Build your out-of-office reply
Choose why you are away and how reachable you will be. The message updates as you choose, ready to copy.
Reason
Checking email
Automatic reply: Out of office until 19 August
Thanks for your message. I’m on annual leave until Monday 19 August.I won’t have access to email during this time. I’ll reply when I’m back, though messages may take a few days.If it’s urgent, Sam Ortiz can help: sam.ortiz@northfield.co.uk or 020 7946 0123.Thanks,
Lena
What to share, by recipient
Most email systems let you set one reply for colleagues and another for people outside your organisation. Outside readers need less detail.
Colleagues (internal reply)
✓Your return date✓Who covers which projects✓Links to handover notes✓Whether you will check messages
Clients and contacts (external reply)
✓Your return date✓One named contact for urgent matters✕Where you are or why: “out of the office” is enough✕Internal project names or links
InternalHi, I’m off until Monday 14 April. Ana Silva is covering the Northfield account; anything else can wait for my return.
ExternalThank you for your email. I am out of the office until 14 April. For urgent matters, please contact Ana Silva at ana.silva@example.com.
What to leave out, by absence
| Absence | What to say | What to leave out |
|---|---|---|
| Holiday | Return date and a named colleague for urgent matters | Where you are going |
| Sick leave | That you are away and who to contact | Any details of the illness |
| Parental leave | Return month (or “until further notice”) and a team contact | Personal details beyond “on leave” |
| Conference or travel | That replies may be slow, and when you will be back to normal | Hotel or flight details |
| Leaving the company | Your last day and who is taking over | Reasons for leaving |
Before you leave: a quick setup
- Ask your cover colleague before naming them
- Set the reply to start the evening before you leave
- Set an end date so it switches off on its own
- Update your voicemail greeting to match
- Send yourself a test email from a personal address
- Add the absence to your shared calendar
More wording for each case is in out-of-office message templates.
Voicemail greetings, timed
A voicemail greeting is the recorded message callers hear when you cannot answer. Keep it under 20 seconds, about 50 words, and speak slightly slower than normal. Press play to hear the pace as the words light up.
Standard16 seconds Hello, you’ve reached Lena Novak in the Finance team at Northfield. I can’t take your call right now. Please leave your name, number and a short message, and I’ll call you back today.
Away from the office18 seconds Hello, this is Lena Novak. I’m away from the office until Monday 19 August. For anything urgent, please call Sam Ortiz on 020 7946 0123. Otherwise, leave a message and I’ll return your call when I’m back.
Main business line17 seconds Thank you for calling Northfield Analytics. Our office is open from nine to five, Monday to Friday. Please leave your name and number after the tone, and a member of our team will call you back within one working day.
Guides on office messages
3 guides · newest first
15+ Professional Out of Office Message TemplatesExpert-written out of office message templates for vacation, conference, medical leave, maternity, holidays, and short trips. 15+ professional examples.Apr 12, 2026 · 17 min read
Out of Office Message - 20+ Professional Templates20+ professional out of office message templates for vacation, sick leave, parental leave, conferences, and more. Setup guides for Outlook and Gmail included.Mar 31, 2026 · 23 min read
Professional Voicemail Greetings: Situational ExamplesProfessional voicemail greeting scripts for every situation. Includes examples for business, out of office, holiday, medical, legal, real estate, and executive roles.Mar 31, 2026 · 22 min read