Out-of-office message examples:<\/strong><\/p>\n An out-of-office message or out-of-office email is an email notification that gets sent automatically to people who email you when you\u2019re not at work or can\u2019t respond right away. It\u2019s also called an out-of-office reply or vacation responder, and it is a modern form of email etiquette<\/a><\/strong>.<\/p>\n Another example of an out-of-office message is one you send before your time off to inform specific teams, partners or stakeholders that you will be away.<\/p>\n OOO messages are a great way to set expectations and reduce distractions while you\u2019re away so you can relax and not have to deal with vacation stress<\/a><\/strong>.<\/p>\n Get your templates<\/a>\n<\/p> An out-of-office (OOO) message needs to be created when you won\u2019t be able to respond quickly to an email. As a good rule of thumb, you can use it if you plan to be out of the office for more than a day.<\/p>\n Below are a few typical scenarios that require an out-of-office message:<\/p>\n When you\u2019re taking time off, use an OOO message to let others know you\u2019ll be out and won\u2019t be checking emails.<\/p>\n If you\u2019re attending a conference, visiting a client site, or traveling for work, then use an OOO message.<\/p>\n When you\u2019re out sick or need to take time off for a medical procedure or family emergency, an OOO message respectfully informs others of your temporary absence.<\/p>\n New parents often set an OOO message during their maternity, paternity, or adoption leave to enjoy quality time with their growing family.<\/p>\n For longer absences like a sabbatical or personal leave, an OOO message provides transparency about your extended time away.<\/p>\n When you\u2019re going to be attending workshops, seminars or all-day trainings, an OOO message sets expectations that even though you\u2019re (technically) working, you won\u2019t be immediately available.<\/p>\n When sending an out-of-office message before your time off, the people you cc on your OOO message will depend on your role, the nature of your work, and the relationships you have with your various stakeholders.<\/p>\n Let\u2019s walk through some people you might want to cc, and why.<\/p>\n Your direct supervisor or manager<\/strong> should always be cc\u2019d on your OOO message. They need to be aware of your availability and any potential impact on projects or deadlines. Also, they will be able to reply if it is an emergency or client they can help.<\/p>\n If you work closely with a team<\/strong>, it\u2019s a good idea to cc them on your OOO message. Just like with the manager, your team can help handle some relevant emails on your behalf or even handle your client responses for the day (if it is very important).<\/p>\n Depending on the size of your organization and the scope of your role, you may want to cc department heads or leadership<\/strong>. This keeps them informed and allows them to make any necessary adjustments.<\/p>\n If you have direct contact with clients or external partners<\/strong>, cc them on your OOO message along with a viable alternative contact \u2014 this could be a co-worker, manager, or boss. It helps maintain professional relationships and ensures that urgent issues are addressed without delay.<\/p>\n If you have administrative assistants or support staff who manage your calendar or correspondence, cc them on your OOO message. The same with people covering for you or acting as a delegate during your absence, cc them on your OOO message.<\/p>\n \u200b\u200bA well-written out-of-office message should include key elements to communicate your absence effectively. These are the essential elements to include:<\/p>\n It\u2019s always polite to start off your email messages with a greeting. Even though it\u2019s standard practice, it should not be neglected as it shows professionalism (and good manners).<\/p>\n Clearly state the date you\u2019ll begin your OOO and when you expect to return to the office or resume normal operations.<\/p>\n Also, write the date in a way that will be understood by people from other countries or who use a different format than you. Don\u2019t write 1\/02\/25 because that can be perceived as either 1 Feb 2025 or 2 Jan 2025. Instead, write it out: 1 Feb 2025.<\/p>\n During your out-of-office, you may need to assign specific team members to cover activities or provide immediate assistance. While you\u2019re away, the person (or people) in charge of your projects should be outlined in your out-of-office messages. This helps ensure continuity and that nothing slips through the cracks while you\u2019re gone.<\/p>\n While not mandatory, you may choose to include a brief explanation for your absence, such as vacation, medical leave, or attending a conference. This can help manage expectations and avoid misunderstandings. If you\u2019re not comfortable with sharing this information, feel free to exclude it from your out-of-office message.<\/p>\n End your message with a kind note. Thank the person for being understanding and patient while you are away from work. It\u2019s also a good practice to include your role and department, specifically when dealing with external stakeholders.<\/p>\n Emojis are an easy way to add a positive note to your OOO message.<\/p>\n Before adding emojis and GIFs, consider who will receive your OOO message. If it\u2019s primarily colleagues or internal stakeholders, a few well-placed emojis can help lighten the tone. However, if you\u2019re sending the message to clients or partners, it\u2019s usually best to keep things more formal and professional.<\/p>\n If you\u2019re planning to add emojis, check that they are evergreen. They should not be misinterpreted in any way and have the same meaning for everyone. Each generation in the workplace<\/a><\/strong> has their own unique way of using emojis. Therefore, be sure that the emoji you add doesn\u2019t have the potential to offend or rub anyone off the wrong way.<\/p>\n For example: say you\u2019re going to a cooking class that\u2019s centered around all things eggplant. Do you see where I\u2019m going with this?<\/em> If yes, then you know why being mindful of emojis is important. If not, then you might want to stray away from adding an emoji to your OOO message.<\/p>\n\n
What is an OOO (out of office) message?<\/h2>\n
When do you send \u200can out-of-office message?<\/h2>\n
Vacation leave or PTO<\/h3>\n
Business travel<\/h3>\n
Illness or medical leave<\/h3>\n
Parental leave<\/h3>\n
Sabbatical or extended leave<\/h3>\n
Training leave<\/h3>\n
Who do you cc in an OOO message?<\/h2>\n
What to include in your OOO message<\/h3>\n
Greeting<\/h3>\n
Starting date and return date<\/h3>\n
Alternate contacts<\/h3>\n
Reason for absence (optional)<\/h3>\n
Gratitude and closing<\/h3>\n
Emojis<\/h3>\n
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