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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

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When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.

Out of Office Message Requirements

Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not  need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.

A typical business travel out of office email will have the following components:

• Thank the person for their email.
• Let the person know when you will be returning.
• Provide an alternate contact person or emergency contact number.
• State that you will respond to emails when you return.

Additional components of your out of office message could include:

• Whether you are checking your email, versus if you are out of the country
• Why you are currently out of the office

See some of our business trip out of office messages below.

Out of Office on a Business Trip

If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.

Thank you for your email. I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return. Sincerely, Michelle

The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.

I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return. Thanks, Michelle

Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.

Out of Office during Business Travel

Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.

I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible. Thanks, Michelle

You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:

I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number]. Thanks, Michelle

Out of Office Attending a Conference

If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.

Thank you for your email. I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date]. If you need immediate assistance, please contact me on my cell at [Number]. Sincerely, Michelle

Auto Reply Messages for Business Travel

Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.

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How To Create Professional Business Trip Out Of Office Messages

Home » B2B » How To Create Professional Business Trip Out Of Office Messages

Employees with a remarkable ability to communicate are valuable assets to any organization. However, they should know how to prevent communication blackouts when they are out of the office. The Business trip out-of-office message or vacation out-of-office message is necessary to maintain seamless communication with those who may try communicating with you via email. In addition, arranging an out-of-office message is a proactive strategy to inform your contacts, who may email you requesting a response.

Informing your colleagues, associates, and other contacts about your absence from the office is a basic courtesy. It can help strengthen your rapport with people who will appreciate your thoughtfulness in providing an alternate contact number. Setting up an auto-response for an out of office message in outlook for business travel is crucial to avoid the unpleasant situation of keeping the senders guessing about your whereabouts.

How to write a good out-of-office message

There are a few standard requirements for creating a business trip out-of-office message.

1. Begin with greetings

Start the auto message by mentioning something like Hi there, Hello dear sender, or Dear sender to address the person before sharing more details of the message.

2. Mention the reason

Briefly describe the reason, which may be a business trip, work travel, or event participation.

People must know when they may expect a proper reply to their mail from you. Inform the period by mentioning dates when you will be away from the office in the DD/MM/YYYY format.

4. Optional contact

Provide the number of a responsible person who may offer help if the sender requires urgent assistance.

Close the mail by saying Yours truly, Best regards, or Cheers, and mention your name

What not to include in out of office messages

Remember, the business trip out-of-office message is a courteous gesture to help people know about your absence from the office. Therefore, do not include the following in the professional out of office message.

1. Trip details

Out of Office on a Business Trip suffices to mention the reason, like a business trip, without describing the trip destination, goal, and other graphic details.

2. Standard phrases

Avoid using ‘limited access to email’, which makes little sense. Mention the date when you will respond to the communication. Let the people know that there will be no response from your side before a specific date.

3. Errors and typos

Check the message for grammatical or spelling mistakes because the reply is an official response to the emails.

Examples of out of office messages

There are a few scenarios for out-of-office messages. The message can be different depending on the reason. Including the date when you expect to be back and reply to their communication is a common requirement of all out-of-office messages. Check all emails and send an appropriate response after joining the office.

1. Auto-responder out-of-office mail

This is an auto-response to your mail.

Please note that I am out of the office. I will respond to your mail after returning to the office.

You may contact (name and number) if anything is urgent.

Thanks and regards, (Your name)

2. General purpose

The following example can be a standard all-purpose reply.

Dear sender,

Thanks for your mail.

I am out of the office from DD/MM/YY to DD/MM/YYYY because of (mention reason). Communicate with (provide name and contact details) during my absence from the office for any urgent requirement.

In case of an emergency, you may contact me on my number (provide your cell number).

3. Business trip or out of office attending a conference

The out of office message business trip delayed response should be a small description of your business trip without mentioning the destination of the business trip. Consider the following example for auto reply messages for business travel.

Thanks for your email communication.

Presently, I am out of the office on a business trip. I will return on DD/MM/YY. I will respond to your message as soon as I join the office.

With regards, (Your name)

4. In-transit message

The following is an example of an out-of-office message if you are en route to a business meeting and the response may take longer.

Sincere thanks for your mail.

Just a quick note to inform you I am in transit for the (mentioned business event) from DD/MM/YYYY to DD/MM/YYYY. I may take longer to respond to your mail. Contact me on my phone if it is urgent. (mention cell number)

You need not write an essay while creating a business trip out-of-office message. It should be a brief and simple message to make the person aware that you are aware of their communication and will act after resuming office work. Do not include your contact number if you do not wish to receive calls. Providing your subordinate’s or colleague’s contact number may be enough. Additionally, to book a corporate travel using easy and quick self-booking platform, employees can do it on Paxes. Paxes provide quick travel booking and efficient travel management solutions.

Business Trip Out Of Office Message FAQs

Why is it necessary to send out-of-office mail.

An out-of-office mail helps inform the sender about your absence from the office. It assures them of your response after resuming the office.

Is it mandatory to provide the contact number of a colleague or subordinate in the out-of-office message?

Providing an alternative contact is necessary if you are in charge of an essential service, such as customer support.

How to set up an out-of-office message if a person is on sick leave?

You may request a colleague to set up an autoresponder message mentioning your sick leave without giving a date of your return to the office. Do not provide details of your sickness in the out-of-office mail for sick leave.

What is an OOO message?

OOO message is an out-of-office message to let the sender know you cannot reply till you return to the office.

What can be a suitable subject line for a business trip out-of-office message?

Out of the office, on a business trip, can be a suitable subject line, as it is short and to the point.

How do I inform colleagues and clients about my absence?

One can inform the colleauges via several methods such as email, setting up out of office alert on email and internal communication platforms, or speaking directly in person with the colleagues.

2. What information should be mentioned in the out-of-office message?

The out of office message should have several important elements such as greetings, notification of absence, duration, emergency contacting person, reason, expected response time, and signature.

Are there any best practices for writing an effective out-of-office message?

Yes. One should maintain clarity, and be concise while writing the messages. Additionally, there should be a subject line, the message should customized for different person and direct to the point in a formal tone. You should set the alert in advance and set your voicemail accordingly.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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10 Best Out of Office Message Examples (Auto-Reply Emails for Vacations and Holidays)

Setting up an out of office email reply is a great way to communicate expected delays to your clients and customers. Here is a look at some great auto-reply message samples that are simple and to the point. All of these will work perfectly for vacations, holidays, training, and business travel.

Out of Office and Limited Access to Email Example

Thank you for your email message. I am going to be out of the office and will be back at (Date of Your Return). During this period of time, I will have very limited access to my email.

If you need immediate assistance, then please contact me on my cell phone at (your cell phone number).

Best, [Your Name]

Vacation Auto-Reply Email Giving Alternative Contact Person

[Your Greeting]

I will be out of the office from ____ until ____.

For immediate assistance please contact: (Contact Person) (Email Address) (Phone Number)

Regards, [Your Name]

Out of Office Email with Specific Dates Example

I will be out of the office starting (Starting Date) through (End Date) returning (Date of Return).

If you need immediate assistance during my absence, then please contact: (Contact Person) (Email Address) (Phone Number)

Otherwise, I will respond to your emails upon my return.

Best Regards, [Your Name]

Sample Email Reply for Vacations with Phone Number

Thank you for your email. I am currently out of the office, and I do not have email access. I will be returning to the office on _______.

If you have an urgent matter, you may reach me on my personal cell phone: (Cell Number)

Out of the Office this Week with Alternative Contact Email

I will be out of the office this entire week.

For all urgent matters that need immediate assistance, then please contact: (Contact Person) (Email Address) (Phone Number)

Thank you, [Your Name]

Simple Automatic Email Reply Example

I will be away from (Date of Leave) until (Date of Return).

For all urgent matters, you can contact: (Contact Person) (Email Address) (Phone Number)

No Specific Dates Out of Office Reply

Thank you for your email. I am currently out of the office and not able to respond to your email personally.

For all urgent matters, please contact: (Contact Person) (Email Address) (Phone Number)

Standard Out of the Office Email Template

I will be out of the office beginning on (Date of Leave) through (Return Date). For all time-sensitive matters, please contact (Contact Person) at (Contact Email Address). Otherwise, I will respond to your messages when I return to the office.

Thank You, [Your Name]

Auto Reply Example with Alternative Contact Phone and Email

Thank you for your email. Unfortunately, I am out of the office until (Return Date). If you need immediate assistance, please email (Contact Person) at (Contact Email Address). If not, then I will reply to your email after I return.

Kind Regards, [Your Name]

Basic Out of the Office Autoresponder Example

Thanks for your email. I will be out of the office on vacation until (Date).

If you need more immediate assistance, then you can reach out to: (Contact Person) (Email Address) (Phone Number)

Thank You! [Your Name]

82 More Examples of Out of Office Messages

50 Examples of Funny Out of Office Email Messages 25 Out of the Office Response Messages for Holidays 7 Great Maternity Leave OOO Messages

A few tips for crafting a great auto-response message.

• Include the contact information of an alternative person they can reach while you are gone.
• State when you are coming back in your autoresponder email.
• If you are an intermediary for several departments within your company, then consider including a short set of FAQs with contacts for each situation.

How to Use the Vacation Responder in Google Gmail

Setting up Automatic Replies in Microsoft Outlook

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How to Write an Out-of-Office Message For Business Travel

Table of Contents

While many enjoy the stability of not needing to travel as part of their job, this is some people’s reality. Traveling on business trips requires adequate preparation.

You have to pack your backpack, documents, and other work-related items. Although the aforementioned are important, you must also not forget to have an  out of office message for business travel  prepared. This message helps colleagues, partners, and business associates know that you’re out of town. In addition, it also helps them to know if you’ll be back soon or not.

This article explains the various parts of writing a good  out of office message for business travel .

How to Create a Great Out of Office Message for Business Travel

Business trips are unavoidable in some industries. Nevertheless, in this era of constant communication, you must put measures in place to let others know you’re away. It isn’t a good idea to leave tons of emails without a response. Here is a simple explanation of how to create one for yourself.

Like your regular email, your out of office message should start with a salutation. Remember that this is an automated message. Hence, you don’t know the identity of the person sending you a message. Simply use the word sender. So, a salutation like “Dear Sender” will suffice.

State the Reason for Your Absence

After the salutation, indicate the reason for your absence. In this case, it’s a business trip or work travel. 

Absence Period

It is also important to include the dates you’ll be absent from the office. Doing this makes it easy for them to know when to check on you again. Make sure to end the email by saying that you’ll be back after the absence period and how to contact you back.

Include a Contact for Urgent Matters

For issues that can’t wait till you return, you can include a contact they can reach out to. If the person is unavailable, you can include your phone number if they need to follow up with you.

The closing is down to your personal preference. You may thank them for reaching out and close with something like “Kind regards” or “Sincerely.” Don’t forget to include your name after.

Examples of Good Out of Office Messages

We have a few examples of good out of office messages you can use. Take a look at them and pick the one that best meets your needs.

Hello, 

 I’m currently out of the office on business travel and will be back [DATE]. I will respond to your email during that time as soon as I can. If you require immediate help, please contact [NAME] at [EMAIL]. Thank you for your patience.

Dear Sender,

I’m out of the office on business travel from April 1-5. I will have limited access to email and will reply as soon as possible.

I will be out of the office on business travel from Wednesday, the 3rd, through Tuesday, August 9th. If you need any information during that time, please contact my assistant at xxx-xxx-xxxx. 

Good communication is important, and setting guidelines for out of office messages is crucial for businesses . The end goal of this article is to provide a template you can use and show you how to do it.

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Professional Out of Office Message Examples (A Comprehensive List)

By Status.net Editorial Team on December 1, 2023 — 29 minutes to read

• Tips for Crafting Out-of-Office Messages Part 1
• Out-of-Office Message Examples for Vacation Time Part 2
• Out-of-Office Messages for Professional Conferences and Workshops Part 3
• Out-of-Office Messages for Sick Leave Part 4
• Out-of-Office Messages for Maternity and Paternity Leave Part 5
• Out-of-Office Messages for Freelancers and Consultants Part 6
• Out-of-Office Messages for Unexpected Absences Part 7
• Holiday-Specific Out-of-Office Messages Part 8
• Out-of-Office Messages for Company-Wide Retreats Part 9
• Out-of-Office Messages for Executives Part 10
• Remote Working Notices Part 11
• Out-of-Office Messages During Training Periods Part 12
• Out-of-Office Messages for Extended Breaks Part 13
• Educational Leave Messages for Courses and Seminars Part 14
• Out-of-Office Messages for Customer Service Roles Part 15
• Messages Informing of Response Delays Part 16
• Out-of-Office Messages During Business Trips Part 17
• Out-of-Office Messages for Non-Work-Related Activities Part 18
• Sabbatical and Study Leave Messages Part 19

Out-of-office messages serve as your digital stand-in when you’re away from the workplace, ensuring that your colleagues, customers, and clients are not left in the dark regarding your availability. These automatic email replies are more than mere courtesy; they’re an important component of professional communication, providing a clear expectation of when you’ll be able to address inquiries and tasks. The content of your out-of-office message may vary depending on the circumstances of your absence — be it a vacation, business engagement, or personal leave — but the essence remains the same: to inform and manage the expectations of those reaching out to you.

In this insightful article, we provide you with a variety of out-of-office message examples, each tailored to different scenarios, to help you craft your own. Whether you need to convey urgency, relay alternative contact information, or simply wish to maintain a tone of approachability, these examples will serve as your guide to creating effective and professional auto-responses for your email.

Tips for Crafting Out of Office Messages

• Make sure to mention the dates when you’ll be away and when you’ll be back. This way, people know when they can expect a response from you. For example: “Hi there, I am currently out of the office from Dec 4th to Dec 10th. I will be checking emails intermittently and will respond to your message as soon as possible upon my return.”
• Consider providing an alternative contact for urgent matters. This can be a colleague or supervisor who is available during your absence. This ensures that senders know who to reach out to if their issue is time-sensitive: “If you need immediate assistance, please contact Jane Doe at [email protected] or (321) 123-4567.”
• When crafting an out of office message for specific situations, customize the content accordingly. For example: “I am currently attending the (…) conference and will have limited access to email. I will be back in the office on Feb 9th and will respond to your message as soon as possible.”

Out-of-Office Message Examples for Vacation Time

Short-term vacation.

When you’re taking a short vacation, keep your Out of Office message focused and informative. Let your contacts know the duration of your time away and who to reach out to in your absence.

Subject: Out of Office: [Your Name] Hi there, I’m currently on vacation from [Start Date] to [End Date], and I won’t be able to respond to your email during this time. Please reach out to [Alternative Contact] at [Contact Email] for any urgent matters. Best regards, [Your Name]

Long-Term Holiday Breaks

For a longer holiday break, your Out of Office message should be more detailed. Share the start and end dates of your vacation, along with any relevant ongoing projects or responsibilities. You could also consider providing a list of alternative contacts rather than just one.

Subject: Out of Office: [Your Name] – Holiday Break Hello, I’m currently enjoying a holiday break from [Start Date] until [End Date]. As a result, your email may not receive a timely response from me. In the meantime, please feel free to reach out to any of the following team members for assistance: Product inquiries: [Product Contact], [Contact Email] Sales assistance: [Sales Contact], [Contact Email] Technical support: [Technical Contact], [Contact Email] Warm regards, [Your Name]

Out-of-Office Messages for Professional Conferences and Workshops

Industry-specific events.

Attending industry-specific events is a great way to enhance your knowledge, network with professionals, and stay up-to-date on the latest trends. When you’re away at such a conference, you’ll want an out-of-office message that reflects your commitment to professional development.

