ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

The Art of the "Out of Office" Message - with Examples!

Updated on August 26, 2012
Source

"OOO" Messages

"Out of Office" messages are more than just a convenience to your customers and co-workers; they are a great way to help keep you organized and contribute to a stress-free day off.

The Basic Anatomy of an "Out of Office" Message - Voicemail or Email

  1. Sounds obvious, but - mention that you are away! This can apply to a single day off, extended vacation, time traveling for work, etc.
  2. Note the timeline of your absence. Will you be away for the day, the hour, the week? By letting your callers/emailers know when you will return, it will aid in avoiding unnecessary requests to your emergency contacts and excessive messages upon your return.
  3. Tell them how and when you will be able to respond to their inquiry. Are you away from your office, but able to respond to email requests? Are you traveling abroad and unable to access your phone and email entirely? This is particularly helpful for those that have made a habit of responding to out of office contacts in the past. If your contacts are accustomed to hearing from you on your days off, they may start to expect that of you even when you are unavailable.
  4. Who to contact in the case of an urgent request or emergency. This will offer a sense of security to your contacts and help you to avoid a series of frantic or frustrated messages when you return.
  5. And as always - end with a pleasant salutation.


Voicemail Template Examples

EXAMPLE #1 - Hi, you have reached the voicemail of [NAME], [TITLE or DEPARTMENT] at [COMPANY]. I will be out of the office from [DATE] to [DATE], returning on [DATE and TIME]. During this time I will have limited access to phone calls or email, but will be sure to respond to your message upon my return. If you need immediate assistance, please contact [BACK-UP CONTACT NAME] at [PREFERRED METHOD OF CONTACT].Thank you!

EXAMPLE #2 - You have reached the voicemail of [NAME]. I will be traveling for business [DATE] to [DATE], returning on [DATE and TIME]. If you need immediate assistance, please contact me via email at xxxxxxx@xxxxxxx.xxx.Thank you!


Email Out-of-Office Automatic Reply Template Examples

EXAMPLE #1 -

SUBJECT: [NAME] is out of the office.

BODY: I will be out of the office from [DATE] to [DATE]. I will reply to your email upon my return. If this is an urgent request, please contact [NAME and EMAIL]. Thank you and have a great day!

EXAMPLE #2 -

SUBJECT: Out of Office Reply

Body: Thank you for your email. I am on vacation from [DATE] to [DATE] with limited access to email. I will respond to all inquiries when I return on [DATE], but if your matter is urgent, please contact [NAME and EMAIL]. Have a nice day!

FUNNY! "How to use Microsoft Outlook's Out of Office Assistant"

INFORMATIVE: How to Set Up Out of Office Messages in Microsoft Outlook

How to Enable Out of Office Function in Lotus Notes

Comments

    0 of 8192 characters used
    Post Comment

    • profile image

      Johne363 

      4 years ago

      Awesome article post.Thanks Again. Much obliged. cakedagddbcg

    • profile image

      Mike Abad 

      6 years ago

      I try to keep it simple. " I'm out, leave your message after the tone"

    working

    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, hubpages.com uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at: https://hubpages.com/privacy-policy#gdpr

    Show Details
    Necessary
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the googleapis.com or gstatic.com domains, for performance and efficiency reasons. (Privacy Policy)
    Features
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Marketing
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Statistics
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)