Out-of-office messages can be the only way a business owner or an employee feels confident and relaxed in their role while on vacation or leave.
Whether you’re an employee or a boss, your out-of-office message is one of the first things people see when they email or text you while you’re on vacation. If it’s not clear, professional, or friendly, then you’re probably sending off negative vibes that will make people feel like they need to take a break from working with you.
If you want to stay organized and keep your coworkers informed, the key is to make the message as easy-to-read as possible. If you’re not sure how to write an effective and simple out-of-office message, this article is for you.
What is a professional out-of-office email reply?
A professional out-of-office reply, also referred to as an OOO, is an email message which is used to address queries while you’re on vacation. This message can inform others of your reason for not being available and also give further information to assist them.
When you’re not in the office, it’s important that you let your colleagues know. You don’t want them to think you’ve forgotten about them or are too busy to answer their questions.
How do I write a good out-of-office message?
Writing the perfect out-of-office message is a no-brainer.
You want to be friendly, but not too friendly. You want to be professional, but not too professional. You want to give your boss a heads-up about your absence without being completely unresponsive and leaving them in the dark about what you’re up to.
Luckily, there are some tips for writing an out-of-office message that will make your boss happy and won’t leave everyone else wondering what in the world you were doing.
So what should you include in an out-of-office message? Here are some tips for writing a simple out-of-office message:
- Be professional and respectful. Make sure you’re being professional and respectful when writing an out-of-office message. Your colleagues will appreciate it if you take the time to write a thoughtful message that acknowledges their concerns and doesn’t make them feel like they are being neglected.
- Keep it short. A good rule of thumb is to keep it under 200 words. If there’s more than that (which isn’t advisable), consider breaking it up into multiple emails or messages—just make sure that each one is at least 100 words.
- Use a subject line that’s clear and easy to read. Your first impression should be positive—so choose something that makes people want to open your out-of-office email reply.
- Be timely. In most cases, people look for simple out-of-office messages when they need something from someone else at work, so make sure your message is sent before they need it. Set a reminder on your phone so that every time there’s a new request or question from colleagues, they’ll see it right away without having to check their email or calendar obsessively (which they will do anyway).
- Include details. Make sure your out-of-office message includes enough information so that your colleagues know who they can reach out to if they have any questions or concerns. You should state what date you’ll be available and your reason for leaving.
- Tag relevant people in the message body (and add them to your contacts list). You don’t have to tag everyone on your email list—just tag anyone who will potentially be affected by your absence or busy schedule. Don’t forget about important team members like managers or HR professionals.
What is a good out-of-office message?
It includes all of the tips described above. Let’s look at some out-of-office message examples.
Out-of-office email example #1
[A personal greeting]
Thank you for your message. I am currently out of the office until [date of return] for [your reason]. So, I won’t be able to attend to your message immediately.
However, if you need an immediate response, kindly reach out to [name of colleague and job title] at [their email address or phone number]. If not, I will get back to you as soon as I return.
Thanks once again, and I apologize for any inconvenience caused.
[your personal closing and signature]
Out-of-office email example #2
[A personal greeting]
I will be away from the office for [your reason] until [return date] and I won’t be able to attend to your email.
If you have an urgent request, kindly reach out to [name of colleague and job title] at [their email address or phone number].
Thanks for your understanding.
[your personal closing and signature]
Conclusion
An out-of-office message helps to explain to people when you are away from work and offers them further assistance.