Subject: Out of Office: [Event Name] Hi there, thank you for your email. I’m currently attending the [Event Name] conference and won’t be able to respond immediately. Rest assured, I will get back to you as soon as possible once I return on [Date]. Best regards, [Your Name]

Subject: Expanding My Horizons at [Conference Name] Hey! I’m excited to share that I’m at the [Conference Name] to learn about the latest in [Industry]! While I’m away, my response time may be slower than usual. I promise to reply to your email once I return on [Date]. Thank you for understanding! Cheers, [Your Name]

General Professional Development

Workshops and courses that focus on general professional development are vital for personal growth and enhancing your skills. While you’re attending such events, use an out-of-office message that showcases your dedication to your development.

Subject: Out of Office: Professional Development Workshop Hello! Thank you for contacting me. I’m currently attending a professional development workshop to sharpen my [Skill/Career] skills. I’ll be away from my email until [Date]. Please don’t hesitate to reach out to [Backup Contact Name] at [Backup Contact Email] for urgent matters. Warm regards, [Your Name]

Subject: Investing in My Growth: Unavailable Until [Date] Hi, I appreciate your email! Just a heads-up that I’m currently participating in a [Course/Workshop] to expand my skills in [Topic]. During this time, my responses might be delayed. If you need immediate assistance, please get in touch with [Backup Contact Name] at [Backup Contact Email]. I’ll be back to my regular schedule on [Date]. Thanks for your patience! [Your Name]

Out-of-Office Messages for Sick Leave

When you’re feeling under the weather or need to take a personal health day, it’s essential to communicate your absence with a clear and concise out-of-office message.

Example 1: Brief illness

If you’re out for a short time due to a minor illness, you can go with a simple message like,

“Hi there, I’m out of the office today due to an illness. I’ll be back tomorrow and will respond to your email as soon as possible. Thank you for your understanding.”

Example 2: Extended sick leave

For longer absences, it’s helpful to share relevant information and an alternative point of contact. Try something like,

“Hello, I’m currently on medical leave and will be unavailable for the next [number] days. For urgent requests, please contact [colleague’s name] at [email/phone number]. I appreciate your patience and cooperation during this time.”

Example 3: Mental health day

Taking care of your mental health is equally important. You could use a message like,

“Hi, I am taking a personal health day and will be unavailable. I will return [date or day of the week] and reply to your email as soon as I can. In case of any urgent matters, please reach out to [colleague’s name] at [contact information].”

Example 4: Doctor’s appointment

For scheduled appointments, it’s good to let colleagues know when you’ll be back and provide an alternative contact if needed.

“Hi, I will be out of the office today due to a scheduled doctor’s appointment. I will return later in the afternoon and respond to your emails then. For urgent matters, please contact [colleague’s name and contact info].”

Example 5: Hospital stay

If you’re going to be in the hospital for a while, it’s essential to keep your colleagues in the loop. Try a message like,

“Hello, I am currently in the hospital and will be unavailable for work until further notice. In my absence, please contact [colleague’s name] at [email/phone number] for any assistance. Thank you for your understanding.”

Out-of-Office Messages for Maternity and Paternity Leave

As you prepare for your maternity or paternity leave, it’s important to set up a clear and informative out of office message for your clients, colleagues, and other contacts. A well-crafted message can help maintain professionalism and keep others informed while you’re out caring for your newborn.

Subject: Out of Office: [Your Name] on Maternity/Paternity Leave

I’m currently out on maternity/paternity leave, welcoming our new bundle of joy into the world. I will be back in the office on [date]. If you have any urgent matters, please contact [colleague’s name] at [colleague’s email]. Thank you for your understanding, and I look forward to reconnecting soon.

Subject: [Your Name] Away on Parental Leave

I’m currently on parental leave, cherishing the precious moments with our newborn. I won’t be checking emails or voicemails during this period, but don’t worry! [Colleague’s name] will be happy to assist you at [colleague’s email]. I will be back in action on [date]. Thanks for your patience and understanding.

Subject: Baby On Board: [Your Name] on Leave

As you may know, we’ve recently welcomed a new family member, so I am taking some time off to bond with our little one. I will not be available by email or phone until [date]. You can reach out to [colleague’s name] at [colleague’s email] for any assistance in the meantime.

A gentle reminder while crafting your out of office message for maternity or paternity leave:

• Clearly mention your expected return date to keep expectations managed
• Ensure you provide an alternative contact person for any urgent matters

Out-of-Office Messages for Freelancers and Consultants

As a freelancer or consultant, your “Out of Office” message should be both professional and friendly. Here are some examples that you can use or personalize depending on your needs:

Hi there! Thanks for reaching out. I am currently on an assignment and will have limited access to email. Your message is important to me, and I will get back to you as soon as possible. Have a great day!

Hello! I appreciate your email. Unfortunately, I am out of the office and won’t be able to respond until [date]. Please don’t hesitate to reach out to [colleague’s name] at [colleague’s email] if you need immediate assistance. Thank you!

Sometimes, you might be attending a training or conference that keeps you away from your email. In such cases, you can use messages like:

Greetings! Thank you for your message. I am currently attending a [conference/training] to enhance my skills and provide better service to my clients. I will be back in action on [date] and will respond to your email then. If it is urgent, please contact [alternate point of contact]. Enjoy your day!

When you are on vacation, make sure your clients know that you value their business and will be back to work soon. Try messages like:

Hi! I appreciate you getting in touch. I am currently out of office on vacation until [return date]. I will respond to your message as soon as possible upon my return. If you have an urgent matter, please don’t hesitate to contact [colleague’s name] at [colleague’s email]. Thanks and have a great day!

Lastly, you may have personal matters that require time off. Set up an “Out of Office” message like:

Hello and thank you for your email. I am currently dealing with a personal matter and will be out of the office. I will return on [date] and promise to respond to your message as soon as possible. In the meantime, please reach out to [colleague’s name] at [colleague’s email] for immediate assistance. Your patience is appreciated.

Out-of-Office Messages for Unexpected Absences

Family emergencies.

When a family emergency arises and you need to step away from work quickly, your out of office message can convey this urgency. Keep your message simple and to the point, so your colleagues and clients understand that you’re dealing with a family matter and will be responsive when you return.

Subject: Out of Office: Family Emergency Hi there,

Due to an unforeseen family emergency, I’m unable to respond to emails at the moment. I’ll do my best to get back to you as soon as possible.

Regards, [Your Name]

Subject: Unavailable: Family Matters Hello,

I’m currently out of the office attending to a family emergency. My response may be delayed, but I’ll make sure to get back to you as soon as I can.

Best, [Your Name]

Urgent Unplanned Events

When an urgent event comes up that requires your immediate attention, it’s important to inform your contacts that your responses might be delayed.

Subject: Out of office: Urgent Situation Hey,

I’m unexpectedly out of the office dealing with an urgent matter. My response might be delayed, but I’ll do my best to get back to you as soon as possible.

Sincerely, [Your Name]

Subject: Unavailable: Handling an Urgent Event Hi,

Due to an unforeseen situation, I’m currently unable to respond to emails. Your patience is appreciated, and I’ll get back to you as soon as I can.

Kind regards, [Your Name]

Holiday-Specific Out-of-Office Messages

Christmas and new year’s.

• “Season’s Greetings! I’m currently out of the office celebrating with my loved ones. I’ll return on [Date] and respond to your email then. Happy holidays!”
• “Merry Christmas and a Happy New Year! I’ll be back on [Date] to assist you.”
• “Happy New Year! I’m taking a break to recharge and reflect on the past year. I’ll be back in the office on [Date] and will respond to your email promptly. Wishing you a fantastic year ahead!”

Thanksgiving

Subject: Out of Office – Thanksgiving “Thank you for your message. I’m out of the office for Thanksgiving from [start date] to [end date]. I’ll be sure to respond to your email when I return. Wishing you a happy and bountiful Thanksgiving!”

National and Public Holidays

• “Happy [Holiday]! I am currently out of the office enjoying this special day. I’ll be back on [Date] and will respond to your email as soon as possible. Enjoy the holiday!”
• “In honor of [Holiday], we’re taking a day off to celebrate and spend time with our families. I’ll return on [Date] and will be more than happy to assist you then. Have a great day!”
• “Greetings! I am currently away from my desk to observe [Holiday]. I’ll be back on [Date] and will promptly respond to your message. Wishing you a wonderful day!”

Summer Vacation

Subject: Out of Office 🏖️ “Thank you for reaching out. I’m currently out of the office for a summer vacation from [start date] to [end date]. I’ll be sure to respond to your email as soon as I return. Enjoy the sunshine!”

Subject: Taking a Summer Break – Out of Office “Hello! I’m currently taking a summer break from [start date] to [end date]. Your message is important to me, and I’ll respond as soon as possible upon my return. Have a great summer!”

Out-of-Office Messages for Company-Wide Retreats

When attending a company-wide retreat, it’s important to set an appropriate out of office message. Make sure you mention the reason for your absence and provide a contact person for urgent queries:

• Attending a retreat focused on team-building : Hello, I am currently away from the office participating in a company-wide team-building retreat. I’ll be back on [date] and respond to your email then. If you need immediate assistance, please contact [alternative contact person] at [email/phone]. Thank you for your understanding!
• Participating in a professional development event : Hi, I’m away from my desk, taking part in a professional development event with my colleagues to provide you better service in the future. I’ll be back in the office on [date] and will be happy to respond to your email then. Should your inquiry be urgent, kindly reach out to [alternative contact person] at [email/phone]. Best regards.
• Retreat involving volunteering : Greetings, I’m currently out of office participating in our company-wide volunteering retreat. I will return on [date] and attend to your email at my earliest convenience. If your matter requires immediate attention, please feel free to contact [alternative contact person] at [email/phone]. Thank you for your patience and support!
• Team offsite/outing : Hi there, our company is having a team offsite event and I will be away from my desk until [date]. Rest assured, I will address your email as soon as I am back. For urgent concerns, please reach out to [alternative contact person] at [email/phone]. Have a great day!

Out-of-Office Messages for Executives

• Short business trip : Heading to a conference for a few days. I’ll be back on [date] and will respond to your email as soon as possible. If you need immediate assistance, please contact [colleague’s name] at [email or phone number]. Thanks for your understanding.
• Long vacation : I’m currently on vacation until [date] and will have limited access to email. For urgent matters, please reach out to my assistant, [assistant’s name], at [email or phone number]. Otherwise, I’ll respond to your email upon my return. Have a great day!
• Unexpected absence : Due to unforeseen circumstances, I am away from the office and may not be able to respond to your email promptly. I appreciate your patience, and will get back to you as soon as possible. For immediate help, please contact [colleague’s name] at [email or phone number].

Remote Working Notices

When you’re working remotely and need to set an out of office message, it’s essential to convey your availability and provide alternative contact information. Here are a few examples to help you craft the perfect message:

• Balancing remote work and personal life: Hi there! I’m currently working remotely and may have limited availability to respond to emails promptly. Please be patient, and I’ll get back to you as soon as possible. If it’s urgent, feel free to reach out to [Alternative Contact]. Thanks!
• Traveling while working remotely: Greetings! I’m working remotely while traveling, and my response times might be delayed. Rest assured, I’ll respond to your message as soon as I can. If you need immediate assistance, please contact [Alternative Contact]. Safe travels!
• Adjusting to different time zones: Hello! Thanks for reaching out. I’m working remotely from a different time zone (GMT+3), so my response may take a bit longer than usual. I appreciate your understanding and will reply as soon as possible. Alternatively, you can contact [Alternative Contact] for assistance during regular office hours. Cheers!
• Intermittent connectivity issues: Hi there! I’m currently working remotely in an area with limited internet access. I will do my best to respond to your messages, but please be aware that my responses might be sporadic. For urgent matters, please reach out to [Alternative Contact]. Thanks for your understanding!
• Scheduled breaks during remote work: Hello! As part of my remote work arrangement, I’ve scheduled breaks throughout the day. During these times, I may not be able to respond to your messages immediately. Rest assured, I’ll get back to you as soon as I’m available. In case of urgency, please contact [Alternative Contact]. Have a great day!

Out-of-Office Messages During Training Periods

• Short-term training: “Hi there! Thank you for reaching out. I am currently attending a training session and will be out of the office until [date]. I’ll get back to your email as soon as I return. If you need immediate assistance, please contact [alternative contact]. Have a great day!”
• Long-term training: “Hello! I appreciate your email. I am currently participating in a training program that will keep me out of the office until [date]. During this time, I’ll have limited access to email. For urgent requests, kindly reach out to [alternative contact]. Thanks for your understanding!”
• Team or department training: “Greetings! Our team is currently undergoing training and will have limited access to email. We’ll be back in the office on [date]. For immediate assistance, please contact [another department or contact person]. Thank you for your patience!”

You can also mention the type of training you’re attending to give your clients and colleagues more context, if you wish.

For example:

“Hey there! Just a quick note that I’m currently attending a [type of training] session and will be out of the office until [date]. Your email is important to me, and I’ll respond as soon as I get back. If your matter is urgent, please contact [alternative contact]. Thanks!”

Out-of-Office Messages for Extended Breaks

Taking an extended break from work is sometimes necessary, and it’s important to communicate your absence professionally. Crafting an appropriate “Out of Office” message is essential to ensure your colleagues and clients understand your unavailability.

• Vacation time: Hi there, I’m currently on vacation until [date]. I’ll have limited access to my email during this time. For urgent matters, please contact [colleague’s name] at [colleague’s email]. I’ll get back to you as soon as possible upon my return. Enjoy your day!
• Medical leave: Hello, I’m currently on medical leave and won’t be able to respond to your email immediately. I’m expecting to return on [date]. For urgent requests, please reach out to [colleague’s name] at [colleague’s email]. I appreciate your understanding and look forward to connecting when I’m back.
• Parental leave: Hey there! I’m currently on parental leave and will be away from my email until [date]. For immediate assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding, and I’ll respond to your email as soon as possible upon my return.
• Sabbatical leave: Hello! I’m currently on a sabbatical leave until [date] and might not be able to check my email regularly. If you require immediate assistance, please get in touch with [colleague’s name] at [colleague’s email]. I’ll do my best to respond to your email upon my return. Thank you for your patience.
• Unplanned absence: Hi, I apologize for the inconvenience, but I’m unexpectedly away from work and unable to respond to your email at the moment. If your message is urgent, please contact [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you as soon as I’m able. Thank you for understanding.

Educational Leave Messages for Courses and Seminars

When you’re taking time off for a course or seminar, your out of office message should let people know that you’re temporarily unavailable and actively enhancing your skills. Here are a few examples to use or customize for your specific situation:

• Hey there! I’m attending a professional development course from [start date] to [end date]. I won’t have access to my emails during this time, so I’ll respond as soon as I can upon my return. Thanks for understanding.
• Hello! From [start date] to [end date], I’ll be participating in a seminar to sharpen my expertise. While I’m away, I won’t be checking my emails. If your matter is urgent, please contact [alternate contact]. Have a great day!
• Hi! I’m currently out of the office, attending a course to expand my knowledge in [subject]. I’ll be back on [return date] and will catch up on all emails then. In case of emergencies, reach out to [alternate contact].
• Greetings! Just a heads up that I’m on educational leave from [start date] to [end date] and won’t be available to respond to emails. You can expect a reply from me as soon as I am back. Thank you.
• Hello there! Between [start date] and [end date], I’m away attending a training program. While I’m gone, I won’t be able to check my emails regularly. For immediate assistance, please contact [alternate contact].

Out-of-Office Messages for Customer Service Roles

• Vacation notice: “Hello! I’m away on vacation until [date] and may not have access to my email. Feel free to reach out to [colleague’s name] at [email address/phone number]. They’ll be happy to assist you. Thanks!”
• Departmental assistance: “Thank you for contacting our support team. I am currently out of the office and unavailable to respond. Please email [department email] for assistance, and someone will get back to you as soon as possible. Have a great day!”
• Training day: “Hi there! I’m currently attending a training session and may not be able to respond to emails today. Rest assured, I’ll get back to you as soon as I can. If you need immediate assistance, please contact [colleague’s name] at [email address/phone number]. Thanks!”
• Company event: “Hello and thanks for reaching out! Our team is attending an off-site event today, so responses may be delayed. If your matter is urgent, please call our main office at [phone number]. We appreciate your understanding.”
• Weekend absence: “Thank you for your email! I am currently away for the weekend and will return on [date]. If you need assistance in the meantime, please contact our support department at [phone number]. Enjoy your weekend!”
• Extended leave: “Greetings! I am currently on an extended leave and will not be checking emails during this time. For any inquiries, please contact [colleague’s name] at [email address] or our main support line at [phone number]. We’re here to help!”

