Out of office message: examples and how to set it up
A good auto-reply says when you're back and who to contact in the meantime. Here are examples for every occasion and the steps to turn it on.
Before you go on vacation or a trip, an auto-reply keeps your contacts from waiting for an answer that won't come. Written well, it also tells them exactly what to do if their matter can't wait.
Here are six examples for different situations, what the message must include and the steps to turn it on in Gmail and Outlook.
What to include in an out of office message
- A short thank you for the message.
- Your return date, specifically: "back on January 7", not "early next year".
- An alternative contact for urgent matters, with a name and email.
- What happens to their email: whether you'll reply when you're back or they should write again.
- No personal details: there's no need to say where you are or why.
6 out of office message examples
1. Vacation
Hi, thanks for your message. I'm on vacation and will be back on [date]. I'll reply to your email as soon as I return. If it's urgent, please contact [name] at [email]. Best regards, [Your name]
2. Business trip
Hi, thanks for reaching out. I'm traveling with limited email access until [date]. I'll reply as soon as I can. For urgent matters, please call [phone].
3. Conference or training
Hi, I'm at [event] until [date] and will check email at the end of each day. If your request is urgent, please contact [name] at [email]. Thanks for your patience.
4. Public holiday
Hi, thanks for your message. Our office is closed for a public holiday on [date]. We'll be available again on [date] at [time]. Thank you!
5. Extended leave
Hi, I'll be out of the office until [date] and won't be checking email during this time. Meanwhile, [name] is handling my work: [email]. Best regards.
6. End of year
Hi, thanks for writing to us. Our team is off from [date] to [date]. We'll reply to every message when we're back. Happy holidays!
How to turn on the auto-reply in Gmail and Outlook
Gmail
Open the Settings gear and click See all settings. On the General tab, find Vacation responder, turn it on, choose the first and last day, write the subject and message, and click Save Changes. You can choose to send it only to your contacts.
Outlook on the web
Open Settings, go to Account and then Automatic replies. Turn it on, choose a time period if you want it to switch off by itself and write your message. If you don't set dates, it stays on until you turn it off.
Work accounts in Outlook
You can write a different message for people outside your organization. Microsoft recommends limiting it to your contacts so you don't also reply to newsletters and spam.
Your out of office messages, ready with a shortcut
If you take time off several times a year, you don't have to write the message every time. Save it in NexoPad as a snippet, for example with the shortcut /ooo, with variables for the reason, return date and alternative contact.
When you type the shortcut in your email's message box, NexoPad asks for those details and writes the full text. It works for the auto-reply and for replying by hand before you leave.
Frequently asked questions
What should the subject line say?
Something short and clear, like "Out of office until January 7". That way it's understood without opening the email.
Should I say where I am?
No. Just say you're away and when you're back. For safety, it's better not to share personal details.
Is the auto-reply sent to everyone?
It depends on how you set it up. Gmail and Outlook let you send it only to your contacts.
What if I want a message in two languages?
Write first in the language most of your contacts use, then the translation, separated by a line. You can save both versions in NexoPad. More writing ideas in our guide to a professional email signature.
Published on October 11, 20266 min read
Try NexoPad for free
Text shortcuts, notes, links and AI in any tab. Install it in under a minute.