Business trip out of office message templates
On a business trip you're working, but in a different time zone and between meetings. The useful thing to tell people is when you'll actually be online, so they can decide whether to wait or call someone else. This template gives your travel dates, the time zone you're in, and a realistic reply window.
;ooo-trip;ooo-trip in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For a long-haul travel day when you're fully offline for a few hours.
For a week of on-site meetings where you'll reply in the evenings.
When to use it
- Travel across time zones where colleagues might expect replies during their working day.
- Weeks of client visits or site work with only evening email.
- Long flights where you'll be offline for half a day.
What to avoid
- Don't list your hotel, flight number or exact itinerary.
- Don't promise a same-day reply if your meetings run late.
- Don't forget to switch it off for the days you're back in the office between trips.
The fields in this template
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- Return date
{fill:Return date} - The day you're back in your usual time zone and schedule.
- Time zone
{fill:Time zone} - Where you'll be, e.g. "Singapore" or "Central European".
- Online hours
{fill:Online hours} - When you'll read email, e.g. "before 9am and after 6pm local time".
- Backup name
{fill:Backup name} - Who can step in while you're travelling.
- Backup email
{fill:Backup email} - Their email address.
- Backup phone
{fill:Backup phone} - A phone number for the client-visit version.
Tips
- •Write online hours in the reader's terms if most of your contacts are in one place, e.g. "your mornings, before 11am Eastern".
- •If you travel often, keep a per-app variant: a short ;ooo-trip in Slack, and the full email version everywhere else.
- •Set the travel-day version before you leave for the airport, so it's in place while you're offline.
Works in Outlook, Gmail and every other app
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Questions
Do I need an out of office if I'm still working on my trip?
If your replies will be slower or arrive at odd hours, yes. Saying when you're online stops people chasing you through your night.
Should I mention the time zone I'm in?
Yes. It's the single most useful detail for colleagues deciding whether to wait for you or ask someone else.
Related templates
Conference out of office
;ooo-confEmail & out of office
Hi, I'm at [Event name] until [Last day], so replies will be slower than usual. I'll get back to you by [Reply by]. If y…
Out of office message
;ooo-stdEmail & out of office
Hi, Thanks for your email. I'm out of the office until [Return date] and won't be checking email regularly. If it's urge…
Rescheduling a meeting
;em-reschedEmail & out of office
Hi [Name], I need to move our [Meeting] on [Original time]. Sorry for the change. Would [Option one] or [Option two] wor…
Type ;ooo-trip, get the whole reply
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