Out-of-Office (OOO) messages are more than just status updates—they are a courtesy that helps manage expectations and smooths out communication gaps. With the rise of flexible work schedules, remote work, and diverse leave policies, having a comprehensive collection of Out-of-Office (OOO) message templates for different scenarios can save time and ensure consistency.
Best Practices for Writing Out-of-Office Messages
Creating a clear, professional, and courteous Out-of-Office (OOO) message is essential in maintaining strong communication and setting the right expectations. Here are some best practices to consider when crafting your message:
1. Start with a Polite Salutation
☑ Opening with a friendly greeting can set a positive tone. Phrases like “Hello,”, “Hi there,” or “Greetings!” can make the message feel personable.
☑ If your work culture is a bit more formal, consider starting with “Dear [Sender’s Name],” when possible.
2. Set a Friendly and Warm Tone
☑ Using friendly language can make the message feel more engaging and thoughtful. Simple additions like “Hope you’re doing well” or “Thank you for reaching out” help maintain a polite tone.
☑ Be mindful not to add excessive detail, but keep it warm and to the point.
3. Be Clear About Your Return Date
☑ Specify your exact return date to avoid confusion. For example, “I will be back in the office on [Date].”
☑ If there might be a delay in catching up, you could add “I will be back on [Date] and will respond to messages as soon as possible.”
4. Provide an Alternative Contact for Urgent Needs
☑ Whenever possible, include a colleague’s contact information to ensure that urgent matters are handled. A phrase like “For immediate assistance, please reach out to [Colleague’s Name] at [Email/Phone Number]” is simple yet effective.
☑ If you’re in a client-facing role, giving them a direct point of contact demonstrates thoughtfulness and ensures clients feel supported in your absence.
5. Keep it Brief and Professional
☑ An OOO message should be short and to the point. Avoid over-explaining the reason for your absence unless it’s essential.
☑ A brief message is not only courteous to the sender but also easier to read and understand quickly.
6. Customize for Your Audience
☑ Tailor the tone and level of formality to your audience. For example, if it’s for an internal team, the message could be more relaxed. If it’s for clients, keeping it formal might be more appropriate.
☑ Nimble Coach can be particularly useful here, as it helps generate customized messages that align with both your professional tone and team dynamics.
7. Close with a Polite Sign-Off
☑ End your message with a professional and polite closing. Common options include “Best regards,”, “Thank you,”, or simply “Best,”.
☑ A closing like “Thank you for your understanding” can also add a touch of politeness and appreciation.
In this article, we provide over 100+ Out-of-Office (OOO) message templates tailored to various professional and personal situations. You’ll find options ranging from short-term absences and extended leaves to special categories like training and unexpected leave and even a section for lighthearted messages. Let’s dive into each type, with examples ready to use or adapt for your needs.
100 Plus Out-of-Office (OOO) Messages/ Templates
1. Short-Term and Simple Absence Messages
Perfect for short absences (a day or two) where minimal details are required. These should be direct, clear, and polite.
Examples:
1.
Hello,
I’m currently out of the office and will return on [Date]. For urgent matters, please contact [Alternative Contact].
Best,
[Your Name]
2.
Thank you for your message! I am away from the office until [Date]. I will respond as soon as I return. For urgent needs, contact [Alternative Contact].
Best regards,
[Your Name]
3.
Hi,
I’m out of the office today and will return on [Date]. For immediate assistance, please contact [Alternative Contact’s Name].
Thank you,
[Your Name]
4.
I am currently out of the office on [Date]. I’ll have limited access to emails, so please contact [Alternative Contact] for urgent requests.
Best,
[Your Name]
5.
Hello,
I’m away from my desk and will be back on [Date]. For pressing issues, please reach out to [Alternative Contact].
Thank you,
[Your Name]
6.
Hi there,
I am out today but will be back in the office on [Date]. I’ll get back to you shortly after my return. For urgent matters, contact [Alternative Contact].
Warm regards,
[Your Name]
7.
