How to write the perfect out-of-office message

Whether you’re logging off for a well-deserved holiday, have limited access to your inbox due to transit or simply taking a mental reset day, your out-of-office (OOO) message can help do a lot of the communicative heavy lifting. But do people actually read them?

The answer is yes - when they need something. And that’s exactly why what your message says matters. A well-crafted OOO reduces confusion, manages expectations, protects your boundaries and makes sure the right people get the right help while you’re away. If not quite right, it can create extra work for everyone.

Want to up your out-of-office message game? We break down what’s involved in writing the perfect OOO – from what to include (and what not to), how to tailor it to specific audiences and a few etiquette truths we all need to talk about.

Why do out-of-office messages matter?

If someone emails you with a request or question and receives an OOO back, they’ll most likely skim your message to look for one thing only: What do I do now?

Chances are, they’re working against the clock – so help them out by crafting a clear, thoughtful message that will:

Prevent follow-up emails
Direct people to the right colleague
Stop your teammates from being swamped
Preserve your sanity when you return

A vague or confusing out-of-office message is the email equivalent of a shrug. By following a few of simple tips, you can avoid unnecessary work for others and make your return to work a smoother experience.

What information should (and shouldn’t) be included in an OOO?

The essentials include:

Your dates away
If you’re checking email (and how often)
Who to contact in your absence
What will happen to incoming messages
Links to frequently requested info (especially for service roles - think payroll calendars, FAQs, onboarding pages)

Avoid:

Oversharing personal details (“I’m away for my cousin Amy’s wedding in Bali!”)
Internal processes or workarounds in public-facing messages
Excessive humour that might not translate
Promising availability you won’t (and shouldn’t) maintain

When done well, an out-of-office message reassures the reader with clarity and warmth, making it clear help is available even while you’re away.

Tailoring your message for internal and external messages the right way

External and internal audiences have very different expectations, and a single out-of-office message rarely meets both. Outlook’s Automatic Replies let you tailor responses so clarity and continuity aren’t lost while you’re away.

brunel specialist sending email to technical specialist

How to write an out-of-office message for external contacts

Your audience here could include clients, candidates, vendors, partners … and spammers. For these types of messages, it’s best to keep it simple, safe and professional.

Your external OOO should:

Be concise
Avoid exposing too much internal information
Provide a single point of contact (optional)

Example:

Thanks for getting in touch. I’m currently on leave until 20 March and will respond when I return.

When deciding whether to include a colleague’s email address in your out-of-office message, consider both your audience and the nature of your work. If your role involves urgent action or genuine business needs (such as live projects, candidates, clients or upcoming deadlines) provide a single nominated contact (with their prior approval). If not, you can direct enquiries to a shared team mailbox.

Example:

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Thanks for your email. I’m currently out of the office from 12–20 March and will respond when I return. For urgent matters, please contact support@company.com.

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If you receive a high volume of spam or sales emails, avoid listing multiple colleagues, as this can inadvertently expose them to unwanted mailing lists and unnecessary inbox noise.

Writing an effective internal out-of-office message

A strong internal OOO prevents blockers and keeps the team running, so your colleagues will need more than just dates – they’ll also need some context.

Useful details to include:

Who (if anyone) will be covering specific tasks/projects
Directions to where key files live
Escalation rules (when and who)
What can wait until you’re back

Brunel technical recruiter sending correspondence to jobseeker

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Match your internal message to the occasion

Your internal OOO for annual leave should feel different to one for parental leave, training, sick days or public holidays. A few quick rules:

Annual leave: Warm, simple, upbeat

Example:

You’ve contacted me while I’m off recharging. I’ll be back on 20 March.

Each project lead should manage day-to-day decisions in my absence.

Clifton Project: Alex Alberts (a.alberts@company.com)

Chepstow Project: Andrew Avon (a.avon@company.com)

Wharncliffe Project: Wallace White (w.white@company.com)

Escalations should go to Brad (b.bishop@company.com) and all updates should be logged in the project tracker.

For anything else, I will reply to when I return!

Sick leave: Brief, neutral, no unnecessary detail

Example:

Hi team, I’m off today and won’t be online. Please direct urgent issues to Brad (b.bishop@company.com). I’ll pick things up when I return.

Training or events: Mention what you're attending – most people actually like knowing

Example:

Thanks for reaching out! I’m currently attending a training session until 20 March. If you need assistance in the meantime, Brad can help at b.bishop@company.com.

Internal OOO’s can also be friendlier, more human and slightly more detailed. Your team will appreciate the clarity.

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How to get more granular with Outlook

Are you managing multiple projects and teams and want to leave specific directives in your autoreply? Or need to be notified of an important email from a client while you’re in a three-day workshop?

One of the most overlooked features of Outlook is Automatic Reply Rules, which let you:

Send different OOO messages to different groups
Forward specific types of requests to different colleagues
File or flag incoming messages
Auto-move spammy content into a folder
Trigger specific alerts for critical emails

This is especially powerful if you manage sensitive clients, service desks or high-volume inboxes – you can essentially build an OOO triage system while you’re away.

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Can I use a funny out-of-office message?

Maybe. It really depends on your profession, your personality and the tone of the organisation you work for. There’s a delicate art to getting this right.

Pros of being playful:

It feels human
It’s memorable
It can brighten someone’s day

Cons:

Jokes don’t always land across cultures or industries
Some clients may perceive it as unprofessional
If it doesn’t match your usual demeanour it could feel fake
Never, ever joke about emergencies, compliance, or finance

Example:

Out of office for the Christmas shutdown until 10 January 2026. My inbox and I are taking some elf-care. For any urgent enquiries, please contact Brad Bishop. See you in the new year!

If humour is natural for you, go for it. If not, stick with clarity. The goal is to be memorable, not confusing. And yes, someone will inevitably ask…

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When should your auto-response end?

This is disputed territory. Different people swear by different rules:

End of the day before you return (so people know you’re back soon)
8:59am on the morning you return (so no one expects replies before you’ve even logged in)
Mid-morning (giving you time to clear the overnight chaos quietly)

There’s no universal right answer. Just pick the one that protects your sanity and is consistent with your team’s norms.

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Things people wish you’d stop doing in your OOO

Let’s be honest for a sec:

Saying you have “limited access to email” when you clearly mean “I’m not reading anything until I’m back”
Not naming an alternate contact
Naming six alternate contacts
Including personal travel plans (it’s not a postcard)
Writing a three-paragraph monologue
Leaving your autoresponder on for 48 hours after you’ve returned
Using “Sent from my iPhone” like it’s still 2011
If people have to scroll down to read it all, your OOO is too long

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Out-of-office messages aren’t just admin – they’re one of the simplest forms of expectation-setting in modern work. Whether you keep it ultra-professional, lightly playful or choose to add a cheeky pun, the golden rule remains the same:

Give people what they need, keep it skimmable, and tailor it to the audience reading it.

Brunel

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