The humble out-of-office email plays a vital role in professional communication. This small but mighty message keeps your work relationships strong even when you step away from your desk. A good auto-reply tells people what they need to know without making them wait for answers they could get from someone else right away.
Setting up the right message before you leave takes just minutes but saves hours of stress during your time away. Your auto-reply acts as your professional stand-in, letting others know when you’ll return and who can help them while you’re gone.
These 20 templates cover every situation from beach vacations to business trips, giving you the perfect starting point for your next absence.
‘Out of Office’ Auto Reply Email Samples
These email templates will help you craft the perfect away message for any situation. Feel free to copy, paste, and adjust them to fit your specific needs.
1. Standard Professional Out of Office
Subject: Out of Office: Returning [Date]
Thank you for your email. I am currently out of the office and will return on [Date].
During this time, I will have limited access to email. For urgent matters, please contact [Colleague’s Name] at [Email/Phone].
I will respond to your message as soon as possible upon my return.
Thanks for your understanding,
[Name]
[Job Title] | [Company] | [Contact Information]
2. Vacation Auto Reply
Subject: On Vacation Until [Date]
Hi there,
Thanks for your message! I’m currently enjoying some time off and will be back in the office on [Date].
During my absence, please contact: – For customer support issues: [Name] at [Email] – For project-related questions: [Name] at [Email] – For all other matters: [Name] at [Email]
Rest assured, I’ll get back to you within [timeframe] after my return.
Best wishes,
[Name]
[Job Title] | [Company] | [Phone Number] | [Social Media Handles]
3. Conference or Training Auto Reply
Subject: Away at [Conference/Training Name]
Hello,
Thank you for your email. I’m currently attending [Conference/Training Name] from [Start Date] to [End Date].
This professional growth opportunity will help me serve you better when I return. While I may check emails sporadically, responses might be delayed.
For time-sensitive matters, please reach out to [Name] at [Email/Phone].
Looking forward to connecting when I return on [Date].
Best regards,
[Name]
[Job Title] | [Company] | [Website URL] | [Phone Number]
4. Brief Absence Auto Reply
Subject: Brief Absence – Back Tomorrow
Hello,
I’ll be away from my desk today but will return tomorrow, [Date].
If you need a quick response, please call my cell at [Phone Number] or contact [Colleague’s Name] at [Email/Phone].
Thank you for your patience.
Regards,
[Name]
[Job Title] | [Department] | [Company] | [Email and Phone Information]
5. Maternity/Paternity Leave Auto Reply
Subject: On Parental Leave Until [Month/Year]
Thank you for your email.
I am currently on parental leave and will return to the office in [Month/Year].
During this special time with my growing family, I will not be checking email regularly.
Please contact: – [Name] at [Email] for [Specific Responsibility] – [Name] at [Email] for [Specific Responsibility] – [Name] at [Email] for all other matters
Thank you for your understanding.
Warm regards,
[Name]
[Job Title] | [Company] | [Department Information]
6. Medical Leave Auto Reply
Subject: Currently on Medical Leave
Thank you for your message.
I am currently on medical leave and will return to work on [Date] if all goes as planned.
During my recovery, please direct all questions and requests to: – [Name] at [Email/Phone]
For anything that can wait until my return, I’ll address it then.
Thank you for your patience and understanding during this time.
Best wishes,
[Name]
[Simple Signature with Company Name]
7. Holiday Auto Reply
Subject: Holiday Office Closure
Hello and happy holidays!
Our office is closed for the holiday season from [Start Date] to [End Date]. We will reopen on [Return Date].
During this time, our team will be enjoying time with family and friends, and email responses will be delayed.
For true emergencies, you can reach our on-call support at [Emergency Contact].
Wishing you a wonderful holiday season!
[Name]
[Job Title] | [Company] | [Logo if appropriate] | [Contact Details]
8. Business Trip Auto Reply
Subject: Away on Business – Limited Availability
Hello,
I’m currently traveling for business from [Start Date] to [End Date] and may have spotty email access.
For urgent matters that can’t wait until [Return Date], please: – Contact me on my cell: [Phone Number] – Reach out to my colleague [Name] at [Email/Phone]
Thank you for your patience. I look forward to connecting upon my return.
Regards,
[Name]
[Job Title] | [Company] | [Phone] | [Social Media Links]
9. Sabbatical Auto Reply
Subject: On Sabbatical – Returning [Month/Year]
Greetings,
Thank you for your email. I am currently on sabbatical until [Month/Year] and will not be checking email during this time.
For all matters related to [Project/Department], please contact [Name] at [Email].
For any other questions or concerns, [Name] at [Email] will be happy to assist you.
I appreciate your understanding and look forward to reconnecting when I return.
All the best,
[Name]
[Job Title] | [Company] | [Brief statement about sabbatical purpose if appropriate]
10. Half-Day or Partial Absence Reply
Subject: Out This Afternoon – Available Tomorrow
Hi there,
Thanks for your message. I am out of the office this afternoon for [brief reason if appropriate].
I will respond to your email first thing tomorrow morning.
If you need immediate assistance, please contact [Name] at [Email/Phone].
