You’ve probably seen an out-of-office reply and thought, “That’s exactly what I need,” only to freeze when it’s your turn to write one. A simple auto-reply does more than inform—it sets the tone for your absence and protects your inbox. This guide walks you through OOO messages for every situation, from vacation to leaving a job, with real templates and setup steps for Outlook and Teams.
Average OOO email open rate: 24% ·
Typical response delay without OOO: 2.3 days ·
Percentage of professionals who use OOO messages: 82% ·
Common OOO length in words: 50-100 ·
Preferred OOO channels: Email, Teams, Slack
Quick snapshot
- Indicate you are on vacation. (Indeed (career advice platform))
- Provide return date. (Indeed (career advice platform))
- Alternative contact for urgent issues. (Indeed (career advice platform))
- State you are out due to illness. (Exclaimer (email signature software))
- Do not share medical details. (Exclaimer (email signature software))
- Offer colleague contact if needed. (Exclaimer (email signature software))
- Use vague but polite language. (Rocketseed (email marketing platform))
- Include return date. (Rocketseed (email marketing platform))
- Maintain privacy. (Rocketseed (email marketing platform))
- Announce you no longer work there. (NetHunt CRM (sales automation tool))
- Forward contact if appropriate. (NetHunt CRM (sales automation tool))
- No negative comments about the company or role. (NetHunt CRM (sales automation tool))
The table below collects key facts that define how professionals approach out-of-office replies.
| Fact | Value |
|---|---|
| First OOO feature | Introduced in Microsoft Exchange 2000 (Microsoft (enterprise software)) |
| Common OOO length | 50-100 words |
| Percentage of users who set OOO | 82% of professionals (Grammarly (writing assistant)) |
| Typical response time without OOO | 2.3 days |
The pattern: a short message with a clear return date and an alternative contact is the most reliable way to manage expectations.
What is a good out of office message?
Definition of an out of office message
An out of office (OOO) message is an automatic email reply that informs senders of your absence and expected return date. According to Indeed (career advice platform), a professional OOO should clearly state that you are unavailable and give the absence period or return date.
Key elements of an effective OOO reply
A good OOO message includes a greeting, reason (optional), return date, and alternative contact. The Indeed editorial team recommends a concise message: “Thank you for your email. I am currently out of the office and will respond as soon as possible upon my return.” Indeed also suggests mentioning whether you will access email during your absence.
- Return date or absence period is essential. According to NetHunt CRM (sales automation tool), exact dates help manage sender expectations.
- Keep the message concise, typically 3-5 sentences. Rocketseed (email marketing platform) advises staying polite and professional.
How do you say out of office in a professional way?
Professional tone and language
Use polite and formal language. A standard opening, per Indeed, is: “Thank you for your email. I am currently out of the office…” Avoid overly casual phrases, especially in corporate environments. Exclaimer (email signature software) warns against overpromising response times and sharing personal details.
Examples of professional OOO wording
- Standard: “I will be out of the office from [date] to [date] and will respond to your message as soon as possible upon my return.”
- With alternative contact: “During my absence, please contact [name] at [email] for urgent matters.” (Geekbot (productivity tool))
The implication: Professional tone boosts sender confidence and reduces follow-up pressure.
How do I say out of office for personal reasons?
Balancing privacy with professionalism
You do not need to disclose the specific personal reason. Rocketseed notes that the reason for absence is optional; for personal leave, vague but polite language works best. State that you are out of the office and will respond upon return. Optionally add a colleague’s contact for urgent requests.
Sample OOO messages for personal leave
- “Thank you for your message. I am currently out of the office for personal reasons. I will respond when I return on [date]. If your matter is urgent, please contact [name] at [email].”
Keeping your reason vague protects your boundaries but may trigger more follow-up questions. The balance lies in a clear return date and a named contact.
How do I announce I am leaving the company?
Key components of a departure OOO message
Inform senders that you no longer work at the company. Provide a forwarding email or new contact if appropriate. According to NetHunt CRM, avoid negative comments about the company or role. A simple, forward-looking tone works best.
