---
title: "Drafting an Out-of-Office Message – Templates, Examples, Tips and Tricks"
url: https://lookeen.com/blog/drafting-an-out-of-office-message-templates-examples-tips-and-tricks
lang: en
description: "Do you want to draft the perfect out-of-office message for your email contacts? Click here for templates, examples, tips and tricks."
author: "Froher Yosofy"
published: 2021-03-12T13:30:41+00:00
modified: 2026-11-11T05:07:25+00:00
---

# Drafting an Out-of-Office Message – Templates, Examples, Tips and Tricks

Are you unavailable via email for a certain period? Then you should consider setting up an out-of-office message. The wording of an out-of-office message plays an important role. It must contain all necessary information: Are you reachable by phone in urgent cases during your absence? Do you have a backup contact? Are emails addressed to you forwarded? Especially if you have customers among your contacts, good wording is essential, as in this case your out-of-office message serves as a kind of business card. In this blog post, you will learn how to draft the perfect out-of-office message and receive templates that you can use directly.

## Structure of a Good Out-of-Office Message

**Subject Line** In the subject line of your out-of-office message, you should directly inform the customer or contact that you are currently unavailable. You could use the following phrasing for this:

1.  “I am currently unavailable”
2.  “Automatic Reply”
3.  “Out-of-Office Notice”
4.  “Unfortunately, I am not in the office”
5.  “On leave from (Date XY) to (Date XY)”

**Salutation** When it comes to the salutation, it is important to be aware of who the out-of-office message is directed to. Following that, you should thank them for their email. Phrasing could look like this:

1.  *For customers* – “Dear customers, thank you very much for your message…”
2.  *General phrasing* – “Dear Sir or Madam, I sincerely thank you for your message…”
3.  *Mixed contacts* – “Hello and thank you very much for your email…”
4.  *Private contacts* – “Hi everyone, thanks for your message…”

**Information** In the next step, you should let your contacts know how long you will likely be away. Additionally, you should mention a possible substitute for this period. This way, your customers and contacts can decide whether to reach out to your substitute or wait until the end of your absence. Suitable phrasing at this point would be:

1.  “Unfortunately, I am unavailable from (Date XY) to (Date XY). For urgent inquiries, please contact (Contact XY).”
2.  “I am currently on vacation. I will be available for you again starting from (Date XY). In urgent cases, you can contact my substitute (Contact XY).”
3.  “Unfortunately, I am unavailable over the holidays. I will be available for you again starting from (Date XY).”
4.  If you have set up automatic forwarding, you can append this information to this section: “Unfortunately, I am unavailable from (Date XY) to (Date XY). Your messages will be automatically forwarded to my substitute (Contact XY).”

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## Closing

In the closing statement, you can mention your return, leave greetings, and attach your signature. [Learn how to create a signature in Outlook in this blog post.](https://lookeen.com/blog/how-to-add-a-signature-to-emails-in-outlook/) You could use the following closing statements:

1.  “If you have not yet contacted my colleagues by then, I will get back to you as soon as possible starting from (Date XY). Best regards (Signature)”
2.  “After my return on (Date XY), I will process all received emails. I will then get back to you as soon as possible. Kind regards (Signature)”

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## Humorous Out-of-Office Messages

Do you want to avoid writing a boring and formal out-of-office message, but instead refresh it with a touch of humor? Perhaps the following phrasing could help:

1.  “Hello, unfortunately your message did not make it to Tenerife. However, my colleague (Contact XY) has caught it.”
2.  “Dear customers, I am currently on a mission with Santa Claus. I will gladly get back to your message as soon as all children have received their gifts. Until then, I wish you a peaceful Christmas season.”
3.  “Hi everyone, I am currently soaking up the sun and therefore unfortunately unavailable. Starting from (Date XY), I should have achieved a certain level of tan and will get back to you. Until then, please reach out to my worthy substitute (Contact XY).”

I hope this article has helped you create a suitable out-of-office message. [Click here to learn how to set up an out-of-office message in Outlook.](https://lookeen.com/blog/outlook-2010-and-2013-create-an-out-of-office-message-here-s-how/)

See you soon!