What are out of office messages?
Out-of-office messages serve as a crucial aspect of professional communication, providing a brief yet informative snapshot of an individual’s availability. Typically activated when professionals are away from work, these messages play a vital role in managing expectations and maintaining effective communication channels.
These messages often include details such as the duration of the absence, alternative contacts for urgent matters, and a polite acknowledgment of the received message.
Importance of out of office messages
Out-of-office messages play a pivotal role in professional communication by efficiently managing expectations and maintaining transparency regarding an individual’s availability. Here are 20 out of office message examples that you can use as reference points when writing your own. We’ve curated examples in the following categories:
- Traditional
- Personalized
- Vacation
- Cultural and seasonal
- Technology
- Remote work
- Occasional
- Well being and health
- Team bonding
- Crisis management
- Medical leave
- Promotion
- Dos and Don’ts
Templates of Out-of-office Messages
Traditional out-of-office messages are straightforward and professional notifications that inform colleagues and contacts of an individual’s temporary unavailability. These messages typically include essential details such as the duration of the absence and an alternative contact person for urgent matters.
Example:
Subject: Out of Office: [Your Name]
Hello,
Thank you for reaching out. I am currently out of the office and will not be available to respond to emails until [Return Date]. During this time, I will have limited access to email and may experience delays in response.
If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact’s Email/Phone]. They will be able to assist you in my absence.
I appreciate your understanding and will attend to your email as soon as possible upon my return.
Best regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Personalized out-of-office messages
Personalized out-of-office messages go beyond the standard notification of absence, allowing professionals to tailor their automated responses to reflect their individuality. These messages often incorporate personal touches such as specific interests, hobbies, or even anecdotes. By sharing a glimpse of one’s personality in these messages, professionals can foster a more genuine and relatable connection with colleagues and clients.
Example:
Subject: [Your Name]’s Out-of-Office Adventure 🌟
Hi [Recipient’s Name],
I hope this message finds you well! 👋
Thank you for reaching out. Currently, I’m [insert a brief description of your reason for being out of the office, e.g., exploring new opportunities, attending a conference, or on a well-deserved vacation].
While I’m away, feel free to reach out to [Alternative Contact Person] at [Alternative Contact’s Email/Phone], who will be more than happy to assist you with any urgent matters.
In the meantime, I’m [insert a touch of personalization, e.g., hiking up mountains, sipping coffee in quaint cafes, or immersed in a good book]. I’ll be back in action and ready to tackle emails on [Your Return Date].
Looking forward to reconnecting soon!
Best regards,
[Your Full Name]
[Your Position]
[Your Company]
Out-of-office messages for team bonding
Out-of-office messages can serve as an unexpected yet effective tool for fostering team bonding within a professional setting. By incorporating elements of humor, team inside jokes, or references that resonate with colleagues, individuals can use their out-of-office messages to build team spirit.
Example:
Subject: [Your Name]’s Out-of-Office Adventure: Bonding Edition
Hi Team,
Greetings from [Your Current Location]! I’m currently out of the office, on a mission to recharge and bring back some fresh energy to our team. During this time, I encourage you all to keep the momentum going and continue the amazing work we do together.
If you need assistance in my absence, please reach out to [Alternative Contact Person] at [Alternative Contact Person’s Email].
I’ll be back at my desk, ready to dive back into the action, on [Return Date]. In the meantime, feel free to share your own updates, achievements, or anything exciting happening in the office on our team channel. Let’s keep the team spirit alive!
Looking forward to catching up on all the happenings when I return.
Best,
[Your Name]
Out-of-office messages for health and well-being
Out-of-office messages for health and well-being serve as a considerate and transparent means of communicating the importance of self-care. These messages go beyond the typical notification of absence, acknowledging the significance of mental and physical well-being. Professionals may use this opportunity to convey that they are taking time off to prioritize their health.
Example:
Subject: [Your Name]’s Out-of-Office: Prioritizing Health and Well-being
Hello,
Thank you for reaching out! Currently, I am taking some time to prioritize my health and well-being.
Dates of Unavailability:
[Start Date] to [End Date]
During this time, I may have limited access to email and may not be able to respond as promptly as usual. Your patience is greatly appreciated.
Emergency Contact:
In case of urgent matters, please reach out to [Alternative Contact Person] at [Alternative Contact’s Email] or [Alternative Contact’s Phone Number].
Rejuvenation Mode:
I am using this time to recharge, reflect, and focus on personal well-being. I’ll be back in action, ready to tackle your emails, on [Return Date].
Your Understanding Matters:
I appreciate your understanding and support as I take this short break. It’s crucial to prioritize self-care, and I encourage you to do the same whenever needed.
Best regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Out-of-office messages for extended leaves
out-of-office messages for extended leaves serve as essential communication tools to manage expectations during prolonged absences from work. When on an extended leave, individuals typically include details such as the duration of their absence, the reason for the leave (if appropriate to share), and alternative contacts for urgent matters.
Example:
Subject: Extended Leave Out-of-Office Template
Dear [Recipient’s Name],
Thank you for reaching out. I am currently out of the office on an extended leave and will not be available to respond to emails until my return on [Return Date]. During this period, I will have limited access to my email.
If your matter requires immediate attention, please contact [Alternative Contact Person] at [Alternative Contact’s Email Address] for assistance. They will be able to provide support in my absence.
I appreciate your understanding and patience during this time. I will make it a priority to attend to your email upon my return.
Best regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Conclusion
In conclusion, the diversity and creativity displayed in professionals’ out-of-office messages reveal the evolving landscape of workplace communication. From the traditional and straightforward to the witty and personalized, these messages serve as more than mere notifications of absence—they reflect an individual’s approach to professionalism, humor, and connection.