50 Professional Out-of-Office Templates
An out-of-office reply is a small message that does a big job: it tells people when you will respond, who can help instead, and that their email has not vanished into a void. Yet most people write theirs in a rush, the morning they leave, and forget the return date or the backup contact. These fifty templates remove that scramble. They cover vacation, sick leave, conferences, part-time schedules, and holiday closures, each in a professional tone that works for any workplace. Copy one, fill in the brackets, and you are done in under a minute. That minute is worth it: a good out-of-office reply protects your time off, because senders stop chasing you when they know exactly when you will return and who else can help. It also protects your professional reputation, since nobody feels ignored while you are away. Set it, test it, and then genuinely switch off — that is the whole point.
What’s inside this resource
The templates are grouped by situation so you can jump straight to the one you need. Vacation templates range from warm and friendly to strictly professional. Sick leave templates keep things brief and private — no details about your health, just dates and a contact. Conference templates explain delayed replies honestly. Part-time templates set clear expectations about working days. Holiday templates add a seasonal touch without losing the practical details. Every template includes the three essentials: when you return, who to contact instead, and a polite thank-you.
The resource
- Thank you for your email. I am out of the office on vacation and will return on [Date]. I will respond to your message when I am back. For urgent matters, please contact [Name] at [Email].
- Hi, thanks for reaching out. I am away on annual leave until [Date] with limited access to email. I will reply as soon as I return. If your matter is urgent, please contact [Name].
- I am currently out of the office enjoying a well-earned break and will be back on [Date]. Your email is important to me, and I will get back to you then.
- Thank you for your message. I am on vacation from [Start Date] to [End Date]. I will not be checking email regularly. For immediate help, contact [Name] at [Phone].
- Out of office: I am away until [Date] and will respond to emails in the order received after my return. Thank you for your patience.
- I am on holiday and offline until [Date]. If you need help sooner, our team inbox at [Email] is monitored daily.
- Thanks for your email. I am traveling and will have limited access until [Date]. I will reply within one business day of my return.
- I am out of the office on a personal trip until [Date]. For urgent requests, please reach [Name], who can help in my absence.
- Hello! I am away recharging until [Date]. Your message will be waiting for me when I return, and I will reply promptly then.
- I am on annual leave and will return on [Date]. Emails sent during my absence will be answered after I am back, starting with the most urgent.
- Thank you for your email. I am currently unwell and away from work. I expect to return on [Date] and will respond then. For urgent matters, contact [Name].
- I am on sick leave and not checking email regularly. I will reply when I return. If your request cannot wait, please contact [Name] at [Email].
- Hi, I am out sick today and will catch up on messages when I am back. For immediate assistance, please reach out to [Name].
- I am away due to illness until further notice. My team is covering urgent work — please contact [Name] for help in the meantime.
- Thank you for reaching out. I am recovering and offline for now. I will respond once I am back at work. Urgent queries: [Name], [Email].
- I am on medical leave until [Date]. Email access is limited, so please contact [Name] for anything time-sensitive.
- I am unwell and resting, with no access to email until I return. Thank you for understanding — I will reply as soon as I can.
- Out sick: I will respond to your message when I am back in the office. For urgent support, please contact our team at [Email].
- I am on sick leave and will return on [Date], health permitting. Please direct urgent matters to [Name] in the meantime.
- Thanks for your email. I am taking sick leave and will be offline until [Date]. I appreciate your patience and will reply on my return.
- Thank you for your email. I am attending a conference from [Start Date] to [End Date] and will have limited access to email. I will respond when I return on [Date].
- I am at [Conference Name] this week and checking email only in the evenings. I will reply by [Date] at the latest. For urgent matters, contact [Name].
- Hi, I am away at a work conference until [Date]. Your message matters to me — I will get back to you once I am back in the office.
- I am traveling for business from [Start Date] to [End Date]. Email replies may be delayed. For immediate needs, please contact [Name].
- Out of office at a conference: I will respond to your email after [Date]. If your matter is urgent, our team inbox at [Email] is monitored.
- I am attending training from [Start Date] to [End Date] and will reply to messages on my return. Thank you for your patience.
- I am away on a business trip until [Date] with intermittent email access. I will catch up on all messages within two business days of returning.
- Hello, I am at an industry event this week. I will read your email when I am back on [Date]. For urgent help, contact [Name].
- I am out of the office for professional development until [Date]. Responses will be delayed, but I will reply to every message on my return.
- Thank you for your message. I am traveling for work and will respond after [Date]. Please contact [Name] for anything that cannot wait.
- I work part-time, Monday to Wednesday. I will respond to your email on my next working day. For urgent matters, please contact [Name].
- Thank you for your email. My working hours are [Days], [Hours]. I will reply during my next working hours. For urgent help, contact [Name].
- I am out of the office today as it is not one of my working days. I will respond on [Next Working Day]. Thank you for your patience.
- My regular working days are [Days]. Emails received outside those days will be answered on my next working day.
- I work reduced hours and check email on [Days] only. I will get back to you then. For urgent matters, please contact [Name].
- Thank you for reaching out. I am not in the office on [Days]. I will respond when I am next in, on [Day].
- I work part-time and will reply to your message on [Next Working Day]. If your matter is urgent, please contact [Name] at [Email].
- Out of office on my non-working day. I will catch up on emails on [Day]. For immediate assistance, contact our team at [Email].
- My working week is [Days]. Messages sent outside those days will be answered promptly on my return.
- I am currently outside my working hours and will reply during my next shift on [Day]. Thank you for understanding.
- Thank you for your email. Our office is closed for the holidays from [Start Date] to [End Date]. We will respond when we reopen on [Date].
- Season’s greetings! I am away for the holidays and will return on [Date]. I will reply to your message then. Happy holidays!
- I am out of the office for the holiday break until [Date]. For urgent matters during the closure, please contact [Name].
- Our team is on holiday break from [Start Date] to [End Date]. Emails will be answered in order after we return. Thank you for your patience.
- Happy holidays! I will be back in the office on [Date] and will respond to your email then.
- I am away over the festive period and will reply after [Date]. Wishing you a wonderful holiday season!
- Thank you for your message. I am on holiday leave until [Date]. I will respond promptly when I return.
- Office closed for the holidays: we reopen on [Date]. Your email is safe with us and will be answered then.
- I am taking a holiday break and will be offline until [Date]. For urgent support, please contact [Name] at [Email].
- Thank you for reaching out during our holiday closure. We will be back on [Date] and will reply to all messages then.
How to use this resource
- Pick the template that matches your situation, then replace every bracketed placeholder with real dates and names.
- Always name a backup person for anything longer than a day — an out-of-office without a contact frustrates senders.
- Set the reply before you leave, and test it by sending yourself an email from another account.
- Turn the reply off on your first day back, and reply to waiting emails starting with the most urgent.
- Save your favorite template in your email signature tool or notes app so next time takes seconds.
Download the 50 Professional Out-of-Office Templates
Frequently asked questions
Should I say why I am away in an out-of-office reply?
Keep it general — ‘on leave’ or ‘unavailable’ is enough. You do not owe senders personal details, and specifics about health or travel are better kept private.
How long should an out-of-office message be?
Short: three to four sentences. Return date, backup contact, and a thank-you cover everything a sender needs.
Do I need an out-of-office reply for a single day off?
Yes, if people expect same-day replies from you. Even a one-day reply prevents follow-up emails asking why you have not responded.
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