How to write an out-of-office message

An out-of-office or OOO message may seem like a small administrative detail, but it is an important marker of professionalism. It signals respect for your correspondents’ time, ensures continuity in your absence, and upholds your personal brand at work.

Whether you are taking annual leave, travelling for business, or stepping away unexpectedly, a well-crafted out-of-office message in your work status update or an automated email does more than announce that you are unavailable. It communicates reliability and foresight.

Writing an effective out-of-office message goes beyond setting an automated response. This article outlines why these messages matter in maintaining workplace communication, what to include (and what to avoid), and how to strike the right tone for different situations.

You will also find out-of-message examples for:

• Annual leave
• Business travel
• Unexpected absences
• Sick leave
• Extended maternity/paternity leave
• Simple tips for writing messages that are both clear and courteous.

Why your out-of-office message matters

In today’s always-on work culture, clear communication boundaries are increasingly important.

A thoughtful message achieves three things:

• Professional courtesy – It lets senders know their message has been received and will be handled appropriately.
• Expectation management – It clarifies when they can expect a response, reducing frustration or uncertainty.
• Continuity – It directs urgent matters to someone who can help, ensuring business needs are met even while you are away.

In short, your automated reply is both a practical tool and a reflection of how you manage your professional responsibilities.

How to write an effective out-of-office message

A clear, confident tone goes a long way. Keep messages short, specific and easy to scan.

Your message should contain:

1. A courteous greeting to set the tone from the start.
2. Absence details stating when you will be away and when you will return.
3. An alternative contact for urgent issues.
4. A polite closing to show appreciation for the sender’s understanding.

If you will have limited email access rather than none at all, mention that you may take longer to reply. That small detail helps maintain goodwill.

Where can you set an out-of-office message

Depending on your audience and workflows, consider setting them on:

• Email autoreplies (e.g. Microsoft Outlook, Gmail): Best for external contacts, formal communication and outlining complex processes.
• Messaging platforms (e.g. Microsoft Teams, Slack): Useful for internal visibility, quick updates and directing colleagues during your absence.
• Calendars and meeting invites: Adding an OOO note helps set expectations for scheduling and response times.
• Project or helpdesk tools (e.g. Asana, Trello, Jira, internal ticketing systems): Updating assignments, due dates or backup owners keeps work moving while you’re away.

Email autoreply (most common)

Email remains the primary channel for professional communication. A 2025 CloudHQ report notes that 93% of professionals check email daily, receive around 121 emails per day, and spend up to 28% of the workweek on email.

This shows why a clear, helpful email autoreply makes a meaningful difference.

For example:

Messaging platform status updates (Microsoft Teams, Slack, etc.)

Internal platforms help colleagues quickly understand your availability and who to contact while you’re away. Use short, action-oriented messages and pin them where people will see them (status, profile note, or channel announcement).

1. Annual leave

2. Business trip

3. Public holiday

4. Sick leave

5. Extended or maternity/paternity leave

Tips for writing effective OOO message like a professional

• Keep it succinct. One short paragraph is often enough.
• Tailor the tone. Maintain a formal, professional tone for clients or external stakeholders; use a warmer tone for internal audiences.
• Proofread before activating. Errors in an automatic reply can leave a poor impression.
• Update regularly. Ensure dates and contact information are accurate.
• Use it strategically. Some organisations include a link to useful resources, such as career advice or company pages, to maintain engagement while you are away.

Key takeaway

Your out-of-office message may feel like a minor detail, but it offers a valuable opportunity to reinforce your professionalism. By communicating clearly and courteously, you help maintain trust, support others in your absence, and return to your inbox knowing that work continued smoothly. Managing your absence well is another way to show that you manage your work with care.

Before you log off, remember that crafting a professional out of office message is just one part of maintaining a strong personal brand – whether you’re in your current role or exploring what’s next. Clear, thoughtful communication reflects reliability and professionalism, qualities that employers value in every candidate.

At Michael Page, we help professionals like you take the next step in their careers. Our consultants combine deep market knowledge with industry expertise to match you with opportunities that align with your skills, goals, and values.

Frequently asked questions (FAQs) about writing out-of-office messages

Q1: Should I include the reason for my absence in my OOO message?

Yes, but keep it brief and professional. Avoid oversharing personal details. A simple phrase like “on annual leave” or “for personal reasons” is enough. 

Q2: Can I make my OOO message fun or engaging?

Yes, you can make your OOO message fun, if your workplace culture supports it. A touch of light humour or a seasonal note can make your message more personable. Just be sure to use discretion and maintain professionalism.

Q3: How casual can my tone be?

It depends on the audience and work environment. Internal messages may allow for a more relaxed tone, but external business contacts expect clarity and respect. When in doubt, always lean toward professionalism. 

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