Should I say why I'm out of office?

You never owe a reason. "On leave" covers vacation, health, and family alike. Add the reason only when it helps the sender — like a conference they might also attend.

What if I have no one to name as backup?

Point to a team inbox or your manager, or set expectations honestly: "I'll reply after [date]; for urgent matters please mark your subject URGENT and I'll triage those first on my return."

Is it okay to say emails will be deleted?

The "email bankruptcy" auto-reply (asking senders to re-send after your return) is increasingly accepted for long leaves, as long as you offer an alternative contact meanwhile. For short breaks, it reads as excessive.

Out of Office Message Examples

A good out-of-office answers three questions in under five seconds: how long are you gone, who covers for you, and will you reply when you're back. Everything else is optional personality. Here are 12 templates from strictly professional to lightly human — pick by audience and occasion.

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Standard vacation replies

The clean default

Subject: Out of office — back [date]

Hello,

I'm out of the office until [date] with limited access to email. I'll reply to your message when I return.

For anything urgent, please contact [Name] at [email] — they can help with [area].

Best regards,
[Your name]

The expectations-managing version

Hello,

Thanks for your email. I'm on leave until [date] and won't be checking messages during that time.

When I'm back, I'll work through my inbox in order — you can expect a reply by [date + buffer]. If your matter can't wait:

• [Topic A] → [Name], [email]
• [Topic B] → [Name], [email]

Best,
[Your name]

The light-touch human version

Hello!

I'm out of office until [date] — somewhere with more mountains and fewer notifications. 🏔️

Your email is safe in my inbox and I'll reply when I'm back. Can't wait? [Name] ([email]) has kindly agreed to be me until [date].

See you soon,
[Your name]

The inbox-zero honesty version

Hello,

I'm away until [date]. In the interest of honesty: emails sent before then won't be read — when I return, I'll be reading forward from [return date], not backward through the pile.

If you still need me, please re-send your message after [date] and I'll see it promptly. Urgent matters: [Name], [email].

Thanks for understanding,
[Your name]

Specific occasions

Sick leave (no detail owed)

Hello,

I'm unexpectedly out of office on sick leave and my return date isn't confirmed yet. I'll reply to your email as soon as I'm able.

For urgent matters, please contact [Name] at [email].

Thank you for your patience,
[Your name]

Parental leave

Hello,

I'm on parental leave until [month/date] and not checking this inbox.

During my leave:
• [Area 1] → [Name], [email]
• [Area 2] → [Name], [email]
• Everything else → [team email]

I won't be replying to messages received during leave, so please contact the people above rather than waiting for my return.

Best regards,
[Your name]

Business trip / conference

Hello,

I'm at [event/traveling for work] until [date], checking email intermittently. Expect slower replies — a day or two rather than my usual hours.

Truly urgent? Text or call me at [number], or contact [Name] at [email].

If you're at [event] too — come say hello!

Best,
[Your name]

Public holiday (company-wide)

Hello,

Our office is closed for [holiday] from [date] to [date]. The whole team is off, so replies will resume on [return date].

For genuine emergencies, our on-call contact is [contact/process].

Wishing you a great [holiday],
[Your name / Company]

Leaving the company

Hello,

As of [date], I'm no longer with [Company]. This inbox is no longer monitored.

Please direct your message to:
• [Successor/role]: [email] — for [area]
• General inquiries: [team email]

It's been a pleasure working with you. You can reach me personally at [personal email/LinkedIn].

All the best,
[Your name]

Internal-only versions

If your mail system supports separate internal replies, colleagues can get the franker version.

Internal: the direct version

Team —

Off until [date]. Not checking email or Slack.

• [Project A]: [Name] has context and authority to decide
• [Project B]: parked until I'm back, already agreed with [stakeholder]
• Actual emergency: call me. Non-emergency that feels like one: it can wait, I promise.

Back [date].
[Name]

Internal: handover-note style

Hi — I'm out [dates]. Handover doc: [link]

Quick version:
• Decisions I've pre-made: [one line]
• Who can approve in my absence: [Name]
• What should genuinely wait: [items]

If the doc doesn't cover it, [Name] is your first stop. See you [date]!

Quick tips

Always include the return date and one named backup with their email — those two lines are the whole job.
Set expectations for the backlog: "replies by [date + 2 days]" prevents day-one pile-up pressure.
For long leaves, tell senders to contact the backup rather than wait — and mean it.
Keep humor light and audience-safe; clients from other cultures will read it too.
Set it to start the evening before you leave, and — everyone forgets this — turn it off when you're back.
Don't reveal more than needed (no travel details or medical information) — auto-replies go to strangers too.

Frequently asked questions

Should I say why I'm out of office?: You never owe a reason. "On leave" covers vacation, health, and family alike. Add the reason only when it helps the sender — like a conference they might also attend.
What if I have no one to name as backup?: Point to a team inbox or your manager, or set expectations honestly: "I'll reply after [date]; for urgent matters please mark your subject URGENT and I'll triage those first on my return."
Is it okay to say emails will be deleted?: The "email bankruptcy" auto-reply (asking senders to re-send after your return) is increasingly accepted for long leaves, as long as you offer an alternative contact meanwhile. For short breaks, it reads as excessive.

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