Messages Informing of Response Delays

• Apologies for the delay, I’m currently swamped with work and will get back to you as soon as I can. Thank you for your patience!
• Thank you for your email. Due to high email volume, there might be a slight delay in my response. Rest assured, your message is important to me and I’ll get back to you as soon as possible.
• I am currently attending a conference and might take longer than usual to reply to your email. I’ll make sure to respond as soon as I get a chance. Thanks for your understanding!
• Thank you for getting in touch! I’m out of the office today, but I’ll make it a priority to respond to your email when I return tomorrow. Your patience is appreciated.
• Please note that my response time may be slower than usual during this busy period. I apologize for any inconvenience and will do my best to get back to you as soon as I can.

To ensure the recipient knows when they can expect a reply, consider including a timeframe in your message. For instance:

• I’m currently on vacation and will have limited access to email. I’ll do my best to respond to your message within 48 hours. Thank you for your understanding!
• Thank you for your email. I’m away for a team-building retreat and will have limited email access. I will make sure to reply to your message by [specific date]. Your patience is appreciated!

Providing alternative contact information might be useful in cases where the sender needs immediate assistance:

• I am currently out of the office and will return on [date]. If you need immediate assistance, please contact my colleague [colleague’s name] at [colleague’s email or phone number] who will be more than happy to help.
• Thank you for your email. I am attending a training workshop and may not be able to respond quickly. In case of urgent matters, please reach out to our customer support team at [support email] or [phone number]. They’ll be able to assist you right away.

Out-of-Office Messages During Business Trips

While you’re away on a business trip, it’s essential to keep your colleagues, clients, and contacts informed about your unavailability. Here are some supportive “Out of Office” message examples that convey your professional, yet friendly tone:

• Taking Care of Business: Hi there! I’m currently on a business trip until [date]. I may have limited access to email, but I’ll do my best to respond as soon as possible. If you need urgent assistance, please contact [colleague’s name] at [colleague’s email]. Thanks for your understanding!
• On the Move: Hey! Just a heads up – I’m out of the office for a business trip from [start date] to [end date]. If you require immediate help, feel free to reach out to [colleague’s name] at [colleague’s email]. Otherwise, I’ll get back to you upon my return. Cheers!
• Networking Guru: Hello! I’m currently attending a conference for work from [start date] to [end date]. My response time might be slower than usual, but I’ll make sure to get back to you as soon as I can. For anything time-sensitive, please contact [colleague’s name] at [colleague’s email]. Have a great day!
• Jet-Setter: Hey there! I’m traveling for work from [start date] to [end date] and may have limited email access. Rest assured, I’ll reply to your message once I’m back. If you can’t wait, please reach out to [colleague’s name] at [colleague’s email] for support. Safe travels!
• On a Quest for Knowledge: Hi! I’m currently attending a training course to improve my skills from [start date] to [end date]. While I’m away, I might be slow to respond to emails. For urgent matters, please contact [colleague’s name] at [colleague’s email], and they’ll be happy to help. Talk to you soon!

Out-of-Office Messages for Non-Work-Related Activities

When you’re taking some time off for a non-work related activity, it’s essential to let your colleagues know you will not be available for a specific period. Here are a few examples of out-of-office messages to use in various situations:

• Personal day: “Hi there! Thank you for reaching out to me. I am currently enjoying a day off and will not be able to respond to your email immediately. However, I will return on [date] and will be more than happy to address your concerns then. Have a great day!”
• Sick leave: “Hello, I hope you’re well. Unfortunately, I am feeling under the weather and will be unavailable until [date]. Please be patient, and I’ll respond as soon as I am back in action. For urgent matters, contact [alternative contact person]. Stay healthy!”
• Family event: “Greetings! I am out of the office today attending a family event. I apologize for any inconvenience this may have caused and will be sure to reply to your email as soon as possible upon my return on [date]. For urgent matters, please reach out to [alternative contact person]. Best regards.”
• Hobbies and special interests: “Hey there! Today, I am off to pursue my passion for [activity] and will not be available to respond to your email. Don’t worry; I’ll be back on [date] and ready to tackle your request. For anything urgent, please contact [alternative contact person]. Cheers!”
• Volunteering: “Hello! Today, I am dedicating my time to a volunteer event and will be unavailable to answer your email. I appreciate your understanding, and I will promptly respond once I am back in the office on [date]. If you need immediate assistance, please contact [alternative contact person]. Thank you for your patience!”

Sabbatical and Study Leave Messages

• Taking a sabbatical: Hi there, Thank you for your email. I am currently on sabbatical and will have limited access to email. I will be back on [return date] and will respond to your message as soon as I can. Have a great day!
• Studying for a certification: Hello, Thanks for getting in touch! I am currently on study leave to prepare for my [Certification Name] exam and will have limited email access. I will return on [return date], but if you need assistance before then, please contact [alternate contact person] at [email address]. Best regards!
• Attending a workshop or seminar: Hi, Thank you for your email. I am currently attending a [workshop/seminar name] to enhance my skills in [subject]. I will have limited access to my email during this time and will get back to you as soon as possible upon my return on [return date]. If you need immediate assistance, please contact [alternate contact person] at [email address]. Thank you for your understanding!
• Pursuing further education: Hello, I appreciate your message. I am currently undertaking further studies in [subject] and will have limited access to my email. I will return on [return date] and respond to your message as soon as I can. If you need assistance in the meantime, please reach out to [alternate contact person] at [email address]. Best wishes!

Don’t forget to include the specific details of your absence, such as the duration and the reason, as well as an alternate contact person for urgent matters. This will ensure that your colleagues and clients are informed and can plan accordingly while you’re away.

Frequently Asked Questions

What are some concise and professional out of office message examples for a day of absence.

For a day of absence, you might want to keep your out of office message straightforward and professional. Here are a few examples:

• Thank you for your email. I am out of the office today, [Date], and will respond to your message upon my return tomorrow, [Date+1].
• I am currently unavailable and will be back in the office on [Date]. Your message is important, and I will get back to you as soon as possible.
• Out of office: I am away for the day, [Date], and will respond to your email as soon as I can, likely tomorrow.

How can you craft an effective auto-reply message for email when you’re on annual leave?

When you’re on annual leave, it’s important to set an auto-reply message that informs the sender of your absence and sets expectations for your response time. Here’s an example:

Subject: Out of Office: Annual Leave

Thank you for reaching out. I am currently on annual leave from [start date] until [end date]. I may have limited access to my email during this time. For urgent matters, you can contact my colleague [Colleague’s Name] at [Colleague’s Email]. Otherwise, I will respond to your message upon my return.

Could you provide a friendly yet professional out of office reply for holiday vacations?

A holiday vacation out of office message should strike a balance between friendliness and professionalism. Here’s an example:

Subject: Happy Holidays! Out of Office

Hello! Thank you for your email. I am currently out of the office enjoying the holiday season with my family from [start date] until [end date]. I won’t be checking emails during this time, so please expect a delay in my response. For urgent matters, you can reach out to [Colleague’s Name] at [Colleague’s Email]. Wishing you a joyous holiday season!

Can you give an example of a supportive out of office message to share with your team?

Here’s an example of a supportive out-of-office message to share with your team:

Subject: Out of Office: Cheering You On!

Hello team,

I am currently attending a [workshop/training/conference] from [start date] to [end date] to [provide context for the event]. During this time, I may be slow to respond to emails. However, I trust that you can handle any issues that may arise. For urgent matters, please reach out to [Alternative Contact] at [Contact’s Email].

You’re doing fantastic work, and I look forward to catching up with you upon my return!

How do you compose a polite out of office message for unexpected leave situations?

When composing a polite out of office message for unexpected leave situations, try this approach:

Subject: Unexpected Absence: Out of Office

I apologize for the inconvenience, but I am unexpectedly out of the office from [start date] to [end date]. I may have limited access to email during this time. If your matter is urgent, please contact [Alternative Contact] at [Contact’s Email]. Otherwise, I will do my best to respond to your email as soon as possible upon my return.

Thank you for your understanding.

What are key elements to include in a delayed response out of office message?

In a delayed response out of office message, be sure to include:

• Your current availability status (out of office, limited access to email, etc.).
• The reason for the delay (vacation, conference, personal leave, etc.).
• Expected response time or the date you will return.
• An alternative contact for urgent matters.
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17 Out-of-Office Message Examples + Templates

Melissa Williams

What Is an Out-of-Office Message?

What to include in your out-of-office message, what not to include in your out-of-office message, vacation out-of-office message examples, using your out-of-office message for lead generation, business trip out-of-office message examples, funny out-of-office examples, personal leave out-of-office message examples, free for the taking: 8 out-of-office email templates, instructions on setting up out-of-office message in outlook, instructions on setting up out-of-office message in gmail.

Out-of-office messages are autoresponder emails that usually go something like this:

“Hi there, I’m out of the office until DAY OF WEEK, DATE, with limited access to email. If you require immediate assistance, please email […]”

But they can be so much more. You can use them as a tool to show your personality, generate leads, and entertain your audience.

Let’s look at some unique and personable out-of-office messages that you can use as inspiration next time you set automatic replies, for different occasions (plus some templates you can copy and paste today).

Autoresponder emails or out-of-office (OOO) messages are auto-reply messages that inform people reaching out that you’re absent from work for an extended period of time.

The reason for out-of-office messages is to let recipients know that you’re away and won’t be responding to their email until you return. This clarifies you’re not ignoring the recipient and that there will be a delay in your reply.

Out-of-office messages also help to guide the recipient in the right direction if they’re looking for information while you’re away or a point of contact to reach out to about urgent matters.

Common reasons for out-of-office messages are:

• Business trips
• Maternity/Paternity Leave
• Medical Leave

Although every out-of-office message is different, here are some common elements:

• The dates of your absence 
• The reason for your absence (optional)
• Point of contact for urgent requests
• Links or resources to help the recipient while you’re away

Here are some elements you should avoid in your out-of-office messages:

• A lengthy message with too many details
• A specific time you or your point of contact will reply (avoid false promises)
• Grammatical errors and typos
• A point of contact that hasn’t given you permission to include their information

Our brains love surprises . What’s more, research has shown that small surprises that feel like they were “just for you” can spawn some incredibly strong goodwill from the receiver.

Next time you go on vacation, try surprising your customers with an out-of-office message that breaks the mold. Here are four of our favorite examples of out-of-office messages for inspiration.

1. Include a poem in your out-of-office message

Write a poem.

Below is an example from our Product Education Manager ( Note: she truly raised the bar for writing out-of-office messages):

2. Include a GIF to make your auto-response more fun

Everyone can appreciate the excitement of pushing work aside to go on vacation.

Bring this to life by linking to a GIF in your vacation responder message. Here’s an example out-of-office reply:

Not only are you giving your recipient something they can relate to with humor, but a GIF makes your message memorable. As Moz explains , “There’s an emotional component to a great GIF that mainlines sentiments straight through the cerebral cortex.”

3. Funny out-of-office messages to remind others you’re on vacation

When to use : If you’re absolutely unavailable but you want to deliver some humor with your message.

4. Include a photo of an animal so your out-of-office message sticks

Research from Hiroshima University found that looking at animal pictures actually increases focus and productivity at work. Including a photo (or two) could help create a positive attitude toward you and increase the likelihood that they remember your email.

Here is an out-of-office message example using baby animals to attract your attention:

5. Acknowledge your colleagues in your out-of-office

Is someone covering for you while you’re gone? Acknowledge how awesome they are for helping you out. A few kind words can go a long way — especially if you receive an email from an important customer or prospect while you’re gone and are directing them to your colleague’s email address or phone number.

When you compliment your coworker who will receive requests in your absence, it has a two-fold effect.

• It makes that person look trustworthy in the eyes of the reader (and likely strengthens your working relationship)
• It shows your reader that you’re kind-spirited and a team player
• It directs them to whom they should bring urgent matters

Here’s one such out-of-office email example (we received it from a  blog subscriber in response to an email we sent):

6. Make your message memorable with emojis

Emojis are officially a language unto themselves, and they’ll help you catch the attention of whoever has sent you an email.

Your out-of-office message may be read by someone who already knows you, is actively reading email, and wants something from you. Sounds like a great time to share content that helps build trust and drive more sales.

7. Sign up for our course via this autoresponder

Below is an out-of-office message example from our own team, linking to our free 7-day course on sales prospecting.

Unsure of what resources you should be linking to? Try checking in with your marketing team about new collateral worth highlighting.

8. Working the sales funnel with an offer in your out-of-office

We love this example from Upserve’s Director of Marketing, Jesse Noyes . He knows his audience, anticipates what people are emailing about, and provides lead-generating content that offers immediate answers to questions.

Traveling for work might be a standard part of your job, but it doesn’t mean your email can’t be unique.

9. Connect with conference-goers using your autoresponder

If you’re traveling to a conference that you expect many of your contacts to be at, too, then use your out-of-office message as a networking opportunity. By including some information about your trip and your phone number, you may be able to network with colleagues you may not have expected.

Here’s a great example from Sales Consultant Blair Lineham:

10. Use your autoresponder as a cold email

Remember the AIDA cold email formula ? It also works as an out-of-office reply by captivating your reader’s attention all the way through to the call to action.

Here’s a great example of how this works from Ann Handley of MarketingProfs. Ann begins with a rhetorical question that grabs her reader’s attention and builds interest with her subsequent details and fun facts. She then creates desire with the way she describes the conference and lists a call to action with the conference website and a link to her Instagram account.

Pro tip:  To make sure you don’t forget to set an OOO for your next confirmed trip(s), take 5 seconds to schedule a  Send Later email  to remind yourself. Schedule it for your last day of the office, and we’ll place it at the top of your inbox at the best time for you.

These final funny out-of-office examples are purely for entertainment. A little humor can go a long way in building rapport with your network.

11. Add a reference or joke to your message

Here’s a great example of a funny out-of-office message:

12. Use a fun fact in your autoresponder to let people get to know you

Have some interesting facts up your sleeve? This one’s for you .

13. Use your autoresponder to remind people you are human

TL;DR Robots > Humans. Here’s a hilarious example provided by Jim Julius .

14. Holiday

Here’s a great example of a fun and high-spirited out-of-office message for the holidays. 

15. Maternity/Paternity Leave

For Maternity/Paternity leave out-of-office messages, you can go the classic route or have some fun with it. The example below pokes some fun at herself and then guides the recipient in the right direction.

16. Medical Leave

When it comes to medical leaves, not a lot of detail is necessary. Give your recipients a heads up so that they respect your privacy/time, but there’s only so much you want to share publicly. Communicate the details that are necessary.

17. Short-Term Out-of-Office Message

When you’re out of the office for a few hours and don’t want to leave anyone hanging, a short-term out-of-office message lets the recipient know you’ll be back in a few hours. You can even provide a contact for them to reach out to if it’s an urgent matter.

Ready to write your own, but not wanting to start from scratch? Here are 8 examples to copy and paste (then customize).

We surveyed our team, did some research, and asked around to compile the top 8 out-of-office email examples.

Next time you find yourself on the cusp of vacation or a work trip, consider these out-of-office email template examples. Copy and paste as you like.

