Should I include my phone number in an out of office message?

Only if you truly want people to call you. If you don't want contact, leave it out. If you do include it, make it clear whether it's for emergencies only or general questions.

How long should an out of office message be?

Keep it to 4–5 sentences. People scan quickly, so give them the return date, emergency contact, and nothing else. Longer messages often get ignored.

What if I'm away for just one or two days?

Still send one. Short absences are when miscommunication happens most. A quick note prevents people from wondering why you're not responding.

Can I use humor or a casual tone in my out of office message?

Light humor works if your workplace is casual, but keep it professional. A joke that lands with colleagues might confuse clients or new contacts.

Should I turn on my out of office message during weekends or nights?

No. Set it only for actual time away from work. Using it for nights and weekends trains people to expect replies outside business hours, which hurts work-life balance.

SignatureFox

Out of Office Email Template

An out of office message tells people you're away and when you'll return—so urgent matters don't fall through the cracks. Use this template when you're on vacation, at a conference, or taking leave, and you want to set clear expectations without leaving anyone hanging.

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About This Template

Subject Line Options

Out of Office: Returning [DATE]

Away Until [DATE] – Contact [COLLEAGUE] for Urgent Issues

Out of Office – Limited Email Access

I'm Away – Back [DATE]

The Template

Subject: [Out of Office: Returning [DATE]]

Hi [Recipient Name],

Thank you for reaching out. I'm out of the office from [START DATE] to [END DATE] with limited access to email.

For immediate assistance, please contact [COLLEAGUE NAME] at [COLLEAGUE EMAIL]. If your matter isn't urgent, I'll respond to your message when I return on [END DATE].

I appreciate your patience.

Best regards,
[YOUR NAME]
[YOUR TITLE]
[COMPANY]
[PHONE NUMBER]
[EMAIL ADDRESS]

Replace all text in [brackets] with your specific information before sending.

Why It Works

Thank you line

Opens with courtesy so the recipient feels acknowledged, even though you're unavailable

Clear date range

Removes guesswork about when you'll be back; people know exactly what to expect

Colleague contact

Redirects urgent requests to someone who can help, preventing delays and frustration

Return confirmation

Reminds people when they'll hear from you, so they don't assume you've disappeared

Common Mistakes to Avoid

✕Leaving no emergency contact—people with urgent needs will feel ignored and may escalate unnecessarily
✕Using vague dates like 'next week' instead of specific dates—causes confusion about when you'll actually respond
✕Writing too much detail about your trip—sharing personal information weakens professional boundaries
✕Saying you have 'no email access' but then checking email constantly—breaks trust if you respond after saying you won't
✕Forgetting to update the message before you leave—creates chaos when people think you're away but you're actually there

💡 Pro Tip

Set your out of office message to turn on automatically one day before you leave, then turn it off the moment you return. Most email clients let you schedule this, so you'll never forget to activate or disable it.

Complete the Picture

Your out of office message is one of the few emails people see when you're not around. A professional HTML email signature that includes your title, direct phone, and linked social profiles makes sure your colleague's contact info and your profile look equally polished when people reach out while you're away.

Frequently Asked Questions

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