Out of Office Email Signature Examples and Templates

1. What Is an Out of Office Email Signature?
2. Key Elements of a Great Out of Office Message
3. What to Avoid in Your Out-of-Office Email Signature
4. Out of Office Templates for Every Situation
5. How to Create an Out-of-Office Message in Outlook
6. How to Set Up an Out-of-Office Message in Gmail

An out-of-office email signature helps you stay professional and keep your contacts informed when you are not available. Whether you are on vacation, sick, or at a business event, an automatic reply ensures clear communication and sets expectations. This article provides email templates, best practices, and tips for writing an effective out-of-office message for any situation, as well as instructions for setting them up in Gmail and Outlook.

What Is an Out of Office Email Signature?

An out-of-office email signature is an automatic response sent to anyone who emails you while you are currently out of the office. It tells the sender that you are unavailable and includes important details, such as the dates you will be absent. 

You may also add contact information for a colleague who can help with urgent matters. This automatic reply helps ensure that people know you will not respond to emails right away, keeping communication clear and professional.

Key Elements of a Great Out of Office Message

A good out-of-office email signature should be polite and professional. It needs to give important information clearly without overwhelming the recipient. Here are the key elements for sure to include:

Keep it concise and clear

State your absence and explain why you are away from the office. Ensures clarity and avoid sharing personal details. A short message helps the reader understand quickly and respects their time.

Add alternative contact information

If someone needs urgent help, please provide the contact name, phone number, or email address of a colleague who can assist. This shows professionalism and ensures a quick response in urgent situations.

Mention return date

Let senders know when you will be back in the office or when they can anticipate a response. Including your expected return date helps set clear expectations and encourages patience.

Link your professional email signature

For consistent branding, always include your standard email signature with a hyperlink to your company website or relevant marketing content. This way, your out-of-office emails will look professional and match your company's image.

What to Avoid in Your Out-of-Office Email Signature

To follow good email etiquette, avoid these common mistakes in your out-of-office email signature:

• Avoid sharing personal details. Don’t talk about personal matters, like your vacation plans or health issues, when explaining your absence.
• Include your return date. Always state when you will be back to avoid confusion.
• Use a professional tone. Keep your language tone polite and avoid being too casual and informal.
• Don’t make assumptions about colleagues. Don’t make promises for colleague responses to questions unless you are sure they can handle it.

Out of Office Templates for Every Situation

Here are email templates for different office situations. Each template is designed to be polite and professional. They help you engage customers and communicate clearly.

Vacation Auto-Replies That Set Expectations

Subject: Out of Office: On Vacation Until [Date]

Hello,

Thank you for your email. I’m currently out of the office on vacation and will have limited access to my company email. I expect to return on [Date] and will respond to your message as soon as possible upon my return. For urgent matters, please contact [Contact Name] at [Email Address/Phone Number].

Best regards,

Sick Day Email Responses with a Human Touch

Subject: Out of Office: Sick Leave

Hello,

I’m currently out of the office due to sick leave and won’t be checking my emails regularly. I’ll respond to all other emails when I’m back in the office on [Date]. For immediate assistance, please contact [Contact Name] at [Email Address/Phone Number]. Thank you for your understanding.

Best,

Short-Term Leave Out-of-Office Sample

Subject: Out of Office: Short-Term Leave

Hello,

I’m away from the office until [Date] and will have limited access to my company email. For urgent matters, please contact [Contact Name] at [Email Address]. I’ll respond to your email upon my return. Thank you for your patience.

Sincerely,

Delayed Response Email Templates for Busy Periods

Subject: Out of Office: Busy Period

Hello,

I’m currently out of the office due to a busy schedule and may have a delayed response time. I’ll respond to your message as soon as possible, likely by [Date]. For immediate help, please contact [Contact Name] at [Email Address]. Thank you for your understanding.

Regards,

Holiday Auto-Replies to Keep Contacts Informed

Subject: Out of Office: Holiday Observance

Hello,

I’m away from the office for [Holiday Name] observance and will be back on [Date]. I won’t be checking my emails during this time. For urgent matters, please contact [Contact Name] at [Email Address/Phone Number]. I’ll respond to your email upon my return.

Happy Holidays,

Internal Staff Notifications When You're Away

Subject: Out of Office: Internal Notification

Hello Team,

I’m currently out of the office until [Date] and will have limited access to my company email. For urgent inquiries, please contact [Contact Name] at [Email Address]. I’ll respond to all other emails when I’m back in the office. Thank you for your support.

OOO Messages for Parental and Maternity Leave

Subject: Out of Office: Parental Leave

Hello,

I’m currently out of the office on parental leave until [Date]. During this time, I won’t be checking my emails. For assistance, please contact [Contact Name] at [Email Address]. I’ll respond to your message upon my return. Thank you for your understanding.

Warm regards,

Lead Capture Ideas Inside Your OOO Reply

Subject: Out of Office: Let’s Stay Connected

Hello,

Thank you for using email to reach me. I’m currently out of the office until [Date] and will respond to your email as soon as possible. In the meantime, explore our [Hyperlink to Relevant Marketing Content] to learn more about our services. For urgent matters, please contact [Contact Name] at [Email Address].

Best,

Out-of-Office Replies for Training or Courses

Subject: Out of Office: Training

Hello,

I’m away from the office attending a training course until [Date]. I’ll have limited access to my company email and will respond to your message upon my return. For immediate help, please contact [Contact Name] at [Email Address].

Thank you,

Gracious Bereavement Absence Notifications

Subject: Out of Office: Bereavement Leave

Hello,

I’m currently out of the office due to a personal matter and will be back on [Date]. I won’t be checking my emails during this time. For urgent matters, please contact [Contact Name] at [Email Address]. I appreciate your understanding and will respond to your email upon my return.

Email Forwarding Notices While You're Out

Subject: Out of Office: Email Forwarding

Hello,

I’m currently out of the office until [Date], and my emails are being forwarded to [Contact Name]. For immediate assistance, please contact them at [Email Address/Phone Number]. I’ll respond to all other emails when I’m back in the office. Thank you.

Best,

Emergency OOO Message

Subject: Out of Office: Unexpected Absence

Hello,

Due to an unexpected absence, I’m currently out of the office and unavailable until further notice. For urgent matters, please contact [Contact Name] at [Email Address/Phone Number]. I’ll respond to your message as soon as possible when I’m back in the office.

Thank you,

How to Create an Out-of-Office Message in Outlook

To automate an out-of-office email reply in Outlook, follow these steps:

1. Open Outlook and click File > Automatic Replies.
2. Select Send automatic replies.
3. Set the times for your absence using the rules and date range options.
4. Write your out-of-the-office email signature in the text box, including contact details of a colleague and your return date.
5. For employee resources or external contacts, you can set different messages.
6. Click OK to save and activate your auto-reply.

This ensures your response to people is consistent and professional across the major email platform.

How to Set Up an Out-of-Office Message in Gmail

To set up an out of office email signature in Gmail, follow these steps:

1. Open Gmail and click the Settings gear icon, then select See all settings.
2. Go to the General tab and scroll to Vacation responder.
3. Turn on Vacation responder and set your absence dates.
4. Enter your out-of-the-office email signature, ensuring it includes a greeting, return date, and include contact information for urgent inquiries.
5. Save your changes to automate the auto-reply.

This setup ensures a timely response and maintains brand consistency for every recipient.

By using these office email templates and best practices, you can create effective out-of-office messages that keep your contacts informed and maintain professionalism. Whether you're on vacation, sick leave, or attending a business event, a well-crafted out-of-the-office email signature is a simple way to stay connected while away from the office.