Out of office message sample, example, template for your Business

By | June 10, 2016

Out of office message sample with more about out of office message template today you can get from this post. What is Out of Office Message? Heard about it any day? Wondering what does it mean? Let me tell you.

Before going ahead with the information, let me first tell you that what information this article will be providing.  How does Out of Office Message look like? and also more about this.

  • Professional Work
  • Business Trip
  • Leave/Holiday.

Out of office message

Out of office message

In case you are planning a vacation or planning to go out for a few days, then that is the right time to get in touch with Out of Office Message.

Out of Office Message actually goes with the literal meaning of its name. In case you are absent in the office, this Out of Office Message will inform the others about it which means that you need not worry about the emails that your receive when you are not present at the office.

Once you set the Out of Office message example, it will be automatically sent to the emails in your absence in the office. You can set the time period for it also for which email addresses it needs to be sent.

In case if you are looking out for a person and he is unavailable due to a few reasons, his Out of Office Message will give you the basic information like when will he able to reply, when will he be back to work and so on.

Out of office message sample

How Out of Office Message should be like?

Though it is called as the Out of Office Message, that does not mean that you need not be professional with it. You’re Out of Office Message should be professional, simple and clear. For example,

‘ I will not in the office right now as I wanted to get drunk with my friends ‘, If you write this as the Out of Office Message, then i am sure that the receiver will think that you are actually drunk. A message like,

‘Thank you for your email. I am not in the office as of now. Will be back by 4PM and revert.’ will be more appreciated.

Importance of Out of Office Message:

Out of Office Message has a lot of importance.

– You need not worry once you set an Out of Office Message, The msg will be automatically sent without any hindrance.

– In case you are out on your vacation, you need not think about your pending emails and stuff, the Out of Message will itself manage everybody.

– If you get worried regarding any kind of emergency, with your colleague’s number in the Out of Office message, you need not worry about the work as it will be done in your absence as well.

– Once you are back after that particular period of time, you can revert to all the emails without any kind of pressure on your head.

How to create Out of Office Message in Outlook?

Let me first teach you that how to create the Out of Office Message in Outlook 2010/2013.

– Firstly go to the File tab and then click on the option that says Automatic Replies that is nothing but Out of Office Message.

– Then click on the Send Automatic Replies.

– In case you want the Out of Office Message to be sent during a specific time period, then check the box which says Only send during this time range, and write down your start and end timings. In case you do not write the timings, then once you are back you need to manually disable it, or else it will be sent even after you come back.

– Then select the Inside My Organisation tab, and tap the message/reply that you want to send WPI email Ids.

– In case you want to send the Out of Office Message to the non WPI emails, then,

· Select the Outside my Organisation option.

· Tick the box that says Auto Reply to people outside my organisation.

· You can either select my contact or anyone outside my organisation accordingly.

· Type the Out of Office Message.

– Once you are done with it, click on OK.

Your message will be made and sent in your absence.

How to create Out of Office Message in Outlook MAC ?

– Firstly, select the tools option from the menu bar and then select Out of Office.

– Click on Send out of office message and then enter your msg.

– Write down the start timing and the end timing. In case you do not write the timings, then once you are back you need to manually disable it, or else it will be sent even after you come back. Remember that the message will be sent to the WPI email Ids only.

– In case you want to send the Out of Office Message to the on WPI emails, then,

· Tick the box that says Send Replies outside my company.

· You can either select Address book contacts or anyone outside my organisation accordingly.

· Type the Out of Office Message.

– When you are done with it, click OK.

How to set an Out of Office Message in Gmail?

In case you want to set up an Out of Office response in Gmail, follow the steps below.

– Firstly, click on the Settings symbol in your Gmail account.

– From the options coming next, select on Settings again. Also make sure that while doing so, you are on the General tab.

– Under Vacation Responder, make sure that the Vacation Responder is on.

– Enter the msg that you want to be sent. Make sure that you write down the appropriate msg, leave an alternative contact number and contact person’s name, if you feel that there is a need for it.

– Set the timings and date as per your availability.

– Set the start date in the option of First Day. Then check the Last Day box and mention the timing for it.

– Lastly, click on save changes for the msg to be sent.

In case you want to turn off the Out of Office message then select the End Now link which you will be finding at the vacation responder bar at the top of your Gmail account screen.

