Out of office message for sick leave

When you're ill you want the auto-reply done in ten seconds, without thinking about wording. This template is deliberately short: you're out, you don't know exactly when you'll be back, and here's who can help. It says nothing about your health. On your Mac, typing ;ooo-sick into the Gmail or Outlook auto-reply box is all it takes.

Template;ooo-sick

Hi, I'm off sick today and not checking email. I'll reply when I'm back, which I expect to be Date in 1 days. If this is urgent, please contact Backup name at Backup email. Thanks, [Your name]

Then type ;ooo-sick in any app.

Variations

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

When you don't know how long you'll be out. It avoids a date you'll have to keep changing.

Return unknown

Hi, I'm out sick and not sure yet when I'll be back. I'll pick up your message as soon as I return. For anything that can't wait, please contact Backup name at Backup email. Thanks, [Your name]

For a planned medical leave or recovery of a week or more.

Longer absence

Hello, I'm on medical leave until Return date and won't be reading email during that time. Backup name (Backup email) is looking after my work while I'm away and can help with anything you need. Thank you, [Your name]

When to use it

An unplanned sick day, set from your phone first thing in the morning.
A few days off where the return date is uncertain.
Planned medical leave, using the longer version.

What to avoid

Don't share symptoms or a diagnosis. "Off sick" is all anyone needs.
Don't apologise for being ill in the auto-reply.
Don't promise to check email from home. If you're ill, rest.

The fields in this template

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

Date in 1 days{date+1}: Inserts the date 1 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
Backup name{fill:Backup name}: A colleague who can take urgent requests today.
Backup email{fill:Backup email}: Their email address.
Return date{fill:Return date}: Your expected first day back, for the longer version only.

More about dynamic fields

Tips

•{date+1} becomes tomorrow's date the moment you type the trigger, which is the right default for a single sick day. On a Friday, change it to your next working day, or use the open-ended version if you're not sure.
•Set up ;ooo-sick before you need it, while you're well. Then it's two keystrokes on a bad morning.
•Tell your manager directly as well; an auto-reply isn't a sick note.

Works in Gmail, Outlook 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

Do I need an out of office message for one sick day?

It helps if people expect same-day replies from you. A two-line message saves your team from fielding "have you heard from them?" questions.

How much should I say about being sick?

Nothing beyond "off sick" or "on medical leave". Health details don't belong in an auto-reply that anyone can trigger.

Can I set this from my phone?

Yes. Gmail and Outlook both let you turn on auto-replies in their mobile apps. Copy the template as plain text from this page and paste it into the auto-reply setting.