Thank you for your email. I’m out of the office today with limited access to my emails. Please contact [Alternative Contact] if it’s urgent.
Kind regards,
[Your Name]
8.
Hello,
I’m currently out of the office for the day. I’ll respond as soon as possible upon my return on [Date].
Thank you,
[Your Name]
9.
Hi,
I am currently out of the office and will be back on [Date]. If you need immediate assistance, please reach out to [Alternative Contact].
Thank you,
[Your Name]
10.
Hello,
I am out today but will return on [Date]. Please reach out to [Alternative Contact] for urgent concerns.
Warm regards,
[Your Name]
2. Long-Term Extended Leave Messages
When you’re out for an extended period, provide alternative contacts and set expectations for when you’ll be back.
Examples:
11.
Hi,
I am currently on extended leave until [Date]. During this period, please contact [Alternative Contact] for assistance.
Best,
[Your Name]
12.
Hello,
I’m on extended leave and will return on [Date]. For urgent matters, please contact [Alternative Contact’s Name].
Thank you,
[Your Name]
13.
Thank you for your message. I am on an extended leave until [Date]. Please reach out to [Alternative Contact] if you require immediate help.
Kind regards,
[Your Name]
14.
Hi there,
I’m currently away on extended leave and will not be checking emails. For support, please contact [Alternative Contact].
Best regards,
[Your Name]
15.
Hello,
I am on extended leave, returning on [Date]. For urgent inquiries, please reach out to [Alternative Contact].
Thank you,
[Your Name]
3. Medical Leave Messages
Use these messages for medical leave, keeping them brief and to the point.
Examples:
16.
Hello,
I am currently on medical leave and will return on [Date]. Please reach out to [Alternative Contact] for urgent matters.
Best,
[Your Name]
17.
Thank you for your message. I am on medical leave until [Date]. For pressing concerns, please contact [Alternative Contact’s Name].
Warm regards,
[Your Name]
18.
Hello,
I’m out on medical leave until [Date]. Please reach out to [Alternative Contact] if immediate assistance is needed.
Thank you,
[Your Name]
19.
Hi,
I am away on medical leave and will be unavailable until [Date]. Please contact [Alternative Contact] for urgent matters.
Best,
[Your Name]
20.
Thank you for your email. I am currently on medical leave and will return on [Date]. For urgent inquiries, please contact [Alternative Contact].
Kind regards,
[Your Name]
4. Maternity/Paternity Leave Messages
For parental leave, these messages let others know you’ll be away for an extended time.
Examples:
21.
Hello,
I am currently on maternity/paternity leave until [Date]. For urgent matters, please contact [Alternative Contact’s Name].
Warm regards,
[Your Name]
22.
Hi,
I’m currently on parental leave, returning on [Date]. Please reach out to [Alternative Contact] for assistance.
Best,
[Your Name]
23.
Thank you for reaching out! I’m on maternity/paternity leave and will not be available until [Date]. For urgent concerns, contact [Alternative Contact].
Kind regards,
[Your Name]
24.
Hello,
I am on maternity/paternity leave and will return on [Date]. If you need immediate help, please contact [Alternative Contact].
Best,
[Your Name]
25.
Thank you for your email. I am currently on parental leave and will return on [Date]. In the meantime, [Alternative Contact] can assist you.
Warm regards,
[Your Name]
5. Remote Work Messages
Specify your availability when working remotely with limited access.
Examples:
26.
Hello,
I am currently working remotely with limited access to resources. I will respond as soon as possible, or you may reach out to [Alternative Contact] for urgent matters.
Best,
[Your Name]
27.
Hi,
I’m working remotely and may be slower to respond. My working hours are [Specify Hours]. For urgent inquiries, please contact [Alternative Contact].
Best regards,
[Your Name]
28.
Hello,
I’m currently working from a remote location with limited access. For pressing matters, please reach out to [Alternative Contact].
Thank you,
[Your Name]
29.
Hi there,
I am working remotely today and will respond within [Specify Timeframe]. For urgent issues, please contact [Alternative Contact].
