Out of office message templates

A good out of office message answers three questions in the first two lines: are you away, when are you back, and who can help in the meantime. Everything else is optional. This template does that in about forty words and leaves out the reason you're away, which nobody needs. You still switch the auto-reply on in your mail app; with Retext, typing ;ooo-std into that box asks for your return date and backup contact, so the message is right every time without rewriting it from memory.

Template;ooo-std

Hi, Thanks for your email. I'm out of the office until Return date and won't be checking email regularly. If it's urgent, please contact Backup name at Backup email. Otherwise I'll reply when I'm back. Best, [Your name]

Then type ;ooo-std in any app.

Variations

The same message for a different channel or tone. Copy the one that fits.

For people who get a lot of internal email: two sentences that still answer when and who.

Short

I'm away until Return date with limited access to email. For anything urgent, contact Backup name at Backup email.

For client-facing roles, legal, finance or anyone whose auto-reply may be read by a customer.

Formal

Thank you for your message. I am out of the office from Start date until Return date inclusive and will have no access to email during this time. Your message will not be forwarded. For urgent matters, please contact Backup name at Backup email. I will respond to all other messages after my return. Kind regards, [Your name] [Job title]

When there's no backup. It tells people what to do instead of leaving them waiting.

No one covering

Hi, I'm out of the office until Return date, and no one is covering my inbox while I'm away. I'll go through messages in order when I'm back. If something can't wait, please resend it on Return date with "Urgent" in the subject line and I'll answer it first. Thanks for your patience, [Your name]

For small teams and informal workplaces where a stiff auto-reply would feel out of place.

Friendly

Hi there, I'm taking some time off and I'm back on Return date. I won't see your email until then. If you need something sooner, Backup name (Backup email) knows what I'm working on and is happy to help. Talk soon, [Your name]

When to use it

Any planned absence of a day or more where people expect a reply within a working day.
As your default auto-reply, before you need a more specific one like a holiday closure or a conference.
When you want internal and external senders to get the same clear answer.

What to avoid

Don't give the reason for your absence or where you're going. It's not needed, and it tells strangers your home may be empty.
Don't promise to reply "as soon as possible". Give the return date and let people decide whether to wait.
Don't name a backup who hasn't agreed to cover for you. Ask first, and tell them roughly what might land on them.
Don't leave the auto-reply on after you're back. Set an end date in Gmail or Outlook when you turn it on.

The fields in this template

Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.

Return date{fill:Return date}: The first day you'll read and answer email, e.g. "Monday, June 8". Include the weekday: it's easier to read at a glance.
Backup name{fill:Backup name}: The colleague covering for you. Use their full name so external senders can find them.
Backup email{fill:Backup email}: Your backup's email address, written out so it works in plain-text replies.
Start date{fill:Start date}: Your first day away. Only the formal version uses it, for messages that might be filed as a record.

More about dynamic fields

Tips

•Write the return date as the first day you'll actually answer email, not your last day off. People read it as "when can I expect a reply".
•If you're leaving for exactly a week from today, the date can be computed: swap {fill:Return date} for {date+7}. It's resolved the moment you type the trigger, so it stays fixed in the auto-reply.
•Set the same text as your Slack or Teams status with the short variant, so people who message you there get the same answer.
•Add a version with your phone number for genuine emergencies only if you're willing to be called. Most people are better served by a named backup.

Works in Gmail, Outlook, Apple Mail and every other app

Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.

Questions

What should an out of office message say?

That you're away, the date you'll be back, and who to contact if it can't wait. Add your name and, for external senders, your title. Leave out where you're going and why.

How long should an out of office message be?

Two to four sentences. People skim auto-replies for the return date and a contact, so every extra line makes those harder to find.

How do I set up an out of office message in Gmail or Outlook?

In Gmail, open Settings, See all settings, General, and turn on Vacation responder. In Outlook, use Automatic Replies (File in classic Outlook; Settings, Account in new Outlook and on the web). Paste or type your message there and set the end date.

Should I include my phone number in an out of office reply?

Only if you genuinely want calls while you're away, and ideally only in the internal reply. A named colleague is usually a better route for urgent requests than your personal phone.

Can Retext switch my out of office on and off?

No, the auto-reply is a setting in your mail app. Retext types the message: type ;ooo-std in the auto-reply box, answer the prompts for your return date and backup, and the text is done.