6 Out of Office templates you can use right now

You’ve finally booked that dream vacation, or maybe a nasty cold has knocked you off your feet - either way, you need to set an out-of-office on your email or another communication platform.

Even if you’re just taking a personal day and lying on your couch, an out of office message saves you from having to explain where you are a hundred times. 

But what can you say to explain your situation without sounding like a robot on a strict ‘no fun’ diet? This is where an out of office email template will come in handy. We’ll help you write great out of office emails that will get the job done. 

Attention Slack users: You can just skip to the good stuff by syncing your Slack workspace to Palmy Vacation. No drafting messages, confusion, or ‘where’s Jamie?’ questions. Just smooth sailing for everyone who takes paid time off.  

Why do out-of-office messages matter?

Before we dive into email templates, let’s talk about why out of office (OOO) messages matter at all. Well, because leaving your colleagues and clients in the lurch with no idea where you are is a bit like ghosting your responsibilities - and no one wants to be that guy (or gal). 

The best out of office messages are:

• Well-written and to the point, avoiding too many personal details. 
• Clear about a return date.
• Quick to offer immediate assistance by providing a contact person and contact information.
• Key for supporting your professional image, or B2B lead generation efforts. 

6 Out of Office message templates that work

When you’ve run out of ideas - or don’t have any - you need Out of Office message samples. Feel free to use our six (plus) OOO templates anytime you need them. 

1. The professional out of office template

A professional OOO message should always contain your return date and provide alternative contacts. When urgent matters need attention, the only thing your colleague really wants to know is the expected date of return. 

Subject line: Out of Office - Returning July 14, 2025

Hi there, 

Thank you for your email. I am currently at a conference and will return on (end date). During this time, I will have limited access to my emails. Please contact (Name) on (contact details/email) for assistance. 

Best regards, 

[Your Name]

[Job Title]

📩 Best for corporate settings and client-facing roles that require a professional tone. 

2. The less formal out of office template

Not every out of office email message needs to sound like it was drafted by legal to sound good. If you’re looking for a message that’s still professional, but less formal, then try this one. 

Subject line: I am away from the office and will be returning July 14, 2025

Good day!

I won’t be in the office from 7 - 14 July 2025. However, my colleague (Name) will be available to help you with whatever you need. Contact her/him on (contact details). An alternative contact information is (contact details/email). 

Best regards, 

[Your Name]

[Job Title]

📩 Best for:  Startups, small businesses, hybrid teams, and less formal setups. 

3. The ‘I’m off sick’ Out of Office message

Sometimes you’re away because your immune system has called it quits, or you need a doctor’s visit, or surgery. Out of Office email templates dealing with illness may feel unnecessary, but they will help you get the rest you need during this time. You don’t need to provide too many details, just let everyone know you won’t have email access. 

Subject line: Out Sick - Be back asap!

Hi, 

I’m currently out of the office on sick leave (start date to end) and will be unable to attend to your email during this time. 

Please contact (Name) on (contact details/email) if you need immediate assistance. Thank you for your patience.

Warm regards, 

[Your Name]

[Job Title]

📩 Best for professional environments with client interaction

Out of Office message template for sick leave (casual tone)

Perhaps you work in a less stuffy environment and just want to let your teammates and boss know where you are? Then try this approach.

Subject line: Some germs got the better of me

Hey everyone, 

I won’t be taking phone calls, and will have limited access to email because I’m not in the office today - I’m sick. See you tomorrow (or the expected return date).

Best regards, 

[Your Name]

📩 Best for:  Letting your team know that you’re off sick and the kind of interaction they can expect from you. 

4. The witty vacation responder

You’ve finally escaped, and now the only response you want to send is a smiling emoji to let everyone know you’re taking some time off. An emoji might be a bit lean on words, and it won’t let your colleagues know when you’re returning, so try this one instead. You can skip the formal tone, but still send professional communication. 

Subject line: Out of office. In a hammock (or: Ho, Ho, Ho, I’m OOO)

Hello!

I’m currently away from the office on some personal leave, probably attempting to disconnect from social media and feel the sun on my face. From (start date to end), I will have limited email access.

For urgent matters that can’t wait until I return, you can contact (name + contact details). I will be back soon, more rested and ready to work. 

See you soon. 

[Your Name]

📩 Best for: Creative teams, marketing folks, and anyone who prefers a casual tone over a professional one.  

Tools that help you manage time off by automating leave requests

Out of office templates are only half the equation. Managing time off for fast-moving teams and remote workers can be challenging, to say the least. That’s when you need a tool like BuddiesHR to help you. With Palmy Vacation, you automate leave requests, and the right people are automatically notified when someone goes OOO, and it will monitor PTO balances.  This is far better than trying to keep track manually. 

Whether it’s a quick sick day, rest day, or longer leave like parental PTO, BuddiesHR ensures you never miss anything. 

5. The parental leave OOO

Welcoming a new family member is an important event. This Out of Office message sets the perfect balance between sharing just enough personal information and letting others know you’re on an extended leave. 

Subject line: Parental leave - sleepless but happy

Hi there, 

I’m away on parental leave from (start date) to (end date), surviving on coffee fumes and a few hours' sleep. During this time, I won’t be checking any emails, but my colleague (name) will respond promptly to your requests.  

I will be looking forward to adult conversation upon my return. See you then. 

Kind regards,

[Your Name]

[Job Title]

6. The ‘I have to get away for a while’ Out of Office message

A day will come when you just need to get away for a while. You’re tired of the endless ping of notifications, emails, social media texts, and demands - you need space, but you don’t want to be rude about it. 

Subject line: Away from the office until (end date)

Hello, 

Thank you for your email. However, I’m off at the moment and taking a bit of a break. I will be back on (end date), and in the meantime, you can send any time-sensitive requests to (name and contact details). 

Thank you for your understanding. Please know that I will not attend to any emails or phone calls while I am away. 

Gratefully, 

[Your Name]

For the frazzled remote worker who's done too many video calls

Remote workers suffer from a special kind of burnout sometimes called “Zoom fatigue”. According to one report, Zoom fatigue is a real phenomenon causing a series of physical and psychological symptoms. When you’re taking strain, step away for a while with this Out of Office message. 

Subject line: I’m away, recovering from a Zoom marathon

Hi there, 

After surviving a record number of video meetings, I’ve decided to take a bit of a break from my headphones and webcam. I will be back in front of the screen on (end date). I will only see you then. 

Thanks for understanding. You can contact (name and contact details) - they’re still going strong!

Speak to you soon, 

[Your Name]

Ready to OOO like a pro?

From professional Out of Office messages to witty vacation responders, there’s a template for every need. Setting a well-thought-out auto reply message leaves your responsibilities - and your inbox - in good hands. And if you want to make time off even smoother, then apps like Palmy vacation are game changers for managing the entire leave request process, right through to the notification and calendar sync stage. No sticky notes or spreadsheets required. 

Go ahead and use both email templates and Palmy together, and watch all the stress around managing time off, just mysteriously melt away!