How to set the perfect Out of Office: 7 out-of-office example templates

How to set your Out of Office auto reply properly so that you’re not constantly thinking about the 104 unread emails burning a hole in your inbox

Listen up, workaholics! We know it can be hard to tear ourselves away from the office, but trust us, taking a break from the daily grind is essential for our wellbeing. Not only does it give us the chance to relax and recharge, but it also makes us more productive and efficient when we return.
Think of it this way: if your phone battery is constantly on low, it's not going to function as well as it should. The same goes for us humans. We need to recharge our batteries every once in a while to keep ourselves in tip-top shape. But it’s not just the work benefits, its also having a free mind to spend quality time with loved ones, explore new places, and create memories IRL.
Yet, 68% of us check work emails whilst on holiday. This is likely due to a combination of remote working habits and the desire to be highly productive. The boundary between work and leisure is blurred. So how can you truly go off-grid? By setting your out of office reply properly. Here’s our top tips and some fun examples of the perfect out of office auto-replies.

What should you include in your out of office?

You can keep it simple, or have some fun with it. Let's break it down into a simple framework for crafting an effective out of office message. You typically include:
 
  • Clear Out of Office subject line
  • The dates of your absence
  • The reason for your absence if you wish (e.g. vacation, conference, sabbatical)
  • A contingency plan (e.g. the name and contact information of a colleague who will be covering for you)
  • Explanation that you will have no or limited access to your emails (we vote always not)
  • A sign-off
 
It is also a good idea to extend your annual leave dates by a day or two to give you time to reply to emails once you are back to work.

Example subject lines

  1. "I’m OOO until [date]"
  1. “Out of Office, for real 📵”
  1. "Not in the office, at the beach 🌴"
  1. "Out of office - on a mission to find the best pizza"
  1. "On holiday with zero access to emails”
  1. "Out of office, unreachable until [date]"
  1. “I’m OOO with no phone or wifi, sorry not sorry”

7 Out of Office examples

We’ve created the best out of office example templates for you to use before your next adventure. Some are clean and concise, others have a little fun. Don’t be afraid to inject some of your personality into you’re OOO auto-replies!
 

1. The Simple One

Subject: Out of Office
Hello,
I'll be out of office from [date] to [date] and won't have access to my emails.
In case of an emergency, please contact my colleague [Name] at [Email].
Best, [Your Name]
 

2. The Fun One

Subject: Out of Office - Living my best life
Hi there,
I am currently away from my desk, living my best life and soaking some sun. I will be out of office from [date] to [date] and will not have access to my email.
In case of a true emergency or a minor crisis, please contact my trusty sidekick [Name] at [Email]. They will save the day in my absence.
I'll be back in the office before you know it, ready to tackle any work-related issues with renewed energy and a tan (or a sunburn, depending on how reckless I've been).
Until then, I'll be busy sipping on Mai Tais.
Cheers, [Your Name]
P.S. Don't forget to take a break and enjoy your own vacation too!
 
 

3. The Digital Detox OOO

Subject: Out of Office - I’m off-grid 📵
Hello,
I'll be out of office from [date] to [date] enjoying some well-deserved R&R in an Unplugged cabin. I'll be doing a digital detox and won't have access to phone or internet. Just an old school Nokia.
In case of an emergency please contact my colleague [Name] at [Email].
I'll be back refreshed and ready to tackle any work-related issues.
Until then, I'll be busy enjoying nature and disconnecting.
Best, [Your Name]
 
 

4. On a Sabbatical

Subject: Out of Office: On a sabbatical
Hello,
I'll be out of office from [date] to [date] taking a sabbatical. I'll be away from my emails and phone, trying to find myself, and maybe even a new hobby or two.
In case of an emergency, you can reach me by sending a carrier pigeon. Or you can contact my colleague [name] and they will come to the rescue.
Until then, I'll be busy meditating, reading, and possibly learning how to juggle.
Peace out, [Your Name]
 

5. On an Adventure

Subject: Out of Office - Adventuring 🥾
Hey there,
I'll be out of office from [date] to [date] on a mini-adventure, probably getting lost and finding myself at the same time. I'll be away from my emails and phone, so please don't expect a quick response from me.
In case of an emergency, please contact my trusty sidekick [Name] at [Email].
I'll be back soon with stories to tell.
Cheers, [Your Name]
 

6. Phubbing Rehab

Subject: Out of Office - Phubbing Rehab
Hello,
I'll be out of office from [date] to [date] on a mission to rehab my phubbing habits. I'll be away from my emails and phone and learning to disconnect, so please don't expect a quick response from me.
In case of an emergency, please contact my colleague [Name] at [Email].
I'll be back refreshed and ready to tackle any work-related issues without the constant distraction of my phone.
Best, [Your Name]
 

7. Bottom of the to-do list

Subject: Out of Office - Sorry Not Sorry
Hi there,
I’m currently out of office until [date]. Whilst replying to your email is on my to do list, it’s currently full of other things I need to do first
  • Sleep for 12 hours
  • Learn to surf
  • Eat 6 plates of mismatched meals at the buffet
  • Hike a mountain (or more likely a hill)
  • Actually spend time with my family
I will reply when I return on [ ], unless I decide to become a pro surfer.
Best,
[Name]
 
 
📵
If you’re ready to go truly out of office, why not go off-grid at an Unplugged cabin. You can book your stay here.
 

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