Out of Message Basic Template:

The following is one of the basic templates that can be taken into consideration in case of writing an Out of Office message,

Subject: Out of Office

To whoever it may concern,

I won’t be available at office from (the date of leaving) to (the date of returning). During that time, I will have no access to email or voicemail. If your question or concern can wait until my return, I will respond to all the messages no later than (deadline).

However, if you have an immediate need, please feel free to contact one of the following people in my absence.

For general department concern:

(name)

(title)

(phone)

(email)

For questions regarding (specific project):

(name)

(title)

(phone)

(email)

I apologise for any inconvenience and look forward to assisting you upon my return.

Sincerely,

(name)

This is the basic template that can be used for creating a Out of Office Message.

Let me give you now a few of the Out of Office Message samples which might help you to create your own Out of Office Message.

You must always be clear and specific in the Out Of Office Message.

Out of Office Message sample in case of Professional Work:

Example 1:

Thank you for your email. I am out of office right now and will be back to office on 25th of September. During this period, I won’t be able to access through my email much. In case of any emergency, you can contact my colleague, Edward on 04056767678.

Example 2:

Thank you for your interest in our job offerings.

Your job application has been forwarded to our Human Resources database and you will be contacted by Corporate Communications Department Officer in the coming 2 weeks.

This mail has been automatically generated so do not revert to this mail.

Regards

HR Team

XYZ Company.

Example 3:

Dear customer,

For all new orders received between 6AM and midnight UK time Monday-Friday, an Account Manager will contact you within 10-15 minutes to confirm your requirements.

For any urgent wire distributors required between midnight and 6AM, please contact our Global Client Services on the contact number 04088776655.

Thank you.

Example 4:

Thank you for contacting me.

I will be out of the office from Thursday, November 28th to Monday, December 2nd at 7AM. Till then, if you have any emergency, then you can contact on 09999888877 and email us on [email protected], and all your queries will be given a revert over there.

I will be looking forward to meet you once I come back.

Thank you.

Example 5:

I am currently out of the office with limited network access. I will return at 7AM on Monday, July 9th. If you are emailing a Group Guest Account Request Form that needs to be processed prior Monday, July 9th, Please forward a copy to [email protected] and he will be able to assist you better on this. If you need immediate assistance, please contact on, 336568890.

Thank you.

Have a great day.

Out of Office Message sample in case you are out for a Business Trip:

Example 1:

Dear,

Thank you for contacting me. I will not at office as of now as i have gone to Delhi for a week in order to attend a conference which is after 2 days. I will come back next week and only after that I will be able to revert.

In the case of any emergency, you can contact my colleague Mr Vikas whose contact number is 04099887763.

Regards

Divya Dutta

PR Manager

09866788976

Example 2:

Hello,

I am not in town as I have got some urgent work in my head office which is in Hyderabad. I wont be available for the next 2 days, in case of any emergency you can contact on my office number, 04076564433.

Regards

Mr Vikas Bahl

CEO

XYZ Company.

Out of Office Message in case of a Holiday/Personal work:

Example 1:

Hi,

Thank you for the email. I am sorry as I cannot revert on your mail as of now as I am out with my family for vacation. I will be returning back next week. Until then, if you have any kind of emergency, you can contact on 09866557999.

Thanks.

Nick Mands

Marketing Coordinator

SSRT Apartments,

PR Colony,

Chennai.

Example 2:

Hi,

I will be out of the office for the next complete week as I am out with my friends for a small trip. I will be back to work on 9th of January. In mu absence, you can contact mu colleague, Vikas on 09988776655.

You can also send him the queries that you have by the time I am back. His email id is, [email protected]

Regards

George

Founder and CEO

Blue Bytes.

Thus, i am sure that by going through these examples you must be sure that what kind of Out of Office Message you need to make at different occasions.

Final verdict on out of office message template for Gmail and other

Out of Office Message is that which is automatically sent to the ones who send emails in your absence. The msg is automatically sent. The msg must mention all the basic details that is required and also make a note of it that it must be professional. The Out of Office message response must be simple and clear. It should not contain unnecessary information or any kind of information that is not required.

Make sure that the Out of Office Message is professional and not funny.

Well, i hope that this article was very useful and a good guide for all the ones who were looking forward to set an Out of Office Message for themselves.  Stay tuned for more info about Best out of office message sample and also out of office voicemail message.

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