Taking a holiday doesn’t mean leaving your clients or colleagues in the dark. A well-written out-of-office message (automatic email reply) is not only a matter of courtesy, but also a reflection of your company’s image and communication style.
Below, you’ll find a few tips and ready-to-use templates you can rely on during your time away from work.
Table of contents:
- What should you write in an out-of-office message?
- What should a good out-of-office message include?
- Sample out-of-office messages in English
- What to avoid when writing an out-of-office message
- Summary
You can read this article in 4 minutes.
What should you write in an out-of-office message?
Before we move on to specific templates, let’s take a moment to consider what a well-written out-of-office message in English should actually include. It’s not just about letting people know you’re away – it’s also about setting expectations and maintaining a professional tone.
Whether you work in a large company or run your own business, it’s worth making sure your automatic response is clear, polite, and helpful to the person trying to reach you.
What should a good out-of-office message include?
A good out-of-office message should be short, polite, and to the point. There’s no need for long explanations – the key is to make sure the recipient quickly understands what’s going on and when to expect a reply.
If you’re wondering how to write an effective out-of-office message in English, make sure to include these essentials:
- A message that you are out of the office – ideally right at the beginning. Use a simple sentence like I’m currently out of the office or I’m on vacation until [date].
- The date of return or absence – be clear about when you’ll be back or available again. This helps manage expectations and avoids confusion.
- A contact person – if someone is covering for you, it’s helpful to include their name and email. A sentence like If your matter is urgent, please contact [name] at [email] is more than enough.
Sample out-of-office messages in English
Classic and formal
Subject: Out of Office
Thank you for your message. I am currently out of the office and will return on [date].
During this time, I will have limited access/no access to email.
If your matter is urgent, please contact [name] at [email].
Best regards,
[Your Name]
Vacation-style, but professional
Subject: Out of Office – Summer Break
Hi there!
I’m currently enjoying a short break and will be back on [date]. I’ll do my best to respond as soon as I return.
In the meantime, you can reach [colleague’s name] at [email].
Warm regards,
[Your Name]
With a touch of humor (for less formal industries):
Subject: Out of Office
Hello!
I’m currently out of office, soaking up the sun and pretending email doesn’t exist.
I’ll be back (reluctantly) on [date].
For anything urgent, contact [name] at [email].
Cheers,
[Your Name]
What to avoid when writing an out-of-office message
Even short automated replies can make a strong impression – for better or worse. Below are the most common mistakes people make when writing an out-of-office email in English and how to avoid them. Keeping these in mind will help you write a message that’s clear, polite, and professional.
- Don’t promise to reply immediately upon return – be realistic. It’s better to say I’ll respond shortly after I return than to overpromise.
- Don’t forget to update your return date – an outdated message can make you look disorganized or careless.
- Don’t include too many personal details – avoid sharing vacation destinations or private reasons for your absence. Keep it neutral and professional.
Pro Tip
Encourage your whole team to align their autoresponder tone and structure. This small effort builds a consistent and professional brand image – even when everyone’s away on holiday.
Summary
A well-prepared out-of-office message in English is a simple but effective way to stay professional and helpful, even when you’re not available. A short, friendly message that includes the key details will let the person on the other end know what to expect and how to proceed.
You can adapt the templates in this article to suit your industry or tone of communication. And if you’d like to gain more confidence in your day-to-day professional English – from email writing to speaking – check out our conversational language courses at Lang LTC. They’re a great way to build real communication skills that come in handy far beyond your out-of-office reply.
