Out of Office Message Generator
Fill in your name, the dates you are away, the reason and who to contact instead, and get five ready-to-use auto-reply emails: standard, short, client-facing, detailed and an alternative tone. Copy the subject line and message straight into Outlook, Gmail or any email app.
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Your auto-replies
How to use the Out of Office Message Generator
- Enter your name and, optionally, job title and company for the signature.
- Pick your first day away and the day you are back, or tick that the return date is not fixed.
- Choose the reason and how much email access you will have.
- Add a backup contact for urgent matters and pick a tone.
- Copy the subject and message you like best into your email app's automatic replies setting.
Anatomy of a good out of office reply
| Part | Example | Why it matters |
|---|---|---|
| Subject line | Out of office: Jul 7 – Jul 18 | Shows your absence in the inbox before the email is opened |
| Dates away | from Monday, July 7 until Friday, July 18 | Removes guesswork about when you are unavailable |
| Return date | I will be back on Monday, July 21 | Tells people when to expect a reply |
| Email access | I will not have access to email | Sets expectations for urgent messages |
| Backup contact | Please contact Jordan Lee at [email protected] | Keeps work moving while you are away |
| Sign-off | Best regards, Alex Morgan, Marketing Manager | Confirms who the message is from |
Tips
- Keep it short: three or four sentences are enough for most auto-replies.
- Use the day you return, not your last day away, as the headline date, and remember weekends and public holidays.
- Set different internal and external replies if your email app allows it: the short version suits colleagues, the client-facing version suits everyone else.
- Turn the auto-reply on the evening before you leave and set an end date so it switches off automatically.
- Ask your backup contact before listing them, and brief them on what they may receive.
Frequently asked questions
What should an out of office message include?
The dates you are away, the date you will be back, whether you will check email, who to contact for urgent matters (with their email or phone number) and a short thank-you. A reason is optional; 'out of the office' is enough.
Should I give a reason in my out of office message?
It is optional. Mentioning vacation, a holiday or a conference