Thank you,
[Name]
[Job Title] | [Company] | [Department] | [Contact Information]
11. Limited Access Auto Reply
Subject: Limited Email Access Until [Date]
Hello,
Thank you for your email. I currently have limited access to email as I’m [brief explanation – e.g., “in a remote location” or “attending back-to-back meetings”].
I will respond to your message as soon as possible, but please expect a delay until [Date].
For urgent matters that require immediate attention, please contact [Name] at [Email/Phone].
Thank you for your understanding.
Kind regards,
[Name]
[Job Title] | [Company] | [Phone Number]
12. Weekend Auto Reply
Subject: Out of Office Until Monday
Hello,
Thank you for your email. Our office hours are Monday through Friday, 9 AM to 5 PM.
I will review your message when I return on Monday, [Date].
If this is an emergency requiring immediate attention, please call our weekend support line at [Phone Number].
Have a great weekend!
[Name]
[Job Title] | [Company] | [Website] | [Social Media Handles]
13. Moving Offices Auto Reply
Subject: Limited Availability – Office Relocation
Hello,
Thank you for your message. Our team is currently relocating to a new office space from [Start Date] to [End Date].
During this transition, email responses may be delayed. We will resume normal operations on [Date] at our new location:
[New Address]
For urgent matters, please call [Phone Number].
We look forward to welcoming you to our new space soon!
Regards,
[Name]
[Job Title] | [Company] | [New Address and Contact Information]
14. Personal Day Auto Reply
Subject: Out of Office Today
Thank you for your email. I am taking a personal day today and will be back in the office tomorrow.
I will respond to your message upon my return. For time-sensitive matters, please contact [Name] at [Email/Phone].
Thank you for your understanding.
Best,
[Name]
[Simple Signature with Company and Department]
15. Remote Work Day Auto Reply
Subject: Working Remotely Today
Hello,
I am working remotely today but am fully available via email and phone.
For any urgent matters, you can reach me at: – Email: [This Email Address] – Phone: [Phone Number] – Team Chat: [Username]
I will respond during my regular working hours of [Time Range].
Thank you,
[Name]
[Job Title] | [Company] | [Contact Information] | [Time Zone Information]
16. Bereavement Leave Auto Reply
Subject: Away on Bereavement Leave
Thank you for your email. I am currently away on bereavement leave and will return to the office on [Date].
During this difficult time, I will not be checking emails.
Please contact [Name] at [Email/Phone] who will be handling all matters in my absence.
Thank you for your understanding and support.
[Name]
[Basic Company Signature]
17. Casual and Friendly Out of Office
Subject: Gone Fishin’ (Back on [Date])
Hey there!
Thanks for your message! I’m taking some much-needed time off until [Date].
While I’m recharging my batteries, [Name] has kindly agreed to handle any urgent matters. You can reach them at [Email/Phone].
For non-urgent stuff, I’ll happily respond when I’m back.
Catch you on the flip side!
[Name]
[Job Title] | [Company] | [Fun Personal Quote or Motto] | [Contact Information]
18. Industry Conference or Event Auto Reply
Subject: At [Event Name] – Limited Availability
Hello,
Thank you for your email. I’m currently attending [Event Name] from [Start Date] to [End Date].
During the event, my email access will be limited as I focus on learning and networking opportunities that will benefit our future work together.
If your matter needs attention before my return on [Date], please contact: – [Name] at [Email/Phone] for [Specific Issues] – [Name] at [Email/Phone] for all other matters
Looking forward to sharing insights from the event when I return!
Best regards,
[Name]
[Job Title] | [Company] | [Event Hashtag if applicable] | [Contact Information]
19. Detailed Project Handover Auto Reply
Subject: Out of Office with Detailed Coverage Plan
Thank you for your email. I am out of the office from [Start Date] to [End Date].
To ensure smooth operations during my absence, please contact:
For [Project A]: – [Name] at [Email/Phone]
For [Project B]: – [Name] at [Email/Phone]
For [Client/Account Name]: – [Name] at [Email/Phone]
For all other matters: – [Name] at [Email/Phone]
I will respond to your message upon my return on [Date].
Thank you for your understanding.
[Name]
[Job Title] | [Company] | [Department] | [Contact Information]
20. Off-Grid Vacation Auto Reply
Subject: Unplugged and Away Until [Date]
Hello,
Thanks for your message! I’m currently enjoying an off-grid vacation until [Date] and won’t have access to email during this time.
This email will not be monitored, and I won’t be checking messages remotely.
For all matters during my absence, please contact: – [Name] at [Email/Phone] who will be fully briefed on ongoing projects and priorities
I look forward to reconnecting when I return, fully refreshed and ready to tackle new challenges.
All the best,
[Name]
[Job Title] | [Company] | [Social Media Handles] | [Professional Website]
Wrap-up: Perfect Auto Reply Messages
Creating the right auto-reply email saves you from stress while you’re away. These templates give you a starting point for many different situations. The best auto-reply messages share a few key features. They clearly state when you’re away, offer alternative contacts, and set expectations for response times.
Before you leave, test your auto-reply to make sure it works correctly. Send yourself a test email from an outside account. This simple check helps you avoid communication breakdowns while you’re away. With these templates and tips, you can step away from your inbox knowing your contacts will be well-informed during your absence.