Warm regards,
[Your Name]
30.
Thank you for your message. I’m working remotely and will get back to you within [Specify Hours]. For urgent matters, please reach out to [Alternative Contact].
Kind regards,
[Your Name]
6. Project-Specific Messages
Use these for project-based absences or when you’re focused on a specific project.
Examples:
31.
Hello,
I’m out of the office working on [Project Name] until [Date]. For assistance, please reach out to [Alternative Contact’s Name].
Best,
[Your Name]
32.
Thank you for your email. I am currently dedicated to [Project Name] and will be checking emails periodically. For urgent inquiries, contact [Alternative Contact].
Kind regards,
[Your Name]
33.
Hi there,
I’m away focusing on [Project Name] and will be back on [Date]. Please reach out to [Alternative Contact] for urgent issues.
Warm regards,
[Your Name]
34.
Hello,
I am out working on [Project Name] and unavailable until [Date]. For immediate assistance, please contact [Alternative Contact].
Best regards,
[Your Name]
35.
Thank you for reaching out. I am currently unavailable due to [Project Name] requirements. Please contact [Alternative Contact] if needed.
Kind regards,
[Your Name]
7. Fun Out-of-Office Messages
For those who want to add a bit of personality or humor to their OOO messages.
Examples:
36.
Hello! I’m currently out of the office and working on perfecting my tan… or maybe just catching up on some much-needed sleep. I’ll be back on [Date]. For urgent matters, reach out to [Alternative Contact].
See you soon,
[Your Name]
37.
Hi! I’m away from my desk, likely enjoying a coffee somewhere quiet. I’ll be back on [Date]. If it’s urgent, [Alternative Contact] has you covered.
Warm regards,
[Your Name]
38.
Thanks for reaching out! I’m out of the office, hopefully having some adventure-worthy stories to share when I’m back on [Date]. For immediate help, contact [Alternative Contact].
Cheers,
[Your Name]
39.
Greetings! I’m currently out of the office pretending to be a world traveler. I’ll be back on [Date]. In the meantime, [Alternative Contact] is available for urgent matters.
Best,
[Your Name]
40.
Hello,
I’m away trying to master the art of relaxation. I’ll return on [Date]. For any pressing concerns, reach out to [Alternative Contact].
Thank you,
[Your Name]
41.
Hi,
I’m currently out of the office and possibly solving mysteries (or just on vacation). I’ll be back on [Date]. For urgent matters, please contact [Alternative Contact].
Best,
[Your Name]
8. Half-Day Absences
For those brief moments you’re out for part of the day, letting people know when you’ll be reachable again.
Examples:
42.
Hi,
I’m out of the office for the morning but will be available after [Time]. For urgent matters, please contact [Alternative Contact].
Thank you,
[Your Name]
43.
Hello,
I’m away from my desk until [Time] today. If you need assistance before then, please reach out to [Alternative Contact].
Best regards,
[Your Name]
44.
Thank you for reaching out. I’m out of the office this morning but will be back around [Time]. For immediate support, please contact [Alternative Contact].
Kind regards,
[Your Name]
45.
Hello,
I’ll be away from my desk until [Time] but will respond to emails after that. For urgent needs, please contact [Alternative Contact].
Warm regards,
[Your Name]
46.
Hi there,
I’m out for the first half of the day but will return after [Time]. In my absence, [Alternative Contact] can assist.
Best,
[Your Name]
9. Holiday-Specific Messages
Tailored for holidays, whether it’s a long weekend or a seasonal break.
Examples:
47.
Happy holidays! I’m out of the office celebrating and will be back on [Date]. For urgent matters, contact [Alternative Contact].
Enjoy the season!
[Your Name]
48.
Hello,
I’m away for the holiday break and will return on [Date]. In the meantime, please reach out to [Alternative Contact] for assistance.
Best wishes,
[Your Name]
49.
Thank you for your message! I’m currently out for the holiday and will resume work on [Date]. For urgent issues, please contact [Alternative Contact].
