Your Out of Office Message Needs an Upgrade

Turn your autoreply into a tool for clarity, connection, and a little personality  

It’s not just a courtesy—it’s your billboard while you’re away. Make it count. 

You're heading out on PTO. 
The calendar's blocked. Your plans are set. 
And your inbox is ready to auto-reply with something like: 

“I’m currently out of the office and will respond when I return.” 

Helpful? Sure. 
But what if your out-of-office (OOO) message could do more than just inform? 

Think about it: this little auto-reply might be the most-read message you send all week. 
It reaches clients, colleagues, prospects—even people you haven’t met yet. 

That makes it more than a courtesy. 
It makes it your temporary billboard. And it deserves a little love. 

1. Cover the Essentials 

Before you get clever, get clear. Your OOO message should always include: 

• The dates you’ll be out (and when you’ll return, if applicable) 

• Whether you’ll be checking email 

• Who to contact while you’re away (with name, role, and email) 

 Skip the vague “limited access to email” line—it raises more questions than it answers. 

 If you’re off, be off. And just say so. 

2. Match the Tone to Your Role and Audience 

This is where your OOO message becomes more than a placeholder. 

 It’s a subtle reflection of how you work, who you serve, and how you show up even when you're not in the inbox. 

Some quick considerations: 

• If you serve external clients, keep it polished and clarify who’s available in your absence. 

• If your OOO is primarily for internal teams, you can be more casual—and more logistics-forward. 

In fact, you may even consider having two versions: 

• External-facing with a warm, professional tone and a clear contact path 

• Internal-facing with links to project folders, shared resources, or status dashboards (bonus points if you include what you’ve already handed off). 

A well-placed link or a short status update can save your team hours—and eliminate unnecessary bottlenecks while you're offline. 

3. Treat It Like a Mini Billboard 

You’re not working, but your message still is. 
So let it serve a purpose while you're offline. 

Depending on your role or business, you might include: 

• A link to recent content, open roles, or a resource 

• A friendly call to action: “Feel free to leave a note—I’ll follow up when I return” 

• A scheduling link to book time when you’re back 

• A sentence about your business, services or team if someone is reaching out for the first time 

You don’t have to oversell—it’s not a newsletter. 
But a little added value goes a long way. 

4. Add a Human Touch 

A little personality goes a long way. 

If it fits your role or brand, consider adding a short line that makes your OOO message feel… well, human: 

• “Spending time with family and intentionally offline.” 

• “Getting in some quiet time before a busy Q3.” 

• “Logging off, slowing down, and refueling. Highly recommend it.” 

You’re not obligated to share your itinerary. But adding a touch of real-life signals that you respect your time—and maybe helps others do the same. 

Example Out-of-Office Messages 

Here are two examples based on everything above. Tweak them to reflect your tone, audience, and goals: 

Tone: Professional & Polished 

Subject: Out of Office: [Your Name] 

Hello, 

 I’m currently out of the office and will return on [DATE]. I will not be monitoring email during this time. 

For immediate assistance, please contact [Colleague Name] at [email]. 

If you're looking to schedule time with me after [DATE], feel free to use my calendar link here: [link]. 

Thank you for your patience—I look forward to reconnecting soon. 

Tone: Casual & Fun 

Subject: OOO and Off the Grid 

Hi there! 

 I’m out of the office, off the grid, and giving my inbox a much-needed break until [DATE]. 

If you need help while I’m out, [Name] is your go-to at [email]. 

Otherwise, leave me a note, and I’ll circle back once I’m back online—with caffeine in hand and (hopefully) a few vacation photos worth sharing. 

P.S. If this message inspires you to plan your own PTO, I fully support that decision. 

Final Thought 

Your out-of-office message doesn’t have to be boring. 

 It can be clear, helpful, and even a little delightful. 

So, before you log off this summer, ask yourself: 

“If this is the only message someone sees from me this week, does it reflect how I work?” 

Make it easy. Make it personal. 

 And let your OOO message work just a little harder—so you don’t have to.