1. Not All Heroes Wear Capes

Subject: I’m Out, But My Colleague Is In Thanks for your email. I’m currently on holidays with my [friends/family] for the first time in (what seems like) forever. For urgent matters, [first name of colleague] will help you. [S/he] doesn’t have a cape, but [s/he] is basically super[man/woman]. [Your first name]

2. Smoke Signals Welcomed

Subject: Bonding with Nature I am out of the office and bonding with nature from [date of departure] to [date of return]. I have little to no cellphone service and no wifi. Smoke signals are the most reliable form of communication. [Insert colleague or team’s contact information]. Thank you, and if your matter isn’t urgent, I will talk to you on [date of return]. [First Name]

3. Fun Facts

Subject: Not here but facts for you Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, here are some facts that you might find interesting, before I return: [Fun fact 1] [Fun fact 2] [Fun fact 3] [And so on] [Your first name]

4. Adorable Animal

Subject: Out of Office But Hello! I am off for the week—gone from [Day of week departing] to [Day of week returning] with limited access to email. If you require immediate attention, please contact [colleague name] at [colleague email address]. If not, then please enjoy this [picture/video] of an [type of animal] [action it’s doing]: [Image/video here] [Your first name]

5. Expect Delays

Subject Line: Will Reply, But Expect Delay

Hello — I’m out of the office today [doing X]. While I will be able to answer you today, please expect a slight delay. For anything urgent, please contact [team distribution email].

6. Conference Connection

Subject Line: I’m at [Conference Name], Are You? Thanks for your email. I’ll be away from the office until [date returning] and will respond as soon as I can. For all support requests/needs, please reach out to [team distribution email] and one of my colleagues will be happy to assist you. If you’re interested in signing up for [your product or service], feel free to reach out to my manager [First Name Last Name] at [manager email address]. If you’ll be at [conference name] [Month gone, date leaving – date returning], let me know and I’d love to find a few minutes to connect. You can learn more about [your company name]’s [conference name] presence [“here” — hyperlink applicable landing page], including [X], [Y], and [Z]. Don’t forget to smile!

7. I’m On a Plane

Subject Line: Out of Office: [Day of Week You’re Out, Date] Hi, Thanks for reaching out. I will be out of office on [Day of Week], [Date] with limited availability (depending on the plane’s internet!). I’ll respond to your message as fast as possible, and/or you can call my cell phone and leave a voicemail at the number in my signature. In the meantime, please contact [colleague name] at [preferred method of contact]. Have a great day!

8. Lead Gen

Subject Line: Helpful Content While I’m OOO Hey there, This message is automated because until [date return] because [reason you are out of office]. I’ll get back to you when [something pithy here or a simple “I return to the office”]. Did you email me about [your company’s realm of expertise]? Well then, no need to wait. Get our [piece of lead gen content–insert link here] now. Talk soon, [First Name] Here

Want to file more than one for the future? Good news: you can stash them right in your Gmail or Outlook inbox.

Here’s how to set up an out-of-office message in Outlook:

1. Click File, then “Automatic Replies”

2. Select “Send automatic replies”

3. Inside the “ Inside My Organization ” tab, write your message

4. Click “Ok”

Here’s how to set up an out-of-office message in Gmail.

1. Click Settings, then “See all settings”

2. Scroll down to “Vacation responder”

3. Select “Vacation responder on”

4. Fill in the first day, last day, subject line, and message

5. Click “Save changes”

This article was updated on March 13, 2024.

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Craft Effective Out-Of-Office Messages (+15 Free Templates)

December 5, 2022

by Soundarya Jayaraman

In this post

Your out-of-office message matters, what to include in your out-of-office message, how to write a good out-of-office message, what to avoid in an out-of-office message, when to set up an out-of-office message, up for grabs: 10 professional out-of-office message examples, 5 unique out-of-office message templates, 7 funny and creative out-of-office examples to inspire you, how to set up your out-of-office auto-reply.

Day in and day out, you show up to your job and work hard, so you and your team hit your goals. Now you’re taking a much-needed break, and you need to write a quick out-of-office (OOO) message. 

Fret not; we’ve got you covered.

In this article, you’ll learn how to write an effective out-of-office message using templates and examples for inspiration. You’ll also see how to set up your automatic reply in email services .

What is an out-of-office (OOO) message?

An out-of-office or OOO message is an automated email response sent to anyone who emails you while you’re away. It explains how long you’ll be gone and who’s covering your responsibilities in your absence. Sometimes, an OOO message tells the reader your reasons for being gone.

Sending an out-of-office message is a professional and polite way to let others know you are offline and unavailable. It’s considered proper work etiquette when you are on vacation, at a business conference, or on sick leave. The auto-reply message shows that you can’t respond immediately, but you’re not ignoring the email, either.

People usually expect a reply to their emails within a day or two. A no-reply typically means the sender is guessing why you aren’t getting back to them. 

This communication error is particularly troublesome if you work in a client-facing role like customer service, communication, sales, or marketing. When you return, you have an overflowing inbox from a long list of frustrated people. You risk getting overwhelmed with the number of emails you have to answer or missing important emails, leading to a loss in productivity.

Your automatic out-of-office email reply solves this problem. It sets clear boundaries for your time off in our era of perpetual electronic availability. When the sender knows you are away for a particular period, they’re less likely to bombard you with multiple emails on the same subject.

They can decide whether they want to wait for your return or contact you in another way.  They can also contact whichever co-worker is covering for you in your absence, reducing pile-ups when you return. This avoids delays or disruptions to ongoing work or partnerships with clients .

A well-crafted out-of-office message helps you connect with the recipient. It can be as simple as sharing something about your vacation or holiday. The little personal notes make the recipient feel cared for, which can deepen the business relationship.  

You don’t have to write a lengthy email explaining you are OOO. A good out-of-office message needs to include: 

• The exact start date and end date.
• Contact information of the person(s) to reach out to for immediate assistance; if you mention multiple point-of-contacts, specify whom to contact for each type of task.
• At times, the reason why you are out of the office. You know yourself and your office culture, so ultimately you decide if anyone needs to know your business.

Make sure to include that you’re out of the office in your subject line with the date. 

Here’s a simple OOO message template.

Subject line: I am OOO from [date] to [date].

I am currently out of the office till [date] for [reason] with no access to email. I will respond to you in a timely manner once I am back. In case of urgent requests, please reach out to [colleague name] , [designation] at [email/phone] .

[your signature]

Gather all your details that need to be in the out-of-office response. Follow the general rules of writing a professional email. 

• Include a good subject line , catchy if possible.
• Add greetings.
• Keep your OOO message short.
• Add pleasantries like “Thank you for reaching out” or “Talk soon” at the end.
• Insert sign-off and signature.
• Proofread your out-of-office message before you hit save.

Tip: Use a proofreading tool to check for spelling and grammatical errors in your emails.

There’s no standard format for writing an out-of-office response, but avoid these practices in your professional out-of-office message. 

Don’t give too much information

Your out-of-office message need not be an autobiographical essay. Use OpenAI or any other  ChatGPT alternatives  and k eep it simple, short, and to the point. You only need to inform people about when you’ll be away, perhaps why, and whom to communicate with in your absence.

Don’t include your colleague's name without their consent

Putting in a co-worker’s name without their approval is unprofessional. You don’t want to get confused and angry calls from your colleague asking why they’ve got extra work with your clients when you are on vacation. So ask your co-worker beforehand and add them if they agree. 

Don’t promise you’ll respond on a date or asap

While it’s a common practice to say, “you’ll respond once you return,” don’t put too much pressure on yourself by giving an exact date or time frame. It will take time to catch up with work, emails, and calls. Don’t make a promise that you might have to break. If you still prefer to include a timeframe, set realistic expectations. 

Reel in the humor and creativity

Want to say you’re going on vacation to detox from the job you despise? Don’t. 

Your attempts to be funny or creative might backfire if a client or supervisor doesn’t share your sense of humor. This doesn’t mean you don’t get to be creative or funny. It’s standard today to have silly out-of-office messages. But assess your position, company culture , and expected professionalism before letting an Icelandic horse write your autoreply . You never know who might read it.

Related: Follow these eight best practices to master email communication .

Set up an out-of-office message when you’ll be gone, no matter how long – or not long – you’re going to be away. This includes when you go on leave for:  

• Vacation 
• Holidays 
• Conferences, workshops, business meetings or trips
• Personal emergencies
• Sabbatical  
• Parental leave

If you’re struggling to find the right words to put in your out-of-office message, borrow one of these ready-made, professional, out-of-office message templates that you can use right away. You can also customize your email based on your needs.

 1. Simple out-of-office message without a reason

Send a standard OOO message without explaining the reason for your absence. 

Subject line: Out of office until [return date] 

Thank you for your email. I am out of the office till [date] and have limited access to my email. 

In case of any urgent request, please contact my colleague [name], [designation], at [email/phone]. 

I appreciate your patience and will respond to your email when I return. 

Sorry for the inconvenience.

[Your signature] 

2. Vacation out-of-office message 

Subject line: On vacation from [date] to [date] ✈️ 

Thank you for your message. 

I am on vacation from [date] to [date] and am taking time off from all devices. I will see your messages when I return.

If you need immediate assistance, reach out to my colleague [name],  [designation], at [email]. 

Thank you for understanding.

Have a great day! 

[Your signature]

Tip: Always thank your senders and end with proper pleasantries. Being courteous makes the reader more receptive to your message.

3. Holiday season out-of-office message 

Subject line: OOO until [return date] for the holiday season 

Season’s greetings! 

Thank you for reaching out. 

I am currently away from my inbox for the holiday season. If your message can wait, I’ll reply once I return on [return date].

If you need any immediate assistance, please contact [name], [designation] at [email].

Wishing you a wonderful holiday season,

4. Maternity/Paternity out-of-office message 

Subject line: Out of office for parental leave till [return date]

Greetings! 

Thanks for your email. Currently, I am out of the office for my [maternity/ paternity/parental] leave.

I expect to return in [month of return/return date]. Until then, I won’t be checking my emails. 

You can reach out to my colleagues for any assistance in the meantime. 

For any queries on [ongoing project name], contact [name], [designation] at [email/phone number].

For [specific task], contact [name], [designation] at [email/phone number].

If your message isn’t time-sensitive, feel free to resend it in  [month of return]. 

Looking forward to connecting with you upon my return.

5. Medical leave out-of-office message 

Subject line: Medical leave till [date] 

Thanks for reaching out. Unfortunately, I am out of the office on medical leave. I expect to return by [date]. 

If you need immediate help, please message [name], [designation] at [email/phone]. They are managing my responsibilities while I am away. 

Thank you for understanding,

Tip: If you do not want to mention parental or medical leave in your email, make sure you tell recipients you will be out of the office for an extended period.

6. Company event out-of-office message

Subject line: Away for a company event till [date]

Thanks for getting in touch. I am currently away from my desk as I am busy at our company’s [event name] from [date] to [date]. 

I’ll check emails periodically and respond as time permits. 

For any urgent queries, feel free to reach out to [name], [designation] at [email/phone].

Your patience is appreciated. 

Best regards,

7. Business trip out-of-office message 

Subject line: Out on a business trip to [city] until [date] 

I am out on a business trip to [place] until [return date]. I will respond to your email when time permits or upon my return.

If you have any urgent matters, please contact [name], [designation] at [email/phone]. 

If you are also in [place], let me know. I would love to connect with you! 

Tip: If you’re going out of town for your trip, and if you feel safe doing so, mention where you’ll be in your OOO message. Let people know you are open to networking with your connections.

8. Conference out-of-office message 

Subject line: Out of office attending [conference name] 

Thanks for the mail. I am currently attending the [conference name] from [date] until [date] with limited access to my emails.

For any pressing matters, reach out to my colleague [name] at [email/phone]. Otherwise, I'm happy to respond to your request when I return.

Sorry for the inconvenience. 

9. Short-term out-of-office message 

Going out of the office for a short period is now pretty common among teams working from home . Use the following template to inform your colleagues you’ll be away for some time. 

Subject line: Away until [time]/Away this [morning/afternoon/evening]

I’m away from my devices for an appointment/personal errand from [time] to [ time]. If your message can’t wait, please reach out to now [name], [designation] at [email/phone]. Otherwise, I will respond to you once I’m back online. 

10. Internal out-of-office message

Email software providers now offer options to send a separate auto-reply to internal teams and external collaborators. Tell your colleagues about your absence with this template. 

Subject line: OOO till [date]. Send your urgent request to [team] 

Thank you for your email, but I am currently OOO until [date]. You can find updates on all [project name] in the [folder name] folder shared with the team. 

Contact my team member [name], [designation] at [email/phone] if you have any concerns or questions. 

Your automatic out-of-office reply messages don’t have to be solely about your absence. You can turn this into a way of engaging with people. Make it informative, memorable, and even fun. The sender won’t be as disappointed to get your auto-reply. And you can create some connections or get some unexpected benefits by adding just a line to your email. Consider using these five ways to do it.

1. Offer a resource and promote your content

Include a resource. It can be a simple blog article or inspiring newsletter recommendation, or a webinar you recently enjoyed. You can also promote your company’s content to get some new readers. Try this template message.

Subject line: Not here, but I’ve got some resources for you!

Thanks for reaching out! I am away from the office till [date].

If you need immediate help, reach out to my colleague [name], [ designation], at [ email].

If your message can wait, I will respond once I return.

Meanwhile, I recommend you check out this excellent article [“article headline] by [name], explaining [subject]. I hope you enjoy it.

Thanks again,

2. Promote your product

For anyone in sales or marketing, nothing is better than promoting their brand or product. If this is you, use your out-of-office reply to do just that. 

Subject line: I’m OOO, but your free guide for [product name] awaits!

Thanks for your message. I am offline from [date] to [date].

Are you reaching out to me to learn more about our [expertise/product/service name]? 

Fortunately, we have ready-made resources to get you started. Read our guide on [product/service] and also see what our customers say about it here [add link]. 

Feel free to reach out to my co-worker [name], [designation] at [email] if you have any urgent queries. 

I’ll get in touch with you when I’m back. 

3. Generate leads

Plug in your newsletter, linkable assets like a downloadable whitepaper, or lead magnets like quizzes in your out-of-office autoreply. It’s one of the simplest ways to work on lead generation while you are away. 

Subject line:  I am out, but I’ve got something for you. 

Thanks for reaching out! I am currently away from work till [date] with no access to my inbox. 

If you need something right now, reach out to [name] at [email]. 

In the meantime, have you read our weekly newsletter [newsletter name + link]? We share exciting stories, updates, and tips and tricks on [subject matter]. I think you’ll enjoy it. Sign up here [link]!

I’ll be sure to respond to you once I return. 

This template is for lead generation via newsletter. You can use it to insert any of your lead generation forms.

Attending an event or going on a business trip? Don’t just tell them you’re going to a conference. Use this chance to network with business partners and acquaintances. You can even allow them to book a time in your calendar for a meeting later. 

Subject line: I’m at [event name] in [place] Are you?/Maybe we can meet at [conference]

I am currently away from my desk attending [event name] at [place] from [date] to [return date]. 

I will respond to your email when time permits. 

If you would like to attend the event, let me know. I would love a chance to connect with you over there. You can learn more about our presence at booth number [x] at the conference.

Or if you’re in [place] during this time, let me know if you wanna grab a coffee together. Contact my colleague [name], [designation] at [email] if your message requires immediate attention.

Talk soon! 

Related: Learn how to harness your personal network with network marketing .

5. Boost your brand's social media

Add a simple line and market your company’s social media account while you’re gone. This works particularly well to hook people if you have a great social media presence. 

Subject line: I am OOO, but did you see our latest post? 

Thanks for the message. I am away from the office till [date] for [reason].

Please get in touch with [name], [designation] at [email] if you have any immediate questions. 

Meanwhile, did you see our latest post on [social media site] ? We shared some pretty interesting info on [subject]. You don’t want to miss it. 

Follow us on [social media links] for more fun stories. 

Talk to you soon,

You can also get creative and funny with your out-of-office replies without going overboard. If your mail can bring a smile to a sender’s face and brighten a stressful day, you create an instant, emotional connection with that individual. After all, humor makes people more relatable and authentic. 

Some of the folks at G2 found some funny and creative out-of-office message examples to inspire you. 

1. Selecting tuxedos for my dog’s wedding

Source: Shreya Mattoo

 It’s not often that you take a day off to select tuxedos for your dog’s wedding. And when you do it, why not tell the rest of the world and get their help, too? The email works because the sender shares their personal and unique situation, humanizes the impersonal mail, and makes it funny.

