A good out-of-office message does three things: confirms you got the email, sets a clear expectation for when you’ll reply, and tells the sender what to do if it’s urgent. Here’s how to write one for different situations.
The basic structure
Every good out-of-office message covers the same three things, in order: acknowledgment, timing, and an alternative contact if the matter is urgent. Anything beyond that is optional detail that mostly just makes the message longer without being more useful.
Template: a short break (1-3 days)
Template: extended leave (1+ weeks)
Template: no fixed return date
Setting up an auto-reply
Most webmail services, including Libero Mail, Gmail, and Outlook, let you schedule an auto-reply with a start and end date in advance, so it’s worth setting up a day before you actually leave rather than on the day itself. Look for “Vacation responder,” “Automatic replies,” or “Out of office” in your account’s settings menu.
Frequently asked questions
Should I say why I’m out of office?
Not usually necessary. A brief reason (e.g. “on leave”) is fine, but the sender mainly needs to know when you’ll respond, not the specific reason for your absence.
Should I include my phone number in an out-of-office message?
Only if you’re genuinely reachable and comfortable being contacted that way; otherwise, point to a colleague or team inbox instead.
Can I schedule an out-of-office message in advance?
Yes, most email providers let you set a start and end date ahead of time, so the message activates automatically without you needing to turn it on the morning you leave.