Writing an out-of-office email sounds so simple – until you start to do it. Then you start overthinking it. Should you mention the reason you are not available? Did you use the right grammar? Is your version too formal or to casual? To help you out, I’ve put together some simple tips to help you out – and created useful copy-and-paste templates that you can personalise in seconds.
By the way – if you are wondering whether it’s out-of-office email or out of office email – the answer is that it’s complicated. In standard English, we spell it with hyphens. We use ‘out of the office’ to mean that someone is not physically in the workspace.
Adding to the confusion, Microsoft uses ‘out of office’ in their documentation on how to create one. I’ve ignored Microsoft here, and stuck to the correct spelling, with hyphens.
Did you know that Americans and Brits use different date formats? In the UK, we use the same date format as Germany: DD/MM/YYYY – though we use a forward slash as a separator rather than a full stop. In the US, the day and month swap places.
| Germany | UK | USA |
|---|---|---|
| DD.MM.YYYY | DD/MM/YYYY | MM/DD/YYYY or MM-DD-YYYY |
| 02.05.2026 | 02/05/2026 | 05/02/2026 or 05-02-2026 |
| 2. Juni 2026 | 2 June 2026 | June 2, 2026 or 2 June 2026 |
To be sure that the recipient understands what you mean, write out the date in long form – in words rather than in numbers. Don’t get too stressed about whether to use a forward slash or a full stop, or if you should write June 2, 2026 or 2 June 2026, or even 2nd June. Either way is fine for an out-of-office email. If you want to go deeper on this, here’s a good overview that also includes date formats for other English-speaking countries.
Try to match the tone that your company uses in communication. An IT startup will have a different tone than a financial institution. And check if your company has a recommended out-of-office response, or if they have a preference regarding style and tone. Confused about how to address the email? Have a look at my post on choosing the right business email greeting.
It is helpful to provide additional information, such as who will be covering for you, and when you will return. Make it easy for the recipient of your OOO email though – state their name and contact details clearly. You don’t have to explain why you are away. No one needs to know if you are ill, on holiday, or on a sabbatical. Keep it simple and professional.
Use this email template as your standard out-of-office response. It works in almost all situations, and is clear and professional.
Hello,
Thank you for your email. I’m currently out of office from [date] until [date] and won’t have access to my emails.
During my absence, my colleague [name] will be happy to help with your enquiry. You can reach them via email [email] or phone [number].
I’ll get back to you as soon as I can when I return.
Kind regards,
Lynn
If you are out of the office for a short time or on a business trip, this out-of-office email lets your contacts know that you don’t mind being called on your phone, but you might not be able to to respond immediately.
Hello,
Thank you for your email. I’m currently out of the office from [date] until [date] with limited access to my emails.
If you need to reach me quickly, send me a quick text or give me a call: [phone number].
I’ll get back to you as soon as I can when I return.
Kind regards,
Lynn
If you are at a trade fair or other industry event, you may not be able to answer your emails as quickly as usual. This out-of-office response is ideal if you’d like your contacts to know that you are at the event and would like to connect if they are attending.
Dear Jane,
Thank you for your email. I’m currently at the [event] in [city] from [date] until [date] with limited access to my emails.
If you are at the [event], do give me a call on [phone] or contact me on LinkedIn [link to LinkedIn profile]. It would be great to meet you in person.
For other enquiries, please contact my colleague [name] via email [address] or phone. They will be happy to help.
I’ll get back to you as soon as possible when I return.
Kind regards,
Lynn
A well-written out-of-office email in English makes a professional impression and ensures your clients don’t feel ignored. With the templates above, you can be sure that you won’t miss any important business opportunities.
If you would like help crafting professional English out-of-office email templates for use across your organisation, get in touch. I’m a native English copywriter based in Germany with years of marketing and communication experience.
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