Best regards,
[Your Name]
50.
Happy [Holiday]! I’m out of the office, but I’ll be back on [Date]. For pressing matters, please contact [Alternative Contact].
Warm wishes,
[Your Name]
51.
Hello,
I’m currently celebrating [Holiday] and will be unavailable until [Date]. Please contact [Alternative Contact] for urgent requests.
Happy holidays,
[Your Name]
52.
Hi there,
I’m out of the office for the holiday season and will return on [Date]. For immediate needs, please reach out to [Alternative Contact].
Best,
[Your Name]
10. Unexpected Leave Messages
Messages for unplanned absences due to personal or family emergencies, weather issues, or other unforeseen events.
Examples:
53.
Hello,
I’m currently out of the office unexpectedly and will return as soon as possible. Please contact [Alternative Contact] for urgent matters.
Thank you,
[Your Name]
54.
Hi,
Due to unforeseen circumstances, I am currently out of the office. For immediate help, please reach out to [Alternative Contact].
Thank you,
[Your Name]
55.
Thank you for your message. I am currently away unexpectedly and will respond upon my return. For urgent issues, please contact [Alternative Contact].
Kind regards,
[Your Name]
56.
Hello,
I am out of the office unexpectedly and apologize for any delays in response. For urgent matters, contact [Alternative Contact].
Best,
[Your Name]
57.
Hi there,
I’m currently unavailable due to unforeseen circumstances. I’ll be back as soon as possible. In my absence, please reach out to [Alternative Contact].
Warm regards,
[Your Name]
11. Training or Conference Attendance
Let people know you’re at a conference or training and when you’ll be back.
Examples:
58.
Hi,
I am attending [Conference/Training] from [Start Date] to [End Date]. I’ll respond to messages as soon as I return. For urgent matters, please contact [Alternative Contact].
Best,
[Your Name]
59.
Hello,
I am out of the office attending a training until [Date]. For immediate assistance, please reach out to [Alternative Contact].
Warm regards,
[Your Name]
60.
Thank you for reaching out. I am currently attending [Conference/Training] and will return on [Date]. Please contact [Alternative Contact] for urgent issues.
Best,
[Your Name]
61.
Hi,
I’m away from my desk attending a conference and will be back on [Date]. For pressing matters, please reach out to [Alternative Contact].
Thank you,
[Your Name]
62.
Hello,
I’m currently out attending [Conference/Training] and will respond upon my return on [Date]. For urgent needs, please contact [Alternative Contact].
Best regards,
[Your Name]
63.
Thank you for your email! I’m out of the office for training and will be back on [Date]. For urgent assistance, please reach out to [Alternative Contact].
Kind regards,
[Your Name]
12. Sabbatical Leave
Messages for extended sabbaticals or professional breaks.
Examples:
64.
Hello,
I am currently on sabbatical and will not be returning until [Date]. For urgent issues, please contact [Alternative Contact].
Thank you,
[Your Name]
65.
Thank you for reaching out. I am on a sabbatical until [Date] and will not be monitoring emails. For immediate assistance, please contact [Alternative Contact].
Kind regards,
[Your Name]
66.
Hello,
I’m on a professional sabbatical and will return on [Date]. For assistance during this time, please reach out to [Alternative Contact].
Best,
[Your Name]
67.
Hi there,
I’m on sabbatical until [Date]. In my absence, please contact [Alternative Contact] for urgent matters.
Best regards,
[Your Name]
68.
Thank you for your message. I am currently on sabbatical and will not be available until [Date]. Please contact [Alternative Contact] for support.
Warm regards,
[Your Name]
13. Personal Errands
When you’re stepping away from the office for personal reasons and need to let others know when you’ll be back.
Examples:
69.
Hi,
I’m currently out of the office for personal matters and will return on [Date]. For urgent issues, contact [Alternative Contact].
Best,
[Your Name]
70.
Hello,
I’m out of the office handling personal errands and will be back on [Date]. For immediate needs, please contact [Alternative Contact].
Thank you,
[Your Name]
71.
