Out of office explained — setting it up properly

An out of office (OOO) message is an automatic email reply set up to let people know you're away from work, when you'll be back, and who to contact in the meantime — a small but important part of properly switching off.

What to include

• The dates you're away and your return date
• Confirmation that you won't be checking emails (sets expectations)
• Who to contact for urgent matters in your absence
• Keep it brief — no need for excessive detail

Why it matters

A clear out of office manages expectations on both sides: senders know not to expect a quick reply and who to contact instead, and it gives you permission to genuinely disconnect, since you've already told people you're unavailable.

Good to know

Pair your OOO with a proper handover so the person covering for you can actually help with what comes up — an OOO message alone doesn't prepare anyone for your absence. Our free out of office planner and annual leave tracker help you prepare properly before you go.