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Out of Office Template

As a professional, there will be times where you are unable to respond to emails. Whether you're planning a well-deserved holiday, attending a conference, or you’re on sick leave, setting up an out-of-office (OOF) email message can help update your colleagues and clients while also letting them know who they can contact in an emergency.

In this article, we'll guide you through the process of setting up your out-of-office emails, including what you should include, how to automate emails on Outlook and Gmail, and some OOF email templates that can serve as a guide.

Understanding Out-of-Office Messages

An OOF email is an automatic message that you set up when you’re not available to respond to emails. It lets the sender know that you won't be able to reply as quickly as usual. Typically, an OOF email will include:

  • Reason for Unavailability - This explains why you’re not available. It could be because of things like annual leave, being sick, attending training outside the office, or work-related events.
  • Response Timeframe - This gives the sender an idea of when they can expect a response from you, so they have a better understanding of when they'll hear back.
  • Duration of Absence - This tells the sender how long you’ll be away and when you'll be back.
  • Alternative Contact - In case there's something urgent that needs attention while you’re away, you should provide contact information for a colleague who can help the sender during your absence.

Setting Up Out-of-Office Messages

To make it easier for you when you’re enjoying your time off, you can set up emails that will automatically send when you receive a message. That way, you can automatically inform your colleagues or clients that you’re away from the office. 

Here’s how to set up your OOF emails on both Outlook and Gmail. 

Outlook

It’s easy to set up automatic out-of-office emails on Outlook. Let’s take a look at how: 

  • Open Outlook and select "File" > "Automatic Replies (Out of Office)."
  • Click the option "Send automatic replies."
  • Choose the dates for your out-of-office message to go out and 
  • You can set different versions for people inside and outside your organisation, to activate either simply enter your message into the text box for each tab
  • Click "OK" to save your settings.

For more information, please refer to Microsoft's help page. 

Gmail

Setting up your out-of-office emails on Gmail is simple. Just follow these steps: 

  • Open Gmail and click on "Settings" > "See all settings."
  • On the General tab, scroll down to "Out-of-Office AutoReply."
  • Select "Out of Office AutoReply on."
  • After writing your message, decide which dates you want it to go out and specify who should receive the content.
  • Click "Save Changes."

For more information, please refer to Google's help page. 

Out-of-Office Templates

Here are some out-of-office message templates you can use in multiple scenarios. Remember to always include the reason you’re away from work, how long the sender should wait for a response, and alternative contact information in case of any emergencies. 

We’re including the following OOF templates: 

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1. Out-of-Office Template for Annual Leave

Hi there,

Thank you for your message.

Unfortunately, I am on annual leave. I will be returning from my leave on (Date) and will not have access to my emails during this time.

If you need immediate help, please reach out (name) on (email). Otherwise, I will get back to you when I return.

Thank you for your understanding. 

Kind regards,

(Your Name)

2. Out-of-Office Template for Public Holidays

Hi there,

Thank you for your email. Today is (name of holiday) and our offices are closed. I will respond to you as soon as possible when the office is open again.

Thank you for your understanding.

Kind Regards,

(Your Name)

3. Out-of-Office Template for Sick Leave

Hi there,

I am not feeling well today so I have taken sick leave. This means I will not be responding to any emails.

Please contact (name) at (email) for any urgent questions, they will be more than happy to help while I'm away.

Thanks for understanding,

Kind regards,

(Your Name)

4. Out-of-Office Template for Attending a Conference

Hi there,

Thank you for your message.

I am attending (conference name) and will be out of the office. I will be returning to the office on (date/time). 

If your message is urgent, please contact (name) on (email), who will be more than happy to help you. Otherwise, I will respond to your email on my return.

Thank you for your understanding, 

Best Regards,

(Your Name)

5. Out-of-Office Template for Attending an Event

Hi there,

Thank you for your message.

I am attending (event name) and will be out of the office. I will be returning to the office on (date/time). While at (event name) I will be checking my emails intermittently, but please expect a delay in my response.

If your message is urgent, please contact (name) on (email), who will be more than happy to help you.

Thank you for your understanding, 

Regards,

(Your Name)

6. Out-of-Office Template for Being on a Break

Hi there,

Thank you for your message.

I am currently on a break which means I am away from my desk. I promise to get back to your message as soon as I am back at my desk.

Thank you for your understanding, 

Kind Regards,

(Your Name)

7. Out-of-Office Template for Being Overseas

Hi there,

Thank you for your message.

I will be overseas from (date) to (date). While overseas, my access to emails may be limited but I promise to get back to your message as soon as possible.

If your message is urgent, please contact (name) on (email), who will be more than happy to help you.

Thank you for your understanding, 

Best Regards,

(Your Name)

Manage Your Out-of-Office Time Effectively with Automatic Emails

Out-of-office messages help you appear professional while managing communication when you're unavailable. Use our templates and the steps provided to set up your OOF messages, ensuring that your contacts are well-informed, and your absence is well-managed. 

Even if you’re out of the office, it’s still good to stay on top of your accounting. With QuickBooks Online Accounting Software, you can create and send invoices to your clients, and monitor your cash flow all on the go — even while you’re on holiday.

Sign up for QuickBooks for free today with a 30-day trial and enjoy your well-deserved time off!