2. I am at the BEACH

Source: Holly Hunt

Flaunt what you got. If you can be entertaining and amusing without offending, hit the autoresponder to boast a little about your whereabouts and share what you enjoy with a cheeky message like this. The sender is truthful about the fact that they are on vacation but warns the recipient about delayed or inebriated responses. 

3. Busy eating pasta and pizza

Source: Twitter

That’s it. Simple, straight, and frank admission that the person on the other end of the email is less likely than usual to respond.  

4. Contact Casie for any emeowgencies

I'm on vacation. Like, a real vacation. Like, I threatened people that I wasn't taking my laptop vacation. So I'm pretty unlikely to respond before August 1st. 

Now, if you really, really need something, you can try and find someone from the list below to deal with your requests, problems, and crises. Note that [supervisor] is also off during this time, so honestly, the department is currently completely lacking in leadership. Like when I'm there. If you need immediate help, you can contact [name] and Cassie, my cat, for any emeowgencies. 

Now I realize there's a chance that you're still reading this, and I'm starting to wonder if you don't have something better to do. 

I mean, I know it's the last week of July, but if all you're doing is spending your day reading out-of-office replies (and surely not all of them will be as entertaining as this), I feel you need help. But again, try the emails above, I'm not available. 

Still, if you are still reading at this point, I feel I need to reward you. So, a little poetry.

It's just not fair 

Said the overworked Chair 

As he prepared his out-of-office reply 

I give them direction 

With a hint of affection 

But this week, I'm just not their guy 

See ya soon. 

 Source: Twitter

This is a long out-of-office message, but it’s amusing. It teases the person who continues reading the out-of-office reply but softens the blow with a poem at the end. 

5. Get your pet to respond

Now, what’s better than directing your senders to contact Natalie, the cat? A response from the cat. That’s what Raj did with his autoresponder. Raj – I mean – Natalie’s response injects personality into the automatic reply and will earn some laughs. The person who receives it won’t blame the cat for not responding, now would they?  

Here’s a pawfect template you can use if you have a dog:

Subject line : {Name] is away, [Pet’s name] reporting on duty

Thank you for your message! 

[Your Name] is currently out of office for [reason] till [ return date].

Fortunately, I, [your name]’s dog, [pet name], am here to reply to you.

But unfortunately, the only word I know is BOW BOW,

So I can entertain you with BOW BOW BOW BOW and some cute dog videos. [Attached]

If you need any other assistance, please contact [your name]’s colleague [colleague name] at [email]. 

[Pet’s Name]

And don’t forget: you can always outhorse your emails to Icelandic equines to write on your behalf by simply filling out a form. 

6. Chasing storms

Thank you for your email. 

I am currently in Oklahoma chasing storms and will respond to your email when I return to Massachusetts in June. If your email has a time constraint, I will do my best to answer within 72 hours. Otherwise, if you want my attention before then, you must fall into one of four categories: 

• You are a representative from The Weather Channel writing to let me know Jim Cantore has been struck by lightning in a snowstorm, and I am his chosen successor. 
• You would like to adopt my sister. NOTE: we have a strict no-return policy. 
• You are a Nigerian princess writing to let me know you will be depositing $4 million into my bank account and need my bank account number, SSN, and routing number.
• You are President Drew Faust writing to let me know that Harvard wants to make my Atmospheric Sciences program an actual concentration at Harvard and that I get a building named after me (or at least a parking spot named after me.)

Source: Twitter This clever out-of-office message conveys the sender is unlikely to respond to emails that aren’t time-sensitive with a dose of humor and personality. They dissuade people from reaching out by adding humorous situations under which people can send an email, like the Nigerian princess ready to give him money.  Here’s a template for you to create yours in the same manner. Subject line:  I am away, but if you need help…

Thanks for your message. 

I am away from work till [return data] for [reason]. 

For any assistance, please reach out to [name], [designation] at [ email].

If you still think you need to reach out to me for an urgent matter, make sure you fall into one of the four categories: 

• You’ve got tickets to the [band name] concert and want to give one of them to me
• You are a Nigerian princess who wants to deposit $5 million into my account and needs my account number, SSN, and mobile number.
• You sighted a UFO, took pictures and videos of aliens deboarding it, and want me to confirm. 
• You want to adopt my [sibling]; if this is the reason, call me. We have one-day delivery and a strict no-return policy. 

[your signature] 

7. It’s emojis all the way down

If you’re a visual person and your company culture and clientele allow it, you could use cute emojis to convey your out-of-office message, like the one above. The emoji correspondence is simple and effective, makes others decipher what you’re up to, and adds some fun to your autoresponder. 

Remember, not all jokes work, and not all jokes work the same way with everyone. So be mindful of who in your professional circle will be fine with humorous auto-replies and who may not be. You don’t want to have to meet with HR right after your vacation. 

By now, you’re ready with your out-of-office message. Here’s how you can set up your out-of-office autoresponder in different email software.

How to set out-of-office replies on Gmail

If you use Google workspace , follow these steps to set up your auto-reply on Gmail. 

Scroll down to Vacation responder. 

• Click “ Vacation responder on”
• Fill in the dates, subject line, and your simple out-of-office message in the given boxes
• If you want to send an auto-reply to your contacts and people in your organization, click on the respective boxes
• Click “Save changes”

Your out-of-office autoresponder is set. 

Once your vacation responder is on, you’ll get a top bar with an option to end the vacation email like this.

 Click on “ End now”  to turn off the vacation responder.

How to set out-of-office replies on Outlook

If you use Microsoft Outlook for your emails, here are the steps to set up your out-of-office autoreply. 

Source: Microsoft

• Select File > Automatic Replies  
• Select “ Send automatic replies ”
• Click on “ Only send during this time range ” to edit the date and time range
• Type in your autoreply message and click OK . This will turn the auto-reply on for people emailing you from inside the organization
• For those outside the organization, click on the ”Outside My Organization” tab and type in the same message or a different autoreply

You are set for your time off.  

How to set out-of-office messages on Slack

It’s common these days to use instant messaging apps like Slack and Teams more than emails. So consider putting up your out-of-office message on those channels, too. Follow these steps to update your status to out-of-office in your slack :

• Click on your profile picture in the top right of your Slack window. 
• Click on “ Update your status ”
• In the pop-that appears, type in your custom out-of-office status, and then set the time.

How to set an out-of-office message on Teams

The process to schedule an auto-reply in Microsoft Teams is similar to Slack.  

• Click on “ Send replies only during a time period ” to select a date range.
• You can also enable sending automatic replies to people outside your company by clicking on ” Send replies outside my organization ”. You can edit the message you want to send to external contacts. 
• Once you’re done, click save . 

Don’t forget to switch off your autoresponders when you are back if you didn’t set up a time range.

Happy holidays!

Now you’re ready to set up your creative out-of-office email. Use one of our templates, fill in the requisite details, turn on your autoresponder, and put up the message. Remember to check each element of your out-of-office email before you hit save. And one last thing: enjoy your time off – you deserve it!

Still confused? Explore and learn how to write professional emails that people read.

Connect, collaborate, and conduct business with the best email software.

Soundarya Jayaraman is a Content Marketing Specialist at G2, focusing on cybersecurity. Formerly a reporter, Soundarya now covers the evolving cybersecurity landscape, how it affects businesses and individuals, and how technology can help. You can find her extensive writings on cloud security and zero-day attacks. When not writing, you can find her painting or reading.

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Home » Business » Out Of Office Business Trip – Travelling for Business

Out Of Office Business Trip – Travelling for Business

• February 14, 2024

Going out of the office on a business trip is common for many professionals. Being on the road means you’ll be travelling for business, away from your usual work responsibilities and unable to respond as quickly to emails and calls. Setting up an out-of-office message is important to let people know you’re away and provide alternative contacts if needed.

In this article, we’ll look at some examples and best practices for writing effective out-of-office messages when travelling for work.

Table of Contents

Why You Need an Out-of-Office Message

There are several important reasons to use an out-of-office message when travelling for business:

• Let contacts know you’re unavailable – An out-of-office message immediately informs anyone emailing or calling that you’re not available. This sets proper expectations that you may not respond as quickly as usual.
• Provides alternative contacts – Your message can direct people to a colleague or assistant who can help while you’re away. This ensures important queries don’t go unanswered in your absence.
• Reduces overwhelming email build-up – Coming back from travel to an overflowing inbox is never ideal. A message reduces unnecessary emails by informing senders you’re not available to read them.
• Conveys professionalism – Setting up an out-of-office shows colleagues and clients you’re organised and have consideration for people trying to reach you while travelling.
• Gives expected timeframes – You can provide details on when you’ll be back and able to respond. This gives people an idea of when to follow up if needed.

Key Elements of an Effective Out-of-Office Message

To craft a useful out-of-office message while travelling, there are a few key elements to include:

• Dates you’ll be out of office – State the exact dates you’ll be unavailable and out of regular contact. This gives recipients a clear understanding of your timeframe.
• Overview of travel plans – Give a brief explanation for your absence – i.e. attending industry conferences, on a business trip, etc. Don’t provide too many personal details though.
• Alternative contacts – Provide names, emails and phone numbers for colleagues who can assist while you’re travelling. Make sure they’re prepared to handle any calls or emails.
• Expected response timeline – Let people know when they can expect a response from you once you’re back – i.e. within 24 hours of returning to the office.
• Encourage urgent issues to go elsewhere – Suggest any truly urgent messages get redirected to a colleague to handle in your absence. You don’t want pressing issues waiting for your return.
• Mobile phone contact (if applicable) – Optionally include your mobile number as an alternative way to reach you if critical. But only if you plan to check messages while away.
• Thank them for understanding – Closing with a simple “Thanks for your patience while I’m away” sets a nice tone.

Professional Out-of-Office Examples

Here are some example out-of-office messages for different business travel scenarios:

Attending Conferences

I will be out of the office from [start date] to [end date] attending [conference name/event] in [location]. I will have limited access to email and calls during this time. For any urgent requests, please contact [name and contact info] who will be covering for me. I will respond to all other messages upon my return to the office on [date]. Thanks for your understanding, and I look forward to being back in touch soon.

This conveys your attendance at a specific event and lack of full availability while travelling there. It provides an alternative contact and expected response timeframe.

International Business Trip

Thank you for your email. I will be travelling to our [location] office for client meetings from [start date] through [end date]. Due to the time difference and limited connectivity, my response times may be slower than usual. For anything urgent during this period, please reach out to [name] at [email]. I will respond to all emails when I am back in the office on [return date].

This indicates your general unavailability while travelling internationally. It asks for urgent issues to go to a colleague directly.

Multi-City Domestic Travel

I will be travelling to our [city 1] and [city 2] offices for internal meetings from [start date] until [end date] and will have periodic access to email during that time. Should anything urgent come up, please contact [name] at [email] for assistance. I will follow up on any outstanding items when I return to the [city] office on [return date].

Thank you for your patience while I’m away.

This covers potentially limited availability while travelling domestically. It provides an alternate contact and return date.

Extended Business Trip

I will be travelling for several weeks throughout [month] visiting our regional offices across [region]. My access to email will be infrequent during this extended absence. For any time-sensitive requests, please contact my assistant [name] at [email]. I will respond to any outstanding emails upon my return to the [city] headquarters on [date].

Thank you for understanding!

Making clear an extended multi-week trip means responses will be significantly delayed or handed off to others.

Handling Emails Upon Return

Once you’re back from your travels, there are some best practices for catching up on emails:

• Change voicemail and email messages to indicate you’re back and resuming normal availability.
• Scan your inbox and highlight any urgent or time-sensitive messages to handle first. Follow up on those ASAP.
• Categorise remaining emails into actionable tasks versus FYI information. This helps prioritise what needs immediate response.
• Schedule time to respond to emails systematically. Be realistic – don’t overburden your first day back!
• Reply to colleagues who covered requests for you first. Exchange information from your absence.
• If replying to a significantly delayed email, acknowledge the slow response and apologise for the inconvenience.
• Summarise any major developments if many emails relate to the same matter, for clarity.
• Redirect non-urgent emails to others if appropriate. Don’t overwhelm yourself.
• Create a task list and calendar reminders to follow up on outstanding actions needing your input. Don’t let tasks slip through the cracks.

Customising Your Out-of-Office Message

While there are common elements to include in any out-of-office message, it’s also important to customise the message to fit your specific situation.

Travel Duration

If you’ll be gone just a couple of days, keep it brief. For extended trips of over a week, provide more details and alternative contacts.

Type of Travel

If attending events, list the specific conference or meeting. For multi-country trips, note cities and relevant time zones.

Accessibility

If completely unreachable, say so. If you plan to check email periodically, note that availability may be delayed. Set proper expectations.

Company Size

In large organisations, redirect to a team or department. For small companies, name specific individuals covering.

Addressing Contacts

Use a general greeting like “Hello” if responding to external clients. Use first names if writing to internal colleagues.

Keep it professional but friendly if addressing external contacts. Can be more informal when writing to colleagues.

Unique Situations

Some special cases need additional thought when writing out-of-office messages:

Planned Vacation

For a planned vacation, don’t share many personal details. Keep the message focused on contacts and coverage.

Unexpected Personal Leave

Don’t provide specifics if taking unexpected personal leave. Use discretion and keep the message straightforward.

Calling In Sick

No need to list symptoms! Simply say you’re out sick or ill and when you expect to be back.

Mention fulfilling a civic duty, without details. Focus on expected return date and alternative contacts.

The key is shaping the message to your particular scenario while following standard best practices.

Further Actions Upon Your Return

Once back from travel, apart from the actions above, you should also follow up with key stakeholders:

• Email the team members who covered for you with a thank you and update on any deliverables or open items. Offer to meet 1:1 to exchange information if helpful.
• For important clients or external stakeholders, send a quick note that you’re back and looking forward to reconnecting. Briefly recap any key points from your travels relevant to them.
• Connect with your manager and fill them in on your trip – key takeaways, problems that arose, and areas you need support. Offer to provide a formal debrief.
• Look at your calendar and make sure you’ve rescheduled any meetings that were cancelled or postponed.

Following up demonstrates you’re engaged, appreciative and ready to resume normal work duties.

Avoiding Travel Burnout

Frequent business travel can lead to burnout over time. Some tips to maintain work-life balance:

• Strategically group trips together when possible to maximise time in the office between travels.
• Schedule buffer days between trips and workdays to catch up on sleep and personal tasks.
• Build in some extra personal vacation days post-travel for recovery.
• Set boundaries on availability for non-urgent work matters in off hours and weekends when travelling. Stick to normal work hours when possible.
• Adjust your road warrior schedule as needed if you find yourself becoming exhausted and overwhelmed by travel. Ask for help prioritising trips if required.

With some thoughtful planning, you can craft excellent out-of-office messages for business travel and minimise disruption to your colleagues, clients and you!

Tools to Automate Out-of-Office Messages

While you can manually set up out-of-office messages in your email client before travelling, there are also some handy tools to help automate the process:

Email Signatures

Many email signature tools like WiseStamp allow you to create pre-set out-of-office autoresponders that activate based on custom dates. This automatically sends your message.

Email Management Platforms

Solutions like Yesware, Hubspot and Outreach help you schedule and send automatic out-of-office emails to select contacts. Useful for sales teams.

Mobile Apps

Apps like Google Calendar, TripIt and OutOfOffice automatically set your out-of-office by syncing with your calendar. Just add your travel dates.

Team Collaboration Tools

Tools like Slack, Teams and Discord allow creating out-of-office notifications for team members seeing your status change while travelling.

Email Plugins

Browser extensions like Boomerang and Mixmax enable one-click out-of-office messages that activate based on calendar dates.

Productivity Suites

All-in-one tools like ActiveCollab, Scoro and Hive allow setting custom out-of-office alerts.

The benefit of using tools like these is saving the manual effort of remembering to toggle your out-of-office on and off. Just set the dates and the technology handles the rest!

