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Business, Communication, Email Writing

Business Email Guide: Creating an OOO Message When You Go on Leave

For those not in the know, OOO is an abbreviation that stands for out of office.

An OOO email is an automatic response to incoming messages. When an employee is temporarily not working, an OOO message is a handy way to inform everyone of the situation and the timeline for their return.

Going on a well-deserved holiday?

Attending a conference in a different city?

Just need to take a couple personal days?

If you answered ‘yes’, consider setting up an OOO response like so…

Step 1: Turn on the autoresponder & add a subject line.

Most popular email services have an auto-responder feature that can be found in the settings section. Once you locate this, switch it on, set your leave dates, and include a brief but informative subject.

Subject line examples:

“Automated vacation response”

“Out-of-office reply”

“Not in the workplace right now”

Step 2: Start composing the body of the email.

With the auto-response option turned on, it is time to focus on the content of the message. It’s customary to begin with a short greeting and a few sentences regarding the nature of your time off (exact dates, reason for leave, estimated response time, etc.). Let’s create a sample email…

Example:

“Dear Sender, I am currently not in the office and have no access to my work email. This is due to the one-week vacation I am taking from July 25 to August 1, 2022. Please expect a reply from me shortly after my return.”

Step 3: Suggest another contact option & close the message.

To mitigate any inconvenience caused by your absence, you may wish to consider redirecting the sender to someone who can help them. It could be a coworker, your boss, or any other relevant person. Finally, as with all polite emails, a pleasant ending is highly recommended.

Example:

“If you have an urgent inquiry, reach out to my colleague at phone no. or email address. He/She will be able to assist you during my absence. Sorry for any inconvenience. Sincerely,”

The Complete OOO Response (steps 1-3)

Subject line: On leave right now

“Dear Sender,

I am currently not in the office and have no access to my work email. This is due to the one-week vacation I am taking from July 25 to August 1, 2022. Please expect a reply from me shortly after my return.

If you have an urgent inquiry, reach out to my colleague at phone no. or email address. He/She will be able to assist you during my absence. Sorry for any inconvenience.

Sincerely,”

Do you need help composing your next OOO email? Submit your draft and our editors will correct it for you!

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