Like clockwork, this out-of-office message makes the rounds every summer and holiday season. It gets the job done, sure. But could it be better? So much. 

Hello, 

Thanks for your email. I’m currently out of the office and will respond to emails in the order they were received when I return on [date]. 

Here’s the situation—

As a creative business owner, every communication is an opportunity to delight your readers. Your out-of-office message (aka auto-responder) is no exception. 

In fact, a LinkedIn News Poll found that 38% of professionals believe it’s acceptable to send light-hearted out-of-office emails. Another 37% embraced a balanced approach, and only 25% believed in a strictly professional approach. 

Know your audience and where they stand on the funny ← → serious scale. Then, give your out-of-office message some personality while providing recipients with helpful info. To start, here are five things to include in your out-of-office message:

1. A “thank you” for reaching out  
2. When the sender can expect a reply 
3. Who they can contact while you’re away 
4. Answers to common questions 
5. A free download or digital “gift”  

 

Now, put your OOO message to work with these five templates designed to add value and a dash of personality when you’re on vacation, traveling for work, on holiday, out sick, or on maternity leave. Think of your auto-responder as a free virtual assistant. 

 

No. 01: Out-of-office message for vacation 

You don’t owe anyone an explanation as to why you’re away. But if you’re doing something interesting—like volunteering abroad, traversing the Alps, or bungee jumping in New Zealand—why not mention it? 

Sharing “a day in the life” moments (in a short, professional way) can make you more relatable. Relatability builds trust and likability, which is always good for business. For example: 

Hey there! Thanks for your email—

I’m enjoying some time offline [what you’re doing, e.g., because the mountains were calling, and I went]. I’ll be back on [date] with [something you plan to bring back, e.g., fresh ideas fueled by fresh mountain air]. 

In the meantime, here’s [something helpful or inspiring, e.g., a playlist inspired by the Rocky Mountains]. 

Adventure on, 

[Your name] 

No. 02: Out-of-office message for business travel 

Traveling for a conference or work-related event? That’s an investment in your business that adds value to your customers. Drop a few bullet points about the event and what you plan to learn, like so: 

Oh, hey! Thanks so much for your email. 

I’m trading yoga pants for my fancy pantsuit this week at [name of event]. I’ll be checking email between sessions on topics like: 

• Topic #1
• Topic #2
• Topic #3

My response time may be slow while soaking up knowledge to bring back to my clients. You can still expect a reply within [time frame, e.g., 3 to 4 business days]. 

In the meantime, you can find answers to common questions here [link to the FAQs on your website or include a few Q&A bullet points]. 

Forever learning, 

[Your name] 

No. 03: Out-of-office message for a holiday 

The holidays are often about giving. Why not use your holiday out-of-office message to embrace the spirit by giving your readers a gift? Here’s an out-of-office email template you can use to do just that:

Thanks so much for writing! 

Your email is wrapped beautifully and placed under my inbox for safekeeping while I’m OOO celebrating [holiday]. I can’t wait to open it when I return on [date].  

In the spirit of the season, here’s a gift from me to you: [include a link to free download, holiday playlist, discount code, or anything else your reader might find valuable]

I hope this [name of thing, e.g., e-book, playlist, or discount] adds extra cheer to your day! 

If you need immediate assistance while I’m away, [contact name] has you covered: [contact email]. 

Happy holidays, 

[Your name] 

No. 04: Out-of-office message for when you’re sick 

Being sick sucks. Emails pile up, deadlines whizz by, and timelines get pushed. But that doesn’t mean your “out sick” auto-responder has to suck, too. 

If you know me, you know I love any opportunity to lighten the mood with an 80s-90s movie reference. I can’t think of anything better than Ferris Bueller’s Day Off for this scenario. That said, know your audience and adjust your humor and references so they “get it.” 

Who is it?

Oh, I’m sorry I can’t reply to my email right now. Unlike Ferris Bueller, I’m actually quite sick, and I’m afraid that in my weakened condition, I could take a nasty spill and subject myself to further absences. 

You can reach my [title of contact, e.g., virtual assistant] at their place of work: [their email].  

Thank you for stopping by. I appreciate your concern for my well-being. 

Have a nice day, 

[Your name] 

P.S. Jokes aside, I’ll check my email periodically until I’m back in full swing. Thank you for your patience, as it may take longer than usual for me to reply. 

No. 05: Out-of-office message for maternity leave 

Growing a business is fun and all. But growing your family deserves some time off. Use this out-of-office email template to let people know when you’re on maternity leave. Here’s an example:

Exciting news!

I’ve temporarily traded emails and [something your business does, e.g., logo design] for baby cuddles and sleepless nights. That’s right—I’m on [maternity/parental] leave. 

I’ll be back to business as usual on [return date]. Thank you for your patience while I savor these precious moments with my family. 

In the meantime, [name of alternate contact] is looking after my business baby. You can reach them at [contact email]. They’ll be happy to help you out! 

You can also find answers to common questions here [link to your FAQs]. 

Until I return, 

[Your name] 

Bonus: The always-on auto-responder 

Most people use their out-of-office messages when they’re away. But you can also use your auto-responder to send an instant reply, letting people know their message was received and when they can expect a reply. For example: 

Hello! Thanks so much for reaching out—

I check my email [days, e.g. M-F] around [times, e.g. 4 p.m. PT]. You can expect a reply within [time frame, e.g. 2 business days]. 

In the meantime, here are some [free resources you might enjoy, answers to questions you may have, Spotify playlists I’m digging, etc.]:

• Thing #1 
• Thing #2
• Thing #3

I look forward to connecting soon, 

[Your name] 

You can also use your auto-responder to answer questions or provide additional resources, like so: 

Hello! This is [your name]’s friendly auto-responder. 

Your email has landed safely in [her/his/their] inbox. You can expect a response within [timeframe, e.g., 2 business days]. 

I’m only a bot, but perhaps I can help while you wait. Here are some popular resources: 

• Link #1 [e.g., Check out the frequently asked questions] 
• Link #2 [e.g., Browse the resource library] 
• Link #3 [e.g., Listen to the podcast] 

If this answers your question, hit reply and let me know! 

Don’t see your question? Don’t worry—[your name] will be in touch shortly. 

Beep. Bop. Boop. 

[Your name]’s auto-responder 

It’s not just for email

Your always-on auto-responder can double as a part-time virtual assistant. You don’t (or shouldn’t) live in your inbox—but people can be impatient. Your auto-responder is like the salon manager bringing you a beverage while you wait for your stylist. Here are a few places you can use an auto-responder message: 

• Your email 
• Your CMS (I use HoneyBook)
• Your messenger (such as Slack or Teams) 
• Instagram DMs 

 

Want to put your own spin on these out-of-office email templates? Snag my free brand voice guide to discover and define your brand voice and writing style. 

Pin these out-of-office email templates for the next time you need to take 5 from your inbox 👇