Out-of-Office Etiquette

When using your out-of-office message, keep these simple etiquette practices in mind:

• Provide colleagues coverage in advance if possible, rather than just in your auto-reply. Don’t catch them off guard!
• Set and remove messages promptly. Don’t have inactive messages sitting in your inbox confusing recipients.
• Use judgment on sending out-of-office replies to listservs, social media auto-DMs, or mailing lists. This could notify many unintended people!
• Consider tailored messages for key contacts and generic versions for all others.
• If messages will be sent externally, double-check grammar, spelling, branding, etc.
• When back in the office, respond and follow up promptly rather than just turning off your message.
• Avoid TMI (Too Much Information) – keep the focus on logistics rather than personal details in professional messages.

Following basic etiquette helps ensure your messages are thoughtful and effective!

Key Takeaways

• Craft unique out-of-office messages tailored to your specific travel situation and company
• Leverage tools to auto-activate messages based on your calendar, reducing manual work
• Upon returning, follow up with key stakeholders and reschedule any postponed meetings
• Use etiquette like giving internal notice, prompt activation/deactivation and avoiding TMI
• Set boundaries to avoid burnout when you have frequent business travel

With preparation and forethought, you can set professional out-of-office messages while travelling for business. This ensures minimal disruption to your colleagues and clients. It also makes returning to work smoother.

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What’s an out-of-office message?

When do you need an ooo message, what should you include, what to avoid when writing an out-of-office message, 11 out-of-office message examples, keep communication channels open.

Everyone takes time away from the office at some point. Whether it’s for professional development , to recover from an illness, or to enjoy a well-earned vacation , sometimes you won’t make it in.

And while it doesn’t always feel that way, busi ness goes on without you. It’s your responsibility to ensure that operations run smoothly, even when you’re not there. 

An OOO message is an automated response, typically via email, to any correspondence you receive while away. Aside from being good email etiquette , a simple OOO message serves two purposes: it manages expectations and prevents you from becoming overwhelmed when you return. 

Email is the primary means of business communication for 62% of clients and 31% of colleagues . Because so many people use this communication method and know others do, too, they expect a timely response. Your OOO email also:

• Keeps communication channels open while you’re away
• Acknowledges a contact’s need
• Lets people know why you’re away, for how long, and who to contact in your absence 

And with so many people working hybrid nowadays , not everyone may be aware you’re away. Your auto-response keeps colleagues who work asynchronously in the loop and identifies support and resources to maintain their schedule in your absence.

OOO emails also prevent you from becoming overwhelmed when you return to the office. Most people dread taking time off for fear of returning to a mountain of work , but an OOO message redirects general inquiries to coworkers and keeps your inbox from overflowing.

When you return, the only issues you should find will be low-priority or matters only you can resolve, making prioritization much more manageable.

Generally, you should implement an automatic reply anytime you won’t be able to answer emails for an extended period of time.

And if you regularly deal with urgent matters that require a short turn-around time, you can use a temporary OOO notification in your workplace communication platform (like Slack or Teams) to notify coworkers and clients when you’re away from your desk.

Occasions that call for an OOO message include the following: 

Vacation leave

Conference or workshop

Parental leave

Company event

Doctor’s appointments that take up half a day or more

Mental health day

Business trip

Personal leave

Consider an OOO reply an official business correspondence and write it as professionally as any other work email . The optimal length of an email is between 50–125 words , so keep it short and sweet. 

Your OOO message should include the following:

A precise, attention-grabbing subject line

A friendly, general greeting to start the email

The end date for your leave (you can add your expected return time if you're at an appointment)

The reason for your absence, if you feel like sharing

Contact information for colleagues available to assist, including name, email address, and phone number if necessary. If multiple coworkers provide coverage in your absence, explain how and when to contact each one

Your sign-off and signature to close the email

Some email platforms allow you to segment your auto-responses depending on whether the person writing is an internal colleague or external contact. Consider increasing the details of your message depending on your audience, if your email provider allows it. 

Remember that an OOO message’s goal is to ensure the smooth operations of your team, department, or company. To do so, you need to avoid the following practices.

Offering too much detail

Your OOO should be direct and to the point. Avoid adding unnecessary or personal details — you don’t want to lose the most important information, like coworker contact details, in other content.

And if you’re off work for a personal reason, don’t feel you need to say why you’re gone. The most important parts of your message are the dates you’re out and who to contact in your absence. 

Using your coworker as a contact without their consent

Ask before adding your colleague’s name to your auto-reply message to ensure they have the resources to take on extra work while you’re away so no one feels blindsided or frustrated. 

Setting unrealistic expectations

Don’t offer tight timelines if you can’t deliver. You’ll need space to catch up when you return to the office, so avoid saying you’ll answer your emails immediately or by an exact date. 

And avoid putting undue pressure on your point of contact. Don't tell clients your backup is available for immediate help. Instead, offer realistic timelines so your coworker can better organize their schedule to limit disappointing others .

Using off-brand messaging

It can be tempting to inject a little humor into your OOO, especially if you’re going on vacation. That’s alright, but keep it professional.

You never know who might be reaching out, such as a potential client. Your message could leave a negative impression if they don’t share your sense of humor. 

Here are eleven OOO examples for nearly every situation. Copy and paste them into the out-of-office autoresponder as is, or use them as message templates to customize your own emails.

1. Simple out-of-office message

Short. Professional. To the point. This example is all you need to communicate your absence.

Subject: Out of office – April 30th–May 18th

Thank you for your email. I’m away from the office and have limited email access until May 18th. In case of an emergency, contact [your coworker’s name] by email at [their email] or via phone at [their phone number].

I look forward to speaking when I get back. 

[your name]

[your role]

2. Vacation

Your manager has approved your vacation leave request — perfect. Now, you need to craft an appropriate OOO. Be sure the tone of your response matches its intended audience.

Subject: Beach vacation – OOO start date: July 2nd 

Greetings from Punta Cana!

I’m currently enjoying the sun, sand, and surf of the Caribbean. Unfortunately, those three things don’t mix well with electronics, leaving me without access to my cell phone. If you need immediate support, contact [your coworker] at [their email]. I’ll be back in the office on July 25th and look forward to speaking with you then.

Have a great day,

3. Informal

Just because you’re a professional doesn’t mean you can’t have a funny OOO message for friends at work. A light-hearted auto-response is fine if it aligns with your office culture.

Subject: Championship hoops day – OOO

Good afternoon,

It’s Middle-School March Madness! 

I’m out of the office for the remainder of the day, encouraging my point guard extraordinaire as they compete in their championship game. Even if I throw out my back trying to outdo the cheerleading squad, I’ll return phone calls and emails when I return on Monday morning.

Until then, please contact [your coworker’s name] with any urgent matters at [their email]. 

Enjoy the weekend. Go Wildcats!

4. Paternity/maternity leave out-of-office message 

Because you’ll be away for an extended period, your paternity or maternity leave OOO message needs to make it clear that you’re not accessible by phone or email and provide alternative sources of assistance. 

Subject: Baby Aesha has arrived – out of office September 23rd–February 28th

Thanks for reaching out. I’m away from the office for my paternity leave , returning on February 28th. During this time, I’ll be in full-time parent mode without access to company email.

My colleagues are available to assist you until I return.

Please contact [your coworker’s name] to coordinate any website updates at [their email]. In my absence, [your coworker’s name], [their email], is taking over all social media accounts.

Thank you for your understanding. I look forward to speaking with you when I return. 

5. Short term

Having to run out for an appointment is quite common. Let your coworkers and clients know you’re away but will reconnect ASAP.

Subject: Out of office until 2 p.m. – dentist appointment

I’m away from my desk from 12–2 p.m. this afternoon for a dentist appointment without access to my electronic devices. Don't hesitate to contact [your coworker’s name] at [their email] for help if your message is urgent. Otherwise, we can connect when I return.

Enjoy the day,

6. Sabbatical

If you’re lucky enough to work for a company that offers sabbatical leave , you can let your contacts know you’ll be away for an extended period and how you plan to spend your time.

Subject: Earning my MBA – sabbatical leave, OOO until May 8th

I’m happy to let you know I’m currently on sabbatical to focus on completing the final three credits of my MBA. I expect to be back in the office on May 8th. [your coworker’s name] is taking over my duties until I return. You can reach her at [their phone number] or [their email]. 

I look forward to speaking upon my return.

7. Medical leave

If you have to call in sick or will be away due to a medical procedure, you can add this information to your message, but there’s no need to go into detail about your condition. 

Subject: Medical leave – OOO until June 5th

I appreciate your message. Unfortunately, I’m away on medical leave until June 5th. While I’ll check messages as my return date gets closer, please consider contacting [your coworker’s name] for assistance with your recruiting needs at [their email] or by phone at [their phone number]. Thank you for your consideration, I look forward to reconnecting upon my return.

Policy surrounding time off during the holidays varies between companies. It could be a good idea to create an autoresponder email message letting coworkers and clients know about your availability in the days leading up to and after the celebrations.

Subject: Seasons greetings – office closure, December 23rd–28th

Happy holidays!

Our office will close for Christmas celebrations at noon on December 23rd and reopen for regular business hours on the 28th. I’m available by phone in case of an emergency at [your phone number]. Otherwise, I’ll speak with you again when I return.

9. Conference

If you’re away at a professional conference or workshop, you can invite your network to join you using your OOO email. 

Subject: OOO until May 10th, attending Core Mining Conference 2023 – join me in Chicago!

I’m sorry I missed your message. I’m currently attending the Core Mining Conference in Chicago until May 10th. I’ll occasionally check email, but if you need urgent assistance, you can speak to my assistant, [your coworker’s name], at [their email], or [their phone number].

If you’re at the conference and would like to meet, you can find me at Booth 315 or call [your phone number]. I’d love to connect.

10. Lead generation

Put your OOO response to work by prompting recipients to sign up for your company’s newsletter, webinar, or other business offerings.

Subject: Away from the office – return date: March 14th

Hello, I’m sorry I missed you,

I’m away from the office attending an industry workshop with limited email connectivity until March 14th. If you need urgent assistance, contact [your coworker’s name] at [their phone number] or via email at [their email]. 

In the meantime, why not sign up for our weekly newsletter analyzing the latest promotional trends? Our expert team will keep you updated on what’s happening in the world of marketing technology, tactics, and approaches so you know how best to target your audience.

Sign up today!

Best wishes,

11. Social media

Social media is a powerful tool to keep contacts up to date on your company’s activities, even when you can’t speak to them personally. Adding promotional channel links to your automatic email notifications builds an invested, engaged audience.

Subject: OOO until August 12th, but have you seen our latest Instagram post?

Hey there, sorry I missed you.

I’m away from the office for personal reasons until August 12th. Please direct your inquiries to [your coworker’s name] at [their email address] until my return.

Meanwhile, why not check out our Instagram stories and posts for updates about our workshops and to see behind-the-scenes progress on our ongoing projects? 

Good communication is essential to the workplace . Your OOO message demonstrates respect for everyone impacted by your absence and your desire to be helpful even when you’re away from your desk. 

That sends a powerful message, no matter how you deliver it.

Allaya Cooks-Campbell

With over 15 years of content experience, Allaya Cooks Campbell has written for outlets such as ScaryMommy, HRzone, and HuffPost. She holds a B.A. in Psychology and is a certified yoga instructor as well as a certified Integrative Wellness & Life Coach. Allaya is passionate about whole-person wellness, yoga, and mental health.

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13 out of office message examples to steal for your next vacation

When I was "super cool high school" Liz — a rowing, track-running theater nerd — the lead-up to going on holiday break during the school year was always so relaxing, festive, and packed with shenanigans with my friends. 

Back then, all I had to do was:

• Knock out a few mid-term exams
• Look like a yuletide baller in an ugly sweater or three
• Attend a handful of class holiday parties
• Exchange super cute gifts with friends (and my crush-of-the-month 😍)

It was as if I had a one-way ticket on the stress-free express to Vacation Town, population me. Now, it's a little bit of a different story. 

Going on vacation as an adult with a full-time job is no easy task. Often, you're burdened with the knowledge that you need to double, triple, or quadruple up on whatever work you need to get done ahead of your absence.

If your leave is extended or longer than usual — for example, if you're going on parental leave , due to the arrival of a child — you'll also likely have to write up coverage plans for others to take care of your usual duties while you're out.

🔎 Related: Toxic lies we tell ourselves as leaders when we go on vacation

Whenever I find myself in these pockets of time, when I'm tirelessly prepping to actually take a break from work, I will always have a flicker of a moment, a split-second where I wonder, "Is all of this extra effort worth it?"

Of course, the moment I turn on my out of office reply...

...I know the answer to that self-doubting question is unequivocally yes .

Because I'm a total drama queen, however, I just love when I'm able to come up with some fantastic, memorable out of office reply message people will receive while I'm gone. Anyone else feel that way?

I'm going to assume yes, if you've landed on this article. 

Unfortunately, sometimes what I wish I could put as my out of office reply...

...is not what some would consider terribly professional, no matter how accurate or truthful it might be.

...or friendly enough.

So, to help myself out (and you, our beloved audience, by extension), I'm going to share some of my favorite professional, memorable, and (sometimes) super funny out of office reply examples we can all use when we take our next break.

But first... 

What should an out office office reply include?

No matter how creative, zippy, plucky, or "Dang, I wish I had thought of that!" your out of office reply is, it will be a total failure if you don't include the following:

• The date you leave will begin
• The exact date you will return
• Expectations about returned correspondence 
• Points of contact while you're out (if your office is open while you're out)
• Guidance that the entire office is closed (if everyone is away on holiday)
• Whether or not you will have some or limited access to email (or have zero intent to check your email at all)

Basically, if someone is reaching out to you, you can't sacrifice meeting their expectations for the sake of winning at the out of office message game. If you miss any of these points (as applicable) in your out of office message, you'll increase the risk that someone will bother you while you're out to get a resolution. 

1. The standard professional "just the facts, ma'am" out of office message

Subject: Out of office until [DATE]

Hello, everyone —

Thank you so much for reaching out to me. Currently, however, I am out of office from [DATE] until [DATE] [for VACATION/CONFERENCE/etc. - optional] with [limited/no access] to my email. If your matter is not urgent, please know that I will follow-up with you as soon as I return, although my response may be somewhat delayed as I work through my missed messages.

If, on the other hand, you require immediate assistance, please contact [NAME] at [EMAIL ADDRESS] or [PHONE NUMBER]. If you need assistance with [FOCUS AREA] specifically, please contact [NAME] at [EMAIL ADDRESS] or [PHONE NUMBER].

[YOUR SIGNATURE]

🔎 Related: Should you buy email marketing lists in 2020 and beyond?

2. Professional (but more casual and friendly) out of office message

Subject: Oops! I'm out of office until [DATE]!

Well, hello there! 

While I'm so excited to hear from you, you've unfortunately caught me while I'm out of the office [for VACATION/CONFERENCE/etc. - optional], [DATE] to [DATE], with [limited/no access] to my email.

If what you need from me isn't time sensitive, great! I'll get back to you as soon as I return. (Although you can expect a small delay, since I think we all know how time-consuming responding to all missed messages can be.)

Now, if your matter is urgent, don't panic. All you need to do is reach out to [NAME] and [EMAIL ADDRESS] or [PHONE NUMBER] and they'll take care of you. 

Look forward to talking soon!

3. Entire office is closed out of office message

Subject: [COMPANY NAME] closed until [DATE]

Hi there, 

Thank you so much for contacting me. Currently, our entire office is closed for [REASON], from [DATE] to [DATE]. During this time, [SET COMMUNICATION EXPECTATIONS]. 

If your matter is not time sensitive, there is no need to take further action. I will return your message as soon as possible, upon my return. If you have an urgent issue, please [PROVIDE CONTACT INFORMATION OR GUIDANCE].

We look forward to assisting you and we return! 

4. Extended parental leave out of office message

Subject: Away on parental leave until [DATE]

I'm so sorry I missed your message, but it's for good reason — we recently welcomed a new child to our family and I am currently out on extended parental leave from [DATE] until [DATE]. 

