Whether you're heading on a much-needed vacation or simply stepping away from the office for a few days, setting up an "Out-of-Office" (OOO) email is a professional way to inform colleagues, clients, and contacts of your absence. Let's break down how to write an Out-of-Office email that communicates effectively and maintains your professionalism.

The basics of an Out-of-Office email

  • Keep it clear and concise.
  • Include the duration of your absence.
  • Include the date of your return.
  • Offer another contact or resource to assist during your absence.
  • Set a reminder or timer to turn off your OOO. 

Out-of-Office template

If you're looking for a straightforward Out-of-Office email template, consider the following:

Subject: Out of Office


Thank you for reaching out. I am currently out of the office and will not be available from [start date] to [end date].

I will be checking my emails intermittently, but for urgent matters, please contact [alternative contact name] at [alternative contact email].

Thank you for your understanding, and I will respond to your email upon my return on [return date].

Warm regards,
[Your Name]

Vacation template

Taking a break? Here's a vacation email template:

Subject: On Vacation


I'm currently on vacation until [return date]. During this period, I will have limited access to my email.

For immediate assistance, please get in touch with [alternative contact name] at [alternative contact email].

Thank you for your patience, and I'll get back to you as soon as I can.

[Your Name]

Extended leave template

For those taking a longer break or sabbatical, here's a sample Out-of-Office email:

Subject: Extended Leave of Absence


I'm writing to inform you that I will be on an extended leave starting from [start date]. I anticipate returning on [return date].

If you require assistance in my absence, please direct your inquiries to [alternative contact name] at [alternative contact email].

Thank you for your understanding, and I look forward to connecting once I'm back.

[Your Name]

Update your Slack status

Before you go, don’t forget to set your "Out of Office" (OOO) status on Slack for seamless team collaboration. Here's why:

  • An OOO status offers instant clarity, ensuring teammates don't wait on time-sensitive tasks.
  • Opt for custom icons for a quick visual cue of your absence.
  • By setting an expiry date, your colleagues can see when you will return to work

So whether you're searching for an Out-of-Office email template, vacation email message sample, or general Out-of-Office email examples, the key lies in clarity, brevity, and professionalism. With these templates in hand, you're set to communicate your absence effectively, ensuring a seamless experience for those reaching out to you.