Out of office messages: templates, and how to set one
Eight out of office messages to copy, for a holiday, a bank holiday, Christmas and more, and how to turn on automatic replies in Outlook and Gmail. Fill in the brackets and you are done.
Out of office templates
On holiday
Thank you for your email. I am on holiday until [day, date] with no access to email. For anything urgent, please contact [name] at [email]. Otherwise I will reply when I am back.
Bank holiday
Thank you for your email. Our office is closed for the bank holiday on [day, date]. We will reply when we are back on [day]. For anything urgent, please contact [name] at [email].
Christmas closure
Thank you for your email. Our office is closed from [date] and reopens on [date]. We will reply as soon as we are back. Wishing you a good break.
Part-time days
Thank you for your email. I work [Monday to Wednesday] and will reply on my next working day. If it cannot wait, please contact [name] at [email].
Away at an event or travelling
Thank you for your email. I am at [event] until [day, date] with limited access to email, and will reply when I am back. For anything urgent, please contact [name] at [email].
Focus time today
Thank you for your email. I am working on a deadline today and checking email at [time]. If it is urgent, please call [number].
Parental leave
Thank you for your email. I am on parental leave until [month, year]. In the meantime, please contact [name] at [email], who will be glad to help.
Left the company
Thank you for your email. I have now left [company]. Please contact [name] at [email], who looks after my work, and update your records.
How to set an out of office in Outlook
New Outlook for Windows: on the View tab choose View settings, then Accounts, then Automatic Replies. Switch on Automatic replies, tick Send replies only during a time period and set the start and end, write your message, and Save.
Outlook on the web: Settings, then Account, then Automatic replies; the same switch, time period and message, then Save.
Classic Outlook for Windows: File, then Automatic Replies; choose Send automatic replies, set a date range if you want one, and write separate messages for inside and outside your organisation if your account offers them. OK to finish.
From Microsoft’s own help, read 16 October 2026 (support.microsoft.com). Gmail and other POP or IMAP accounts added to Outlook do not support automatic replies there: set them in the mail service itself.
How to set an out of office in Gmail
Open Gmail on a computer, choose Settings, then See all settings. On the General tab, find Out of Office AutoReply, turn it on, enter the dates, subject and message, tick Only send a response to people in my Contacts if you want, and Save changes.
From Google’s own help, read 16 October 2026 (support.google.com).
Before you go
- Set an end date, so the replies stop by themselves when you are back.
- Name one person to contact, and check with them first.
- Look at the fortnight you are away and the week you come back: anything due while you are out needs a decision now, not on your first morning back.
Questions
How do I set an out of office in Outlook?
In new Outlook: View, then View settings, then Accounts, then Automatic Replies; switch on Automatic replies, set the time period if you want one, write the message and Save. Classic Outlook: File, then Automatic Replies. (Microsoft)
How do I set an out of office in Gmail?
Settings, then See all settings; on the General tab, turn Out of Office AutoReply on, enter the dates, subject and message, and Save changes. (Google)
Will my out of office turn itself off?
Yes, if you set a time period: replies stop at the end time. Without one, they stay on until you turn them off.
Should external senders get my out of office?
Microsoft suggests sending replies outside your organisation only to your contacts, because otherwise newsletters and junk mail get them too.
What should an out of office message say?
When you are back, who to contact meanwhile and how, and nothing else: no home details, no reason beyond “on holiday” or “out of the office”.
See what lands while you’re away
Radar shows every deadline in the next ninety days on one radar, from your Outlook or Gmail and calendar, so the week you come back holds no surprises.