As I learn the joys of being a new parent (running on little to no sleep!), the talented [NAME] will be taking over my duties in my absence. [NAME] can be reached at [EMAIL ADDRESS] or [PHONE NUMBER].

I look forward to reconnecting with you when I return! 

5. Promote some of your rockstar content out of office message

Subject: I'm so sorry I missed you!

Why, hello there! 

While I'm so excited to chat with you, unfortunately, you have caught me while I'm out of the office. Currently I am away [ON VACATION, FOR CONFERENCE NAME, et.c], from [DATE] to [DATE], with [limited/no access] to my email.

If my absence has left a [YOUR NAME]-shaped hole in your heart, here are a few of my favorite pieces of content by yours truly to tide you over until I get back:

Look forward to reconnecting when I return!

Sincerely, 

6. Personal video with an animated thumbnail for an out of office message

One-to-one videos you record with a simple software like Vidyard's free Google Chrome extension are a fantastic, personal addition to an otherwise ho-hum out of office reply. 

In fact, for this example, I'll give you a sneak preview of what my upcoming out of office reply email will be:

Subject: Until next year, folks!

Greetings and festive salutations, friends!

I know you were hoping to catch me, but...

(I hope you can forgive the cave-like lighting, I recorded this while burning the ye olde midnight oil to prepare for my vacation.)

Anyway, I'm currently out on holiday through the end of this year. Much like Ahhnold, "I'll be back" bright-eyed and bushy-tailed the first week in January. 

In my absence, you can keep up with me through our thrice-weekly email newsletter, THE LATEST , which I will still be writing throughout the break. Also, don't forget to browse our learning center for the latest digital sales and marketing insights . (We publish every day, even on holidays!)

OK, I'd love to stick around and chat, but my egg nog is calling to me. Can't wait to catch up in the new year!

Liz Moorehead

Of course, this is very much in line with my tone and personality, so when you do your video, make your message a personal and authentic reflection of you! (This is a great option if you work in any sort of client-facing or audience-focused capacity.)

🔎 Related: Email marketing mistakes you need to stop making immediately

7. Bad news/good news out of office message

Subject: Oops...

Bad news: I know you were excited to chat, but I am out of office for [REASON] from [DATE] to [DATE], with [SOME, LIMITED, NO] access to email. 

Good news: If your matter is urgent, I've still got you covered. All you need to do is reach out to [NAME] and [EMAIL ADDRESS] or [PHONE NUMBER] and they'll take care of you. 

Talk to you soon! 

8. Lead generating out of office message

Subject: I've got bad news

I know you were hoping to reach me, but I am currently out of office for [REASON] from [DATE] to [DATE], with [SOME, LIMITED, NO] access to email. If you need immediate assistance in my absence, reach out to [NAME] and [EMAIL ADDRESS] or [PHONE NUMBER] and they'll take care of you. 

Also, have you heard about our new [NEWSLETTER, CONTENT OFFER, etc.]? I'm so excited because it [SHARE DETAILS ON THE CONTENT PIECE AND WHAT SPECIFIC PROBLEM IT SOLVES FOR, FOR YOUR AUDIENCE]. You'll definitely want to [SIGN UP, DOWNLOAD, OTHER CALL TO ACTION] today. And if you have any questions about it, simply reply to this email, and I'll get back to you as soon as I return.

What's with the subject line? Something like that is more likely to increase open rates if you're looking to generate any leads while you're gone. (You can't covert leads if they don't open your email, right?)

9. Out of office message in pithy haiku form

Subject: Away, I have gone

Away, I have gone

Quite unreachable for now

Vacations are dope

P.S. Poetic urges aside, I will return on [DATE]. You can reach out to [NAME] and [EMAIL ADDRESS] or [PHONE NUMBER] if you need any help before then.

10. Totally honest out of office message with a touching note of humanity

This is a real out of office message our CEO, Bob Ruffolo, used earlier this year. I would be remiss if I didn't share this as an all-star example of an out of office message that is human, authentic, thoughtful, unique, and still checks all of the essential OOO boxes. 

Amazing, right? 

11. Traffic-driving out of office message

Subject: Uh oh... 

Since I don't want to leave you empty-handed, however, here is some of our best content and resources for our top [THREE, FIVE, etc.] topics:

• [LINK TO FEED OF BLOG CONTENT ON SPECIFIC TOPIC]

If you have any questions on anything you find above, don't hesitate to reply to this email, and I'll respond as soon as I return. 

Much like the lead-generating email, you'll want to get a little more "intriguing" with your subject line to increase click-throughs. Additionally, this tactic will only work if your blog articles are tagged by subject matter. 

12. The tumbleweed out of office message

Subject: I'm sorry to report...

...this is the vacant space where my usual response would be, as I'm currently out of the office for [REASON], from [DATE] to [DATE], with [SOME, LIMITED, NO] access to email. 

Look forward to catching up when I return!

🔎 Related: 18 email marketing best practices you need to know for 2021

13. Advice-seeking out of office message

Subject: I may need your help

OK, I need to be honest with you.

You're receiving this message because I am currently out of office for [REASON] from [DATE] to [DATE], with [SOME, LIMITED, NO] access to email.(Don't worry, if you need immediate assistance in my absence, reach out to [NAME] and [EMAIL ADDRESS] or [PHONE NUMBER] and they'll take care of you.)

Still, I know myself. There's a good chance I'll periodically undermine this much-needed break of mine by checking my email when I shouldn't be. 

So, if you're feeling so inclined, reply to this email with your favorite tips for staying on vacation while on vacation or for recharging when you're taking a break from work. Hopefully it will inspire me to put down my phone in my weak moments!

Anyway, I look forward to catching up when I get back. 

Don't forget to really take a break

In case you're wondering, yes, that last suggestion is something of a cry for help, heh. I am not the best at being on vacation, but I also know I'm not alone. That's why my parting words to you in this article is a strongly-worded reminder that you absolutely must truly unplug once you turn your out of office message active. 

While it can be hard to feel like you can truly step away — especially if you have a nagging fear of others realizing they "don't need you" while you're gone — you can only be effective and valuable in your current role if you take your vacations and breaks as seriously as you do your work.

Burnout is considered a genuine medical condition , and this pandemic has not done us any good, in terms of being able to better draw lines between our work lives and our personal ones. Moreover, if you're in a position of leadership, your people are watching — if you demonstrate that "going on vacation" means you're still checking in, still doing work on occasion, and so on, they'll never feel as if they can truly take a break, as well. 

So, go on. Take a break. A real one. You've earned it.

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• Out of Office Message Examples: A Guide for Every Occasion

Ever feel like you’re constantly playing email catch-up? That’s where a stellar out-of-office message comes in. It’s like a mini-vacation announcement for your inbox, letting everyone know you’ll be unreachable for a while and giving them a game plan for what to do in your absence. A good one keeps things smooth for you and your contacts – win-win! Let’s dive into the key ingredients and some useful examples to craft the perfect out-of-office message for any situation.

Out-of-Office Email Must-Haves

An effective out-of-office reply acts like a digital door hanger, letting everyone know you’re temporarily unavailable. It keeps your contacts informed and avoids confusion while you’re away. Here are the essential ingredients to craft an out-of-office (OOO) message:

• The When : Clearly state both your start date and return date . This lets everyone know exactly when you’ll be unreachable and when to expect you back in the email loop.
• The Why : Feeling like sharing? Briefly mention the reason for your leave . This could be a vacation, conference attendance, personal leave, or anything else relevant.
• The Inbox Status : Be upfront about your email access. Will you be checking periodically, or is your inbox on total vacation too? Knowing this helps your contacts manage their expectations and avoid unnecessary follow-ups.
• Who to contact: Provide the name and contact information (email or phone number) of a trusted colleague who can handle urgent matters in your absence. This ensures your contacts have a reliable point of contact in case of immediate assistance.

Out-of-Office Message Examples: Craft the Perfect Reply for Every Disappearance

Need some inspiration for your out-of-office replies? We’ve got you covered. Check out these examples for different scenarios, from quick getaways to conference adventures. You can change them as you like and infuse a bit of your personal style.

I. Keeping it Classic (and Clear):

Basic But Brilliant:

“Thank you for your email.

I will be out of the office until [date] and may have limited access to email. I will respond to your message upon my return. Thank you for your understanding.

[Your Name]”

Internal Crew:

“Hi team, Please note that I will be unavailable by email until [date]. For urgent needs, please contact [colleague name] at [colleague email].

Regards, [Your Name]”

External Contacts:

“Dear [Name],

Thank you for your email. I am currently unavailable until [date] and will have limited email access. For urgent inquiries, please contact [company name] at [general contact information].

II. Diving Deeper (for Extended Absences):

Business Trip:

I am on a business trip from [start date] to [end date] and may have limited access to email and phone calls. For urgent matters, please contact [colleague name] at [colleague email]. I will respond to your message upon my return.

Best regards,

Holiday Out of Office:

I am out of the office on holiday leave until [date]. I will have limited access to email during this time. For urgent matters, please contact [colleague name] at [colleague email].

I wish you a happy holiday season and look forward to connecting upon my return.

Extended Period:

“I will be away from the office on [reason for leave] from [start date] to [end date]. I will have limited access to email during this time.

For urgent matters, please contact [colleague name] at [colleague email].

I appreciate your understanding,

III. Adding a Touch of Fun (Keep it Professional!):

Holiday Cheer:

“Thank you for your email,

I’m spreading holiday cheer until [date] and my inbox will be overflowing with good tidings upon my return. Don’t hesitate to contact [colleague name] at [colleague email] for any urgent matters.

Happy Holidays!

IV. Additional Examples:

Maternity/Paternity Leave:

“Welcome to the world, little one!

I’m on parental leave until [date], bonding with my new arrival. Emails might take a backseat to diaper duty, but [colleague name] at [colleague email] can assist with urgent matters.

Thanks for your understanding.

Short Meeting/Event:

“I will be unavailable due to a meeting today until [time]. Emails may be delayed, but I will be back online shortly. For anything critical, please reach out to [colleague name] at [colleague email].

Unexpected Absence:

“I apologize for any inconvenience, but I am unexpectedly unavailable due to [brief explanation] and won’t be able to give an immediate response till [date].

For urgent matters, please have the following contact details:

[colleague name] at [colleague phone number].

Medical Leave:

Thank you for your email. I am currently on medical leave until [date] and won’t be able to answer emails

[Optional: Briefly explain the reason for your leave, while maintaining privacy.]

For immediate assistance please contact [colleague name] at [colleague email].

I look forward to returning to my inbox and catching up on messages upon my return.

Thank you for understanding.

Sincerely, [Your Name]

How to Create Automated Replies in Your Email Account

Automated replies (also called out-of-office messages) are easy to setup. Here’s a quick guide to setting them up for both Gmail and Outlook:

• Compose Your Message: First things first, draft the message you want to send in your absence. Think of it as a friendly note letting folks know you’re unreachable and how they can handle urgent matters.

• Activate Your Autoresponder: Head over to Gmail settings (the cogwheel icon in the top right corner). Click “See all settings” and navigate to the “Advanced” tab. Under “Templates,” enable “Canned responses (templates)”.
• Set the Rules: Now for the magic! Go back to Settings and click “Filters and Blocked Addresses.” Select “Create a new filter” and define the criteria for when you want the auto-reply to trigger (e.g., all emails, emails from specific senders).

Head over to Settings > Mail > Automatic Replies, and turn on automatic replies

Set the Dates and type your message: Choose one of the templates are craft it according to your situation. Choose how long to keep your autoresponder email message active by selecting starting and finishing dates.

Save and Exit: Once you’re happy with your messages, click “OK” to activate your automated replies.

Conclusion: Don’t Be a Ghost in the Inbox Machine

With a proper out-of-office message and these extra tips, you can disappear from your inbox with confidence. No more email mountain upon your return. And your contacts will know exactly who to turn to for urgent matters. Now go forth and take your well-deserved break – your inbox will be waiting patiently for your return.

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Top 6 examples of professional out-of-office messages [Example templates inside]

Best templates to help you craft effective automated emails for when you’re out of the office

Setting an auto-response out-of-office email is probably not the first thing on our mind before we jet off on holiday. But if we don’t do it, we risk eroding the trust between ourselves and our customers and partners. It’s important to remember that response time is a non-verbal sign that shows clients and business partners how responsible and professional a company is.

It’s crucial for clients to feel as if they can rely on you if they have an urgent request. Before taking time off, you need to create an out-of-office email response. Let your clients and business partners know that you are currently unavailable, but will be back soon. They, understandably, expect you to reply promptly… but everybody is entitled to some time off.  Just remember keep your contacts in the loop.

Discover the essential components of the best out of office message, uncover tips for composing a compelling out-of-office email, and read ready-made examples and templates of a truly effective automated emails. By the end of this article, you'll be equipped with all the must-know information to create an outstanding out-of-office message that leaves a lasting impression on your recipients. So without further ado, let's dive right in!

What is out-of-office message?

An out-of-office email (also known as an "away message" or "vacation message") is an automatic email response that is sent to people who try to contact you while you are away from your office or unavailable. Vacation message typically informs that you are away and provides information on when you will return and how to contact someone else in your absence.

Some email systems have a built-in feature for setting up out-of-office messages, while others may require you to set up a rule or filter to automatically send the message when you are away.

What to include in your out-of-office email

When writing your best out-of-office email, it is important to include the following information:

• The exact dates you will be away . Let people know when you will be unavailable so they can plan accordingly. This will help them adjust their expectations and avoid any frustration or confusion.
• Your expected return date. This will give people an idea of when they can expect a response from you. It also helps them to plan when to reach out to you again.
• The reason for your absence. This is not obligatory, but bear it in mind. The thing is, people might still attempt to get in touch with you if you’re on a business trip or at a conference. They are less likely to try to contact you if they know you’re on vacation.
• The people who can assist a client while you’re away . Provide names, phone numbers, and email addresses so that colleagues and clients can keep in touch in case they need urgent help. This ensure that your clients, and partners can still get the support and information they need, even if you are not available.
• Urgency instructions. Provide instructions on how to reach you in case of emergency or high importance matter.

Basic out-of-office email template

To assist you in crafting an effective message, we present two examples of basic out-of-office email templates below. These templates can be customized to suit your specific needs, providing a professional and informative response that keeps everyone informed while you're away.

Basic out-of-office email template - Example 1

Email subject: Out-of-Office: [Your Name]

Thank you for your email. I will be out of the office from (day/month) to (day/month) and will have limited access to email. If you have any urgent questions, please contact [Name] at [email] or [phone]. I will do my best to reply to your email as soon as I can.

[Signature]

Basic out-of-office email template - Example 2

Email subject: Away from the Office: [Your Name]

I'm writing to let you know that I'm currently out of the office on vacation and will not be checking my email until [date of return].

During my absence, I won't have access to my inbox and will be unable to respond to your message. However, if you require immediate assistance, please contact [alternate contact person's name and email address]. They will be happy to assist you.

Upon my return, I will make it a priority to reply to your email as soon as possible. I appreciate your patience and understanding in the meantime.

Best regards,

[Your Name]

Remember to tailor these templates to reflect your own personal style and ensure they accurately convey the necessary information for your specific circumstances.

But you can do better than that. Surprisingly, you can get so much more out of such a simple out-of-office letter. A good out-of-office message can serve as a tool to generate leads, promote content, and help you stand out by showing off some creativity.

It might seem difficult at first, but we’re here to explain how to do it.

Creative out-of-office message templates

Using an out-of-office email template can save you time and ensure that your message is professional and informative. Remember to customize the email template to fit your specific needs and stick to industry standards.

Take a look at the following tips and tricks and six examples of away messages to make your automatic responses more effective:

1. Promote Content

Use your absence as an opportunity to show off to customers and peak their interest in your content. Sending an out-of-office email is a good way to provide clients with more details about your business. Offer a link to an interesting online resource that your company has developed, like a blog post. This way, recipients are made aware of which lines of business your company are actively engaged in.