Thank you for reaching out! I am out of the office for personal reasons and will be back on [Date]. For urgent matters, please contact [Alternative Contact].
Warm regards,
[Your Name]
72.
Hi there,
I am currently away for personal matters and will return on [Date]. Please reach out to [Alternative Contact] if you need immediate assistance.
Kind regards,
[Your Name]
73.
Hello,
I’m out of the office for personal matters but will return on [Date]. For pressing matters, please contact [Alternative Contact].
Best,
[Your Name]
14. Weekend Getaway Messages
Perfect for letting people know you’re away for the weekend and when you’ll be available again.
Examples:
74.
Hello,
I’m out of the office for the weekend and will be back on [Date]. I’ll respond to your email as soon as possible. For urgent matters, please contact [Alternative Contact].
Best,
[Your Name]
75.
Hi,
I’m away for a weekend getaway and will return on [Date]. I’ll respond shortly after I’m back, or you can reach out to [Alternative Contact] if it’s urgent.
Thank you,
[Your Name]
76.
Thank you for reaching out! I’m currently enjoying a weekend off and will be back on [Date]. For urgent matters, please contact [Alternative Contact].
Warm regards,
[Your Name]
77.
Hello,
I am currently out for the weekend and will respond to your message on [Date]. If you need immediate assistance, please contact [Alternative Contact].
Thank you,
[Your Name]
78.
Hi there,
I’m out of the office this weekend and will return on [Date]. For urgent needs, please reach out to [Alternative Contact].
Best regards,
[Your Name]
15. Vacation Leave Messages
When you’re away for a longer vacation, these messages help manage expectations until your return.
Examples:
79.
Hello,
I’m currently on vacation and will be back in the office on [Date]. Please reach out to [Alternative Contact] if you need assistance.
Best,
[Your Name]
80.
Thank you for your message. I’m out of the office on vacation until [Date]. For urgent matters, please contact [Alternative Contact].
Warm regards,
[Your Name]
81.
Hi,
I’m away on vacation and will not be checking emails until [Date]. For immediate help, please contact [Alternative Contact].
Thank you,
[Your Name]
82.
Hello,
I’m out of the office on vacation and will return on [Date]. I’ll respond to your message when I’m back. In the meantime, please contact [Alternative Contact] if needed.
Best regards,
[Your Name]
83.
Hi,
Thank you for reaching out. I am on vacation and unavailable until [Date]. For urgent needs, please contact [Alternative Contact].
Kind regards,
[Your Name]
84.
Thank you for your email! I’m currently out of the office on vacation and will not return until [Date]. For immediate assistance, please contact [Alternative Contact].
Best,
[Your Name]
85.
Hello,
I am on vacation until [Date] and won’t be monitoring emails. For urgent requests, please reach out to [Alternative Contact].
Warm regards,
[Your Name]
16. Specific Task-Based Out-of-Office Messages
For times when you’re unavailable because you’re engaged in a specific task or project.
Examples:
86.
Hello,
I’m currently focused on [Task/Project] and will be unavailable until [Date]. For urgent matters, please contact [Alternative Contact].
Thank you,
[Your Name]
87.
Thank you for reaching out! I’m currently away working on [Task/Project] and will return on [Date]. Please reach out to [Alternative Contact] for urgent needs.
Best,
[Your Name]
88.
Hi,
I’m out of the office due to [Task/Project] and will respond to emails after I’m back on [Date]. For urgent issues, contact [Alternative Contact].
Thank you,
[Your Name]
89.
Hello,
I am currently engaged in [Task/Project] and won’t be checking emails until [Date]. For immediate assistance, please contact [Alternative Contact].
Best regards,
[Your Name]
90.
Hi there,
I’m working on [Task/Project] and will be unavailable until [Date]. If you need help sooner, please reach out to [Alternative Contact].
Warm regards,
[Your Name]
17. Follow-Up Notice Messages
Great for setting expectations on response times, especially after returning from leave.
Examples:
91.
