7 Out of Office Messages That Set Professional Boundaries

You've earned your paid time off, so take it! Here are some out-of-office messages to set real boundaries.

By Claire Silcox
June 18, 2024

Photo by Vicko Mozara on Unsplash

In today’s world, the expected response time to an email is usually 24 to 48 hours.

But, what if you’re out of the office for an extended period of time? What if you want meaningful time away? What if you must cut yourself off from the internet and your beloved coworkers for a few days?

Whether you’re taking a well-deserved vacation, going on maternity or sick leave, celebrating the holidays, attending a work conference, or taking time off for any other reason, you need to communicate your absence with anyone who may try to reach you.

Why You Need an Out-Office Message
What to Include in Your Out-of-Office Message
How to Communicate Boundaries in Your Out-of-Office Message
7 Out-of-Office Email Templates That Set Professional Boundaries

Why You Need an Out-Office Message

Before you head out of the office (or walk away from your WFH setup), it’s important to create an out-of-office (OOO) message.

An OOO message is an automatic reply to any email sent to your inbox during the starting date and end date you select. When someone emails you during that time, a notification is sent back to them right away with your personalized message. This flexibility allows you to step away from work responsibilities and set up professional boundaries when taking time off.

Crafting a clear, concise, and professional out-of-office message serves as proper etiquette and common courtesy to anyone trying to contact you. The automatic email replies tell prospects that you’re unable to respond as quickly as normal while providing specific instructions on how to proceed in the meantime.

Some people will even double up and include a note about their upcoming time off in their email signature to ensure they communicate far in advance.

What to Include in Your Out-of-Office Message

An effective OOO message contains three main components:

A friendly greeting
The exact dates you will be away from the office, including your first day and return date
Who to contact in case of an emergency or urgent matter, including the colleague's name and cell phone number if they've approved it for urgent matters
An email sign-off

Here are some things to avoid when writing your OOO message:

Typos
Providing too many details about your absence
Promising people that you’ll respond the day you return

How to Communicate Boundaries in Your Out-of-Office Message

To ensure you’re (actually) able to take time off without being distracted by work responsibilities, your OOO message should communicate the specific boundaries you’ve set in place.

If you’re taking a vacation to the beach and looking to go off the (work) grid, be upfront about not checking your email during this time and your lack of email access. And then, follow through with this commitment by not checking your email.

On the other hand, it’s okay if you’re at a work conference and occasionally checking your phone for important and time-sensitive emails. If this is the case, communicate that delays should be expected and provide contact information for very urgent matters.

It’s important to note that even the perfect OOO message can’t guarantee all recipients will respect the boundaries you’ve put in place. For more advice on how to prepare for boundary-breakers at work, refer to this article.

7 Out-of-Office Email Templates That Set Professional Boundaries

We know you're here for the autoresponder email messages and templates, so here they are. Whether you're team Gmail or team Outlook, setting up your office autoresponder email message is fast, easy, and kinda like having your own personal office assistant!

Use these as a starting point and infuse your own details and your voice. And, of course, enjoy your time off! Send us a postcard!

Basic Out-of-Office Template

Hello,

Thank you for your email. I am out of the office until July 29th and will have limited access to email while I’m away. In case of an emergency or urgent matter, please contact [FIRST AND LAST NAME] at [EMAIL ADDRESS OR PHONE NUMBER]. Otherwise, I’ll respond to your message as soon as possible after my return.

Sincerely,

[YOUR NAME]

Friendly Out-of-Office Template

Hi there!

Thanks for reaching out! I’m currently out of the office until August 2nd celebrating my sister’s wedding. If you need immediate assistance, please feel free to reach out to [FIRST AND LAST NAME] at [EMAIL ADDRESS OR PHONE NUMBER]. Otherwise, I’ll be sure to respond to your message when I get the chance after returning.

In the meantime, have a great week!

Warm regards,

[YOUR NAME]

Vacation Responder Out-of-Office Template

Hi,

Thanks for your message. I’m away on vacation from August 2-10 and plan to disconnect during that time. For urgent matters, please contact [FIRST AND LAST NAME] at [EMAIL ADDRESS OR PHONE NUMBER]. If your message can wait, I’ll be sure to respond as soon as possible once I’m back in the office.

Have a great week,

[YOUR NAME]

Holiday Season Out-of-Office Template

Greetings!

Thank you for your email. I’m currently out of the office until January 5th to celebrate the holidays with my loved ones. If you need immediate assistance, feel free to contact [FIRST AND LAST NAME] at [EMAIL ADDRESS OR PHONE NUMBER].

Happy Holidays!

[YOUR NAME]

Parental Leave Out-Of-Office Template

Psst, we have a whole guide on preparing for maternity leave.

Hello,

Thank you for your message. I will be away on maternity leave from April 12th to July 5th. My assistant, [FIRST AND LAST NAME], will be managing my accounts during this time. You can reach her at [EMAIL ADDRESS OR PHONE NUMBER].

Best regards,

[YOUR NAME]

Work Conference Out-of-Office Template

Hello,

Thanks for reaching out! I am currently out of the office attending a work conference until July 19th. I will be checking my email periodically, but please contact [FIRST AND LAST NAME] for all urgent matters and requests.

Thank you for your understanding,

[YOUR NAME]

Internal Contacts Out-Of-Office Template

Hi team!

I’m out of the office until August 4th and will respond to your email when I return. [FIRST NAME] is helping me out while I’m away. If you need something urgent or have questions, please contact [NAME ABOVE].

Thank you,

[YOUR NAME]

Last, but certainly not least, set that out-of-office message to go, consider deleting work email from your phone entirely (if only temporarily), and go on!

We hope these office message samples have inspired you to feel confident that you can check out from your inbox (maybe social media too) and enjoy your time away from a screen!

More Templates and Resources for Your Job and Your Career

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Claire Silcox

Claire is passionate about empowering the next generation of talent through mentorship and career coaching.

As a Career Mentor at a local non-profit, Claire works to connect college students and recent graduates to entry-level jobs and internships through role suggestions, resume and cover letter tips, and interview preparation. As an Emerging Talent Recruiter at LinkedIn, Claire works to hire top talent for business internships and entry-level programs.

Looking for early career jobs or transitioning to a new field can be challenging and mentally draining — Claire's writing and coaching is designed to help professionals build confidence and use her practical tips and resources to power their careers.

Claire's areas of expertise include:
• Job Searching — Resumes, Cover Letters, Interview Prep
• Networking — Informational Interviews, LinkedIn Optimization
• Professional Development — Goal Setting, Personal Branding, Cultivating Confidence