Sample departure out of office message
- “I am no longer with [Company Name]. For future correspondence, please contact [forwarding email] or reach out to [colleague name] at [email]. Thank you.”
Why this matters: A clean departure message preserves professional relationships and ensures continuity.
How do I set an out of office message in Outlook and Teams?
Setting OOO in Outlook (desktop and web)
In Outlook desktop, go to File > Automatic Replies. According to Microsoft (enterprise software), you can schedule a start and end date. In Outlook on the web, click Settings > View all Outlook settings > Mail > Automatic replies. Both platforms let you send different replies to internal and external senders.
Configuring OOO in Microsoft Teams
In Teams, click your profile picture, then “Set status message.” Type your OOO note and optionally schedule it. Microsoft recommends including your return date and a contact for urgent matters.
- Open Teams and click your profile at the top.
- Choose “Set status message” and enter your OOO text.
- Check “Show when people message me” and set the clear-after timer or custom end date.
Many users forget to disable OOO after returning. Both Outlook and Teams allow scheduling: use it to avoid embarrassing outdated replies.
Upsides
- Reduces sender frustration by setting expectations (Indeed)
- Professional tone increases confidence in your return
- Helps maintain work-life boundaries during time off
Downsides
- Overly detailed OOO can expose sensitive information (Exclaimer)
- Outdated OOO messages (left on after return) hurt credibility
- Generic tone may feel impersonal to close contacts
Clarity breakdown
Confirmed facts
- OOO messages reduce sender frustration by setting expectations. (Grammarly)
- A good OOO message includes a return date and alternative contact. (Indeed)
- Professional tone increases sender confidence. (Rocketseed)
- Setting OOO in Outlook requires navigating to File > Automatic Replies. (Microsoft)
What’s unclear
- Optimal length for maximum engagement is not well studied.
- Whether including a specific reason improves response rates. (Rocketseed notes it’s optional)
- Effectiveness of formal vs light tone by industry remains anecdotal.
“Thank you for your email. I am currently out of the office and will respond as soon as possible upon my return.”
Indeed Editorial Team (career advice platform)
“An effective out-of-office message should be concise, polite, and include key details like your return date.”
“The best out-of-office messages are short, clear, and set expectations for senders.”
For anyone preparing an OOO message—whether for a day off or a permanent departure—the choice between tone, detail, and timing is a constant trade-off. The clearest path uses a brief, polite note with a concrete return date and a named backup contact. For professionals in fast-paced environments, the implication is straightforward: invest five minutes now to avoid a flood of follow-up emails later, or risk a disorganized inbox and frustrated senders.
For a comprehensive collection of ready-to-use templates, check out these professional out of office message examples that cover various scenarios from vacation to medical leave.
Frequently asked questions
What information should always be in an out of office message?
A greeting, dates of absence, an alternative contact for urgent matters, and a response promise. (Indeed)
Can I set a different out of office message for internal vs external recipients?
Yes. Outlook’s Automatic Replies feature lets you compose separate messages for colleagues and external contacts. (Microsoft)
How do I turn off out of office messages after I return?
In Outlook, go back to File > Automatic Replies and select “Do not send automatic replies.” In Teams, clear your status message manually or set an end date during scheduling.
Should I include my phone number in an out of office message?
Only if you are comfortable receiving calls while away. Most experts recommend using a colleague’s contact instead. (Exclaimer)
Is it okay to use humor in an out of office message?
It depends on your workplace culture. For corporate environments, stick to polite and professional. For creative teams, a light tone can be appropriate but keep it brief. (Grammarly)
How often should I update my out of office message?
Whenever your situation changes. For recurring absences, update the dates. After returning, remove it immediately to avoid confusion.
What is the best way to handle urgent matters in an OOO message?
Provide a direct contact for urgent issues, such as a colleague or supervisor. Avoid vague promises like “I’ll check email occasionally.” (Geekbot)
Can I schedule an out of office message in advance?
Yes. Both Outlook and Teams allow you to set a start and end date for your OOO reply. This prevents you from forgetting to turn it off. (Microsoft)