If you need immediate assistance before then, you may reach me at [here you give a phone number].

Best regards,
[Your Name]

Out Of Office message example & template 2 - The PR Agent

If your destination is a beach and sunbathing and more a conference centre for a business related trip, don’t be shy about mentioning that in your out of office message.

Showing that you’re active in your industry, and are serious about your own professional development will get you some extra points in the eyes of potential customers.

Here is the example!

Hi there, Thank you for reaching out.
I’m currently out of the office at the [Confrence name] conference until [Date of Return], but I’ll get back to you as soon as I can.
If it is an emergency, or you need your question answered ASAP, [here you put name of the person to contact] will be happy to help. You can reach him at [contact info of the person to contact].

Best regards,
[Your Name]

Out Of Office message example & template 3 - Funny

Are you looking for an idea for a funny out of office message? Here is one, but be careful as it may backfire.

Here is the example!

Hi, Thanks for the email, but unfortunately the entire team was abducted by aliens yesterday, and no one has heard from them since.
Nah, just kidding. But we are away at the [Confrence name] Conference.
For urgent inquiries, please contact , [here you put info of the person to contact].
Thanks for your patience. We’ll get back to you as soon as possible.

[Your Name]

Upcoming out of the office time in email signature

I’ve seen more and more people using their email signature as a way to alert people to upcoming out of the office time. It is a great way to let everyone know you will be out of the office in the near future.
It reads a bit like this: You put your email signature, your contact details, And then

Alex Smith
Delivery Manager
Phone: 123-456-789

Advance notice: I’ll be out of the office from Monday 3 August until Friday 14 August

I’ve done this and I can report it’s quite effective. Well, I think notifying everyone in advance seems like a sensible thing to do in an environment where you have a lot of messages and people need to know where you are.

What to avoid in out of office message?

While you’re writing and activating your out of office message, it is important to remember about a few pitfalls.

Try to avoid giving too much detail. Sure, you’re excited about your upcoming week on the beach, but send too much information in your message and people might think you’re bragging.

Try to avoid trying to be funny — Unless you’re a comedy writer, don't make jokes. Of course, you can write how busy you are contemplating the purpose of those little umbrellas they put in the drinks, but it may be easily misinterpreted, so it’s better to avoid.

Try to avoid committing a colleague’s immediate help — You can’t predict how quickly your coworkers will be able to respond to emails in your absence, so make sure you don’t promise their immediate assistance. Also, ask your colleagues for permission before you provide their email addresses and phone numbers.

Try to avoid telling people you’ll respond as soon as you return — You’ll have plenty of work to catch up on the day you come back and you don’t want to make a promise you might have to break.

And the last one, try to avoid typos — Your out-of-office message could go to anyone, from your manager to your top client. Avoid embarrassment by proofreading it carefully.

Final Thoughts on out of office message

Provide the dates that you'll be out of the office.
Who's your go-to person and their contact phone and email.
When you'll be responding.
Having your out of office on it gives you a little assurance that whatever's happening at work can either wait until you return or someone else is helping you to figure it out.

To have the best out of office message avoid,
to much details,
to be funny,
committing a colleague’s immediate help,
telling people you’ll respond asap

Ok, this was my list of top out of office messages and what to avoid in automatic replies. I hope you found this article helpful. Enjoy your vacation!