By knowing more about your activities, customers are more likely to trust your company. In turn, your company’s outreach increases.

Promoting Content Out-of-office email template

I hope this email finds you well. I’m out of the office right now but will get back to you as soon as possible. Expect a reply next Monday. For urgent matters, you can email or call [Name] at [email and phone number].

In the meantime, we’d like to keep you up to date about our latest news, upgraded features, some useful CRM tips, and beyond. Visit our blog https://nethunt.com/blog/ , find something of your interest, and enjoy the articles which we update regularly. Improve your productivity, and make your sales management more effective.

Thank you for being with us!

2. Generate Leads

When we set an out-of-office, we don’t immediately think of lead generation. However, it is a good opportunity to this end. For instance, you could encourage attendance for a webinar or future event, suggest sign-ups for online courses, give links to book downloads, or point recipients in the direction of any other product or service you are pushing. As well as informing the recipient of your unavailability, you are encouraging them to act.

Generating leads Out-of-office email template

It’s great to hear from you. I’m currently out of the office until mm/dd with limited/ no access to my email. Anyway, feel free to contact [email] in case your request is urgent.

While I am out of the office, here’s our awesome e-book on “ How To Choose The Right CRM For Your Business ”. It’s free; enjoy it!

I’ll be sure to get back to you when I return on mm/dd.

3. Build Trust

Not being in the office doesn’t necessarily mean you can’t develop your brand’s reputation. To do this, offer a link to some reviews about your product. In doing this, you drive traffic to your website and leave a good impression of your company… providing the reviews are positive. Here’s an example of this method:

Building trust Out-of-office email template

Thanks for reaching out. Unfortunately, I’m out of the office from [day/month] to [day/month] with limited/ no access to email. If your question can wait, I’ll be responding to any emails I miss when I return. If not, contact [Name] at [email] or [phone] and he/she will take care of your request.

If you’re interested in our [product/service]. Great! Read what our customers are saying about how awesome their experience has been – https://www.g2.com/products/nethunt-crm/reviews

I’ll get back to you as soon as I can.

4. Encourage Networking

Obviously, not every out-of-office is set for a vacation. You also need an out-of-office if you go on an extended business trip or to a conference. But instead of simply telling people you’re at a business event, why not use this opportunity to encourage networking of new business connections?

Encouraging networking Out-of-office email template

I hope you’re having an A+ [week, month]. I’m out of the office at this great conference [link to the event]. It takes place on [date] at [time] in [city and location].

By the way, [Name], our [Title], will be giving a speech sharing unique experience in [field]. I think you’ll enjoy it.

If you have the opportunity to come, let me know — I’d love the chance to connect with you.

5. Engage in Your Social Media

In the digital age, most of us follow brands on social media. When a client follows a company on social media, it keeps them fresh in their mind and makes them more likely to do business with them. You can set an out-of-office to make it easy for a customer to connect, stay current, and maintain the brand loyalty that social media provides.

Engaging in social media Out-of-office email template

Sorry, you missed me. I’ll be away from the office until [date]. As my inbox didn’t join me on this trip, I will only be responding to emails only when I return. That will be on [date].

For any requests you might have, feel free to reach out our [Title] [Name] at [email / phone].

To keep up to date with what’s happening at [Company], follow us on Facebook/ Twitter/ LinkedIn/ Instagram (You’ll like our posts on Facebook.)

Have a great week!

6. Add a Sense of Humour

Rather than sounding like a boring email robot, you could add a funny tone to your letter. Use a GIF or a meme to joke about what you’re doing on vacation, but remember not to go overboard.

Out-of-office humor email template

Hola, from Spain!

I know you probably don’t want to hear this, but I’m on holiday. I won’t be able to connect with you until [date]. However, there’s good news too: my colleague [Name] will help you with pleasure.

I, in turn, will cheer you up with some sunny photos of this great place where I’m staying.

I promise to write back as soon as I return.

Enjoy your week!

Regards and hasta luego!

So, don’t forget…

Everybody wants to feel needed. It’s always best to set an automatic out-of-office response when you know you won’t have access to your inbox. Take advantage of the examples we’ve shown you and done right, this is a fantastic way to boost loyalty and gain e-commerce sales without being too pushy. Design a message that is funny or thoughtful to help you stand out from the crowd!

Have you ever received or written an out-of-office message that you really liked? If you’re up to sharing them, we’d love to see your favorites.

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How to set up an out of office email or auto reply for emails in a professional environment

What is an out-of-office message.

An out-of-office email (also known as an OOO message) is an automatic reply that can be sent as a response to people, who email you during the times you are away from work. This is very useful to let your contacts - your colleagues, clients, and business contacts - know that you are not available and that the response will be delayed. When you add a proper out-of-office message, you can also let them know whom to contact in your absence, if there is an emergency. It is particularly important to have proper out-of-office messages if you are away for a long period due to an annual vacation or sick leave or other long absences from work. 

When to set up a professional Out-of-office message?

There are times when you will have to spend your days outside of the office, like, going on vacation for holidays with limited or no access to the internet or flying off to a different country to attend a business meeting and working in a different time zone. Before you leave, ensure that you have informed your plans to your team.  Since your Inbox is still receiving important emails from your other co-workers, customers, and other important people, it is professional to set up an out-of-office message with details about your out-of-office dates, and duration, and also define who will be your backup while you are gone. 

Every time you receive an email, an automatic reply will be sent to the sender informing them about your absence - based on your out-of-office settings. If the same sender repeatedly sends you emails, you can control the interval in which the out-of-office auto-response is sent to the users. 

What to include in your Out-of-office message?

• Be polite and thank the sender. 
• Specify the dates you are away. 
• Include the details of the contact person to reach out in case of emergency. 
• Close with a greeting. 

Best practices for drafting an out-of-office message 

• Tell your readers when your trip will be over and give them the date you'll be back in the office. Also, it is absolutely unnecessary to mention the starting date of your trip. 
• Mention the person whom they can contact in your absence if they are in need of urgent assistance. 
• Make sure that your content suits all kinds of audiences, from a work superior to a friend. Following the  email etiquette rules helps you draft proper emails that will suit all kinds of audiences.
• Avoid any personal information like the place you're spending your holidays in or your personal contact information unless you want all your readers to know it. 
• You should be cautious when you provide details in Out-of-office messages, as anyone who sends you an email might get hold of the information. 

Examples of out-of-office messages

Semi-formal out-of-office templates , out-of-office message - vacation .

Hello there!  

Thanks for reaching out. I'm currently out of the office until <>, on vacation. I have limited access to the internet and hence will not be able to check my emails. I will check and reply to your email once I resume work. 

If you need any assistance in the meantime, please contact <colleague's name, role> at <email/ phone>.

Thanks, 

<Your name, designation, company name>

Out-of-office message - Business trip 

Hello!  

Thank you for your email. I'm currently out of the office until <>, on a business trip. I will not be able to check and reply to my emails on a regular basis. I will read and respond to your emails, at a later time. 

In case of any emergency, please contact <colleague's name, role> at <email/ phone>.

Out of office message - Sick leave

When you are taking a sick leave, you might not have a concrete date of return. Hence it is better to inform people that you are away and provide an alternate contact. 

Thank you for your email.

I'm currently out of the office on sick leave and don't know when I will be back to work. I will not be able to check and reply to my emails for some time.  

In case of any emergency, please contact <colleague's name, role> at <email/ phone>. I will respond to your emails, once I am back to work. 

Out-of-office message - Maternity leave

Having a proper out-of-office message when you are taking maternity leave is absolutely essential, as the sender will know that you will be away from work for a long time and reach out to the relevant people. Also in such a case, it is better to leave two alternate contacts since you are not going to be back for an extended period of time. 

I'm currently out of the office on maternity leave and I have planned to join back to work on <date/ month>.

I am taking off from work and will have no access to emails during this time. 

<Contact name> can help you in my absence. Contact him/ her at  <email/ phone number>. 

You can also write to  <group email address> for any other assistance. 

Formal out-of-office message

Sometimes, it is better to ask the sender to write to common email addresses or group emails (support@, sales@, info@, etc), instead of a specific individual person.   

Thanks for your email.

I will be out of the office from <> to <>. I will have limited access to emails and will try to respond to emails tagged important. 

In case you are writing regarding something important, request you to resend this email tagging with the subject as Important. 

In the meantime, feel free to reach out to us at <group email address>. 

[Your Name]

How to Set up an out-of-office auto-reply in Zoho Mail 

• In your  Zoho Mail account, click the  Settings  icon in the top-right corner and navigate to the  Out of Office  section. 
• Click  Add new out of office .
• Choose your audience. You can choose to send the auto-reply to  Everyone , to  Your contacts,  or to  Non-contacts .
• Select the  Start date  and  End date  of the time period you want the reply to be sent. 
• Select the  Time interval, if you want the out-of-office replies to be sent for emails received during a specific time range. 

• You can also choose to automatically decline any events that you're being added to or have already been added.
• Recurrence interval: To have a gap between two consecutive out-of-office replies to the same person, provide the number of days in the  'Auto respond every _ days'.
• Enter the  Subject  and  Content  of the message. 
• Click  Save .

The out-of-office message will be saved and will be sent to the people who email you during the specified period. This will be based on the recurrence pattern selected and the time interval provided. 

Try out this feature and share your feedback with us at [email protected] . 

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Planning to Combine Business and Leisure Travel? You’re Not Alone.

As employees increasingly add leisure time to their business trips, companies are trying to figure out where their duty of care obligations begin and end.

Credit... Aart-Jan Venema

Supported by

By Amy Zipkin

• April 7, 2024

On a Sunday in late January, Melinda Buchmann, who lives in Florida and supervises client relations for RevShoppe, a 30-person remote company advising organizations on sales techniques and strategies, arrived in Banff, Alberta, to help set up a four-day company meeting.

The last day of the event, her husband, Josh, a director of strategic partnerships for the delivery company DoorDash , who also works remotely, joined her. They spent two leisurely days hiking in Banff National Park and visiting Lake Louise.

“I take advantage, because I don’t know when I’m going to return,” Ms. Buchmann said of the decision to combine downtime with a business trip.

As postpandemic work life has changed, and arrangements now include full-time office attendance as well as hybrid and remote work, so, too, has business travel. The phenomenon known as bleisure, or blended business and leisure travel, was initially embraced largely by digital nomads . But such combined travel is now also popular with people outside that group . Allied Market Research, a subsidiary of Allied Analytics, based in Portland, Ore., estimated that the bleisure travel market was $315.3 billion in 2022 and would reach $731.4 billion by 2032.

As employees increasingly add leisure time to their business trips, companies are struggling to determine where their legal obligation to protect employees from harm — their so-called duty of care — begins and ends. And workers may think that because their trip started with business, they will get all the help they need if something goes wrong on the leisure end. Instead, they should generally consider the leisure part of a trip as a regular vacation where they cover all expenses and contingencies.

Companies are responsible for knowing where their employees are during a business trip, covering expenses if an accident or emergency occurs, securing new lodging if a hotel is damaged, even swapping out a broken down rental car. Still, it’s not entirely clear if that coverage ends completely after the conference or the last client meeting.

Companies recognize that threats are increasing, said Robert Cole, senior research analyst focusing on lodging and leisure travel at Phocuswright, a market research company. They are trying to figure out how to take care of a valuable company resource, the employee, without leaving themselves open to financial risk or potential litigation.

“Crafting a comprehensive policy that balances business objectives, employee well-being and legal considerations can be challenging,” Nikolaos Gkolfinopoulos, head of tourism at ICF, a consulting and technology services company in Reston, Va., wrote in an email.

Employees may be on their own without realizing it and may be surprised by out-of-pocket expenses if they require hospital care abroad or evacuation, said Suzanne Morrow, chief executive of InsureMyTrip , an online insurance travel comparison site in Warwick, R.I.

Ms. Morrow said medical coverage provided by a company “is generally only for the dates of the actual business trip abroad.” If travelers are extending the trip for personal travel, she added, “they would want to secure emergency medical coverage for that additional time abroad.”

Employers and employees are left to figure out when the business portion of the trip ends and the leisure segment begins, a significant detail if an employee has a medical emergency. “Where does the corporation liability end?” said Kathy Bedell, senior vice president at BCD Travel, a travel management company.

Companies have varying policies to deal with the new travel amalgam. The chief executive of RevShoppe, Patricia McLaren, based in Austin, Texas, said the company provided flexible travel options and allowed employees to work anywhere they choose.

Even so, there are constraints. The company requires all employees, including executives, to sign liability and insurance waivers when they are on a voluntary company-sponsored trip, such as an off-site meeting. Such waivers typically place responsibility on employees for their own well-being. And if they bring someone, they are responsible for that person’s expenses.

Employees are responsible for requesting the paid time off and notifying their managers of their whereabouts, although that part is not a requirement. Managers have to ensure adequate staffing, Ms. McLaren said.

Elsewhere, employees may not bother to mention the leisure portion of their trip. Eliot Lees, a vice president and managing director at ICF, said he had been on trips as a child with his parents when they combined business and leisure. His parents were academics, who would piggyback vacations onto conferences.

Now he does the same. “I don’t think I ever asked for approval,” he said. (ICF has no formal business-leisure travel policy. It’s allowed as part of personal time off.) After a conference in the Netherlands last year, he spent four days hiking in the northern part of the country.

“I go anywhere, and take more risks than I should,” he said. He said he didn’t carry personal travel or accident insurance.

Any nonchalance may quickly evaporate if a threat emerges. Security experts say even low-risk locations can become high-risk for a few days or weeks of the year.

“Companies are concerned about losing visibility into a traveler’s whereabouts if they booked flights and hotels outside their corporate travel management company,” Benjamin Thorne, senior intelligence manager in London for Crisis24, a subsidiary of GardaWorld, wrote in an email. “The company may think the traveler is in one city when, in reality, they could have booked a holiday package to another nearby city. This lack of visibility by the company makes it difficult to support travelers when a disaster occurs.”

He also raised the possibility that “a traveler with bleisure travel reservations and expectations may find their work trip canceled due to changes in the risk environment or company policy, disrupting their leisure plans.”

Will a company step in off hours if there’s a problem? “That depends on how you are booked,” Mr. Cole, the senior research analyst at Phocuswright, said. A rule of thumb is the further you get from corporate control, the greater the gray area gets.

Half of GoldSpring Consulting’s clients take the responsibility for the entire trip, said Will Tate, a partner at the consultancy based in Cross Roads, Texas, and a certified public accountant. They don’t want the reputational risk. The other half say: “The business trip ended Friday. That’s when we end our duty of care.”

Some companies are trying to define and narrow the gray area. “If you are clearly on personal time, there is no legal requirement for your employer to provide for you,” said Nicole Page, a lawyer whose practice includes employment law at Reavis Page Jump in New York.

Uber provides employees with advisories before a trip, travel assessments, safety tips while traveling and emergency travel assistance, including medical aid, airport travel support, urgent and emergency assistance, and lost or stolen personal property insurance whether they are on business or pleasure travel or a combination.

And at DoorDash, Chris Cherry, head of global safety and security, wrote in an email that “while personal travel is not something we track, we have received requests to extend our travel support capabilities to personal travel.” Mr. Cherry said in those cases, the company has manually added employee leisure itineraries to its travel risk management system and “provided the same level of overwatch that we do for regular business travel.”

The Buchmann’s plan to travel this month to Barcelona, Spain, for the McDonald’s Worldwide Convention. DoorDash will have a booth, and Mr. Buchmann will work on the exhibit floor and also entertain clients.

Ms. Buchmann will accompany him. She plans to go sightseeing in the morning, and work in the afternoons and evenings Barcelona time. She will also take three days of paid time off and has shared her plans with Ms. McLaren, the RevShoppe chief executive.

They will stay a day after the conference and plan to visit the Dalí Theater and Museum in Figueres. “I’m sure there will be no shortage of tapas and window shopping along way,” Mr. Buchmann said. He expects to be back at work the next Monday.

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