Most people don’t think much about their out of office message.
They switch it on five minutes before leaving, type a quick sentence and head off on holiday.
But your out of office email is often the first thing people see when you’re unavailable. It represents you and your business while you’re away. Done well, it reassures people, manages expectations and maintains a professional image.
Done badly, it can leave people frustrated or unsure what to do next.
So what should an effective out of office message include?
The Essentials
Every out of office email should cover:
- The dates you’re unavailable
- When you expect to return
- Whether you’ll be checking emails
- An alternative contact if urgent
- A polite thank you
Keep it clear and concise. People don’t need your full holiday itinerary.
A simple structure works best:
“Thank you for your email. I am currently out of the office until [date] and will respond as soon as possible upon my return. If your enquiry is urgent, please contact [name and contact details].”
Should You Be Formal or Friendly?
This depends entirely on your profession and audience.
If you’re a solicitor, accountant, GP surgery or corporate organisation, a professional tone is usually best.
If you’re a creative business owner, retailer, consultant or freelancer, a more relaxed approach can reflect your personality and brand.
The key is to remain professional regardless of the style you choose.
Example: Professional Services
Accountant
Thank you for your email.
I am currently out of the office until Monday 15th September and will respond as soon as possible upon my return.
If your enquiry is urgent, please contact Jane Smith on jane@company.co.uk.
Kind regards,
John Brown
Solicitor
Thank you for your email.
I am currently away from the office and will return on Monday 15th September.
During this time I will have limited access to email. For urgent legal matters, please contact my colleague Sarah Jones on 01234 567890.
Kind regards,
David Smith
Example: Virtual Assistant
Thank you for your email.
I’m currently taking a short break and will be back at my desk on Monday 15th September.
I’ll respond to your message as soon as possible when I return.
If your enquiry is urgent, please contact me via WhatsApp.
Thank you for your patience.
Pip
Example: Retail Business
Thanks for getting in touch.
We’re currently away from the shop and will return on Monday 15th September.
Any online orders placed during this time will be processed when we return.
Thank you for supporting our small business.
Can You Be Slightly Witty?
Absolutely, if it suits your brand.
A little personality can make people smile while still delivering the information they need.
Marketing Consultant
Thanks for your email.
I’m currently out of the office, likely drinking coffee somewhere without Wi-Fi.
I’ll be back on Monday 15th September and will reply as soon as possible.
If it’s urgent, please contact Jane at jane@company.co.uk.
Graphic Designer
Thanks for your email.
I’m currently away recharging my creative batteries.
I’ll be back on Monday 15th September and will get back to you as soon as possible.
Travel Agent
Thanks for your email.
I’m currently practising what I preach and enjoying some time away.
I’ll return on Monday 15th September and will respond as soon as I can.
What To Avoid
- Telling people exactly where you’re going
- Sharing too much personal information
- Long paragraphs
- Promising immediate responses if you’re away
- Forgetting to include alternative contacts
- Leaving old dates in place from your previous holiday
Final Thoughts
Your out of office email only takes a few minutes to set up, but it plays an important role in managing expectations and maintaining professionalism while you’re away.
Whether you choose a formal approach or inject a little personality, make sure it’s clear, helpful and reflects your business.
After all, even when you’re not working, your email is still working for you.