Hello,
Thank you for your patience! I’m just back from [Leave Type] and am working on catching up with emails. I’ll respond as soon as possible.
Best,
[Your Name]
92.
Hi there,
I’m back in the office but may take a bit of time to respond as I catch up. Thank you for your patience!
Warm regards,
[Your Name]
93.
Thank you for reaching out! I’ve just returned from [Leave Type] and am working through my inbox. I’ll respond as soon as possible.
Best regards,
[Your Name]
94.
Hello,
I’m back from [Leave Type] but may have delayed response times as I catch up. I appreciate your patience and understanding!
Thank you,
[Your Name]
95.
Hi,
I’m back in the office after [Leave Type] and am currently catching up on emails. I’ll respond soon—thanks for your understanding!
Best,
[Your Name]
18. System Maintenance or Downtime Notifications
Ideal for IT or support teams to inform clients and users about system maintenance or downtime.
Examples:
96.
Hello,
Our systems are currently down for scheduled maintenance and will be back online by [Time/Date]. We apologize for the inconvenience. For urgent matters, please reach out to [Alternative Contact].
Thank you,
[Company/Team Name]
97.
Hi there,
We’re performing maintenance on our systems and expect to resume normal operations by [Time/Date]. We apologize for any inconvenience and appreciate your patience.
Best,
[Company/Team Name]
98.
Thank you for your message. We’re currently undergoing scheduled maintenance. Services will be available again by [Time/Date]. Please contact [Alternative Contact] if you need immediate assistance.
Warm regards,
[Company/Team Name]
99.
Hello,
Our systems are temporarily down for maintenance and will be restored by [Time/Date]. For urgent needs, please contact [Alternative Contact].
Best regards,
[Company/Team Name]
100.
Hi,
Our services are currently undergoing maintenance and will be back online shortly. We apologize for any inconvenience caused.
Thank you,
[Company/Team Name]
19. Back-to-Office Notifications
These messages are for letting people know you’re back in the office and ready to respond.
Examples:
101.
Hi there,
I’m back in the office and will respond to your email soon. Thank you for your patience!
Best,
[Your Name]
102.
Hello,
I’m back in the office and working on responding to all messages. You’ll hear from me shortly!
Warm regards,
[Your Name]
103.
Thank you for your message. I’m now back in the office and will get back to you as soon as possible.
Best regards,
[Your Name]
104.
Hello,
I’m back at my desk and catching up on emails. I’ll respond soon—thanks for your patience!
Thank you,
[Your Name]
105.
Hi,
I’m back in the office and will respond shortly. Thanks for waiting!
Kind regards,
[Your Name]
This collection of over 100 Out-of-Office messages across various categories should cover almost any scenario! Each template can be customized to fit your specific needs, giving you professional, timely, and considerate responses even when you’re unavailable.
Crafting Out-of-Office Messages with Nimble’s AI-powered Coach
With over 100 examples here, you now have a strong foundation to create Out-of-Office messages that suit any situation. However, work dynamics are constantly evolving, and a one-size-fits-all approach doesn’t always meet the unique needs of your role, team, or organization. That’s where Nimble’s AI-powered Coach feature steps in to enhance your communication.
The Nimble Coach leverages generative AI to provide tailored guidance, helping enhance your work management skills across various scenarios, including Out-of-Office messages. Located under the Coach tab in Nimble’s project management platform, this feature offers personalized support based on your specific work context, team dynamics, and audience. Whether you’re composing an email for a short break, a project update, or a more complex message, Nimble Coach assists you in crafting responses that align with your professional tone and objectives, ensuring effective communication in any situation.
Imagine being able to quickly generate a message that not only covers the basics but also reflects your company’s culture and addresses your team’s expectations. With Nimble Coach, you can create an OOO message that communicates effectively, is timely, and leaves a positive impression—so you can focus on your time away knowing that your communication is perfectly in place.
Nimble Coach truly simplifies the process, ensuring that every message you send is impactful and considerate of both your professional and personal needs. Give it a try, sign up for a free trial.