5 Time-Saving OOO Email Examples for Any Scenario

Writing an out-of-office (OOO) email may seem straightforward, but creating an email autoresponder that is professional, informative, and secure can be a challenge. Whether you’re unplugging due to an illness, attending an on-site or virtual conference, or taking well-deserved time off, using OOO messages is an essential courtesy for both colleagues (especially those covering for you) and external contacts.

This guide provides practical out-of-office email templates that address scenarios specific to today’s professional landscape. These examples can also be modified for autoreplies on Teams, Slack, or other internal communication tools.

Key Considerations for an Effective OOO Email

Before jumping to the templates, keep these tips in mind:

• Be concise but include all necessary details, such as your return date and alternate points of contact.
• Avoid oversharing, especially in remote roles where boundaries between work and personal life can blur.
• Leverage AI tools to draft, customize, and schedule OOO emails, saving time and ensuring clarity.
• Stay mindful of digital security by omitting highly personal information, specific job titles, or internal processes that could be exploited by people outside of your organization.

Here are five OOO message templates tailored for various situations:

1. Auto Reply Email Template for a Sick Day

2. Auto Reply Email Template for Professional Development (Virtual or On-Site)

Ready to Make a Career Move?

Create your free account to access more job search tools today!

Job Seeker Sign In

Sign in with Google

Sign in with LinkedIn

Sign in with Apple

Or, use your email address:

Next

We Value Your Privacy

3. Auto Reply Email Template for Conference Attendance (Virtual or On-Site)

4. Auto Reply Email Template for Vacation or Personal Leave

5. Auto Reply Email Template for Extended Leave (e.g., Parental Leave or Sabbatical)

Bonus Tips for OOO Messages

• Use AI Tools: Platforms like ChatGPT and Grammarly can help you optimize the tone, grammar, and length of your OOO messages.
• Create Different Responses for Internal vs. External Contacts: You may have different instructions for contacts based on whether they’re inside or outside your organization, and your email provider should have the option to create custom messages per audience.
• Stay Cyber-Safe: Avoid sharing unnecessary details like precise locations or personal data that might compromise your or your company’s security.
• Automate Scheduling: Use your email or app tools to automatically activate and deactivate your OOO autoresponder so you don’t forget to turn it off once you return.

Whether you’re fighting a cold, advancing your skills, or taking a well-earned break, these sample out-of-office email templates can help you stay professional, communicative, and secure. Remember, the goal of your OOO email is to set expectations and maintain clear communication, so you can focus on what matters most while you’re away.

Explore our Resource Center for more workplace tips and advice, including how to fully unplug while on vacation.