Out of Office Message Generator
Fill in the dates and we'll write a polished auto-reply message. Vacation, business trip, sick leave, or public holiday — copy and paste into Gmail, Outlook, or Apple Mail.
Your details
Backup contact (optional)
For urgent matters while you're away.
Your auto-reply
How to set up the auto-reply
Once you've copied your message, paste it into your email client's vacation responder.
Gmail
1. Open Gmail → click the gear icon → See all settings. 2. Stay on the "General" tab and scroll to "Vacation responder". 3. Turn it on, set the first and last day, paste the message, then click "Save Changes".
Outlook (Microsoft 365 / New Outlook)
1. Click Settings (gear icon) → Mail → Automatic replies. 2. Toggle on "Turn on automatic replies", set the time range. 3. Paste your message and save. You can also write a separate message for senders outside your organization.
Apple Mail (iCloud)
1. iCloud.com → Mail → Settings (gear) → Preferences → Vacation tab. 2. Tick "Automatically reply to messages when they are received". 3. Set the dates, paste your message, and click Done.
Frequently Asked Questions
What is a good out of office message?+
A good out of office message answers three questions in under 5 lines: when you're back, who to contact for urgent matters, and whether you'll be checking email. Keep it professional, avoid oversharing (the destination of your vacation isn't relevant), and always include a hard return date.
How do you professionally say you will be out of office?+
Use clear, neutral phrasing: "I'm currently out of office from [date] until [date]" or "I'm away from the office and will return on [date]." Avoid "I'll be on vacation" in formal contexts — "out of office" is the safer professional standard. Always include an alternative contact when possible.
What is the best auto-reply message sample?+
The most effective template is: greeting → reason and dates → backup contact → return date → sign-off. For example: "Hello, I'm out of office from May 10 to May 17. For urgent matters, please contact Sarah at [email protected]. I'll respond when I return on May 18. Best regards, [Name]." That's it — 4 lines, all the essentials.
What to say instead of "out of office"?+
Alternatives include: "away from the office", "on leave", "unavailable", "traveling", "on holiday" (British English), or "out of the office". For sick leave, "on medical leave" or simply "on leave" reads more professional than "out sick".
Should I mention where I'm going?+
No. For business contacts, the destination is irrelevant and can read as oversharing. "On vacation" is plenty. For close colleagues you may add a brief detail in a separate internal message, but the public auto-reply should stay neutral.
Do auto-replies work outside business hours?+
Yes. Most clients (Gmail, Outlook, Apple Mail) send the auto-reply for every incoming email within the date range, regardless of time. To avoid spamming the same sender repeatedly, Gmail only auto-replies once every 4 days to the same address; Outlook offers similar suppression options.
While you're at it — get your signature ready
Replies waiting for you when you're back? Make sure they look polished. Build a professional email signature in under a minute.
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