Sometimes you just need to unplug for a bit. Whether you’re away for a quick trip, a long break, or dealing with something unexpected, it helps to have a clear message that speaks for you while you’re gone. That one auto reply can keep things smooth for everyone reaching out.
Even when you’re off the clock, people still want to know what’s going on. A short, thoughtful email reply makes all the difference. It shows you’re still thinking of others, even from afar. So, here are some helpful email templates to get you started.
20 ‘Out of Office’ Auto Reply Email Samples
Here are twenty ready-to-use examples of out-of-office messages. Each one fits a different situation, tone, or length, so you can pick what feels right or tweak it to match your voice.
1. Quick and Simple
Subject: Out of Office
Hi there,
Thanks for your message. I’m out of the office right now and will be back on [return date]. I won’t be checking email during this time.
If it’s urgent, please contact [alternative contact name] at [contact email or phone number].
Talk soon,
Best,
— Signature block with name, title, and contact info.
2. Friendly and Warm
Subject: Thanks for Reaching Out!
Hey!
Just stepping away from my desk for a little break. I’ll be back on [return date], rested and ready. While I’m out, I’m not checking emails. If it’s something that can’t wait, [colleague’s name] is covering for me and you can reach them at [email].
Thanks for understanding. Looking forward to connecting soon!
Cheers,
— Signature block with friendly closing line and full contact details.
3. Professional and Formal
Subject: Out of Office Notification
Dear [Name],
Thank you for your email. I am currently out of the office and will return on [return date]. During this time, I will have limited access to email.
If you need assistance, please contact [colleague’s full name and title] at [email address] or [phone number].
Sincerely,
— Signature block with name, position, company, phone, and email.
4. Vacation Mode
Subject: On Vacation – Back Soon!
Hi!
I’m away on vacation until [return date], enjoying a little time to reset. I won’t be checking emails while I’m out.
For anything urgent, [colleague’s name] is available at [contact info].
Thanks for your patience!
Warmly,
— Signature block with casual tone and standard contact info.
5. Holiday Break
Subject: Happy Holidays!
Hello,
Thanks for your message. I’m currently out of the office for the holiday break and will be back on [return date]. During this time, I won’t be checking my inbox.
If something needs immediate attention, please contact [alternative name and contact].
Wishing you a wonderful holiday season,
— Signature block with seasonal greeting and full details.
6. Business Trip
Subject: Traveling for Work
Hi,
I’m currently out of the office attending meetings and events from [start date] to [end date]. My replies may be slower during this time.
If you need help now, you can reach [backup person] at [contact info].
Thanks for understanding,
— Signature block with travel note and normal contact information.
7. Parental Leave
Subject: Out on Parental Leave
Hi there,
I’m currently on parental leave and will be back on [return date]. During this time, I won’t be checking emails.
For help while I’m away, contact [colleague’s name] at [email].
Thank you for your support,
— Signature block with note on parental leave and support contact.
8. Sick Leave
Subject: Out of Office – Medical Leave
Hello,
I’m currently out on medical leave and not checking emails. I plan to return on [date].
Please contact [backup contact] if something can’t wait.
Appreciate your patience,
— Signature block with recovery note and emergency contact.
9. Extended Leave
Subject: Out for Extended Leave
Hi,
Thanks for your email. I’m out of the office on extended leave until [return date]. During this time, I won’t be available by email.
For any immediate help, please reach out to [contact name] at [email/phone].
Take care,
— Signature block with clarity on time away and alternative contact.
10. Conference Attendance
Subject: Attending [Conference Name]
Hi,
I’m currently attending [conference name] and will be back at my desk on [date]. While I’m away, I’ll be slow to reply.
For urgent requests, contact [colleague’s name] at [email].
Thanks,
— Signature block noting conference and usual contact info.
11. Partial Availability
Subject: Limited Email Access
Hi,
I’m currently working off-site and checking email only once per day. I’ll do my best to get back to you soon.
For quicker support, reach out to [team member] at [email].
Talk soon,
— Signature block with short availability note.
12. Short Leave
Subject: Out for a Few Days
Hey there,
I’m taking a short break and will return on [date]. I’ll check email when I’m back.
In the meantime, [name] is happy to help. You can reach them at [email].
Cheers,
— Signature block with informal tone.
13. After Hours
Subject: Out of Office – After Hours
Hi,
Thanks for writing. I’m currently out for the evening and will reply during normal hours. I check email Monday through Friday, [time range].
For urgent matters, text [number] or email [backup person].
Best,
— Signature block with business hours clearly stated.
14. Maternity Leave
Subject: On Maternity Leave
Hi,
Thanks for reaching out. I’m currently on maternity leave until [return date] and won’t be reading or replying to emails.
For help, please contact [colleague] at [email].
Thanks for your understanding,
— Signature block with brief family note and alternate contact.
15. Sudden Emergency
Subject: Currently Unavailable
Hello,
Due to an unexpected emergency, I am away from the office and not checking email. I hope to return by [expected date].
For time-sensitive issues, please reach out to [contact name].
Appreciate your patience,
— Signature block with sensitivity and clarity.
16. Team Support
Subject: Out of Office, But You’re Covered!
Hi,
I’m currently out of the office and will return on [return date]. In my absence, the amazing team is ready to help. You can reach them at [team email].
They’ll take good care of you.
Warm regards,
— Signature block with cheerful tone and team contact.
17. Client-Focused
Subject: Out of Office – Here to Support You
Hello,
I’m out of the office until [date]. While I’m away, your needs still matter. [Colleague’s name] will support you and can be reached at [email/phone].
Thanks for trusting us,
— Signature block with service-based message.
18. Freelance or Self-Employed
Subject: Away from Desk
Hi,
Thanks for getting in touch. I’m currently away from my desk and won’t be replying to emails until [date].
Feel free to leave a message, and I’ll respond as soon as I can after I return.
Best,
— Signature block with website or portfolio link.
19. Different Time Zone
Subject: Working in a Different Time Zone
Hello,
I’m working from a different time zone this week and replies may be delayed. I appreciate your patience and will respond as soon as I can.
If you need quick help, [colleague name] can assist at [email].
Thanks,
— Signature block with time zone note.
20. Humor with a Twist
Subject: Gone Fishing (Literally)
Hi,
I’m out of office and out of cell service, probably chasing fish somewhere quiet. I’ll be back on [return date] and will reply when I’ve shaken the sand off my shoes.
If your message is urgent, [contact] has full access to civilization and can help: [email].
Stay awesome,
— Signature block with playful tone and clear contact.
Wrap-up: Out of Office Email Ideas That Work
Setting up an out-of-office reply doesn’t have to be a task you put off. With just a few words, you can ease others’ minds and make sure no one feels left out while you’re away. Whether you need something short, professional, or warm, these samples can help you hit the right tone.
Take a minute, pick the one that fits your situation, and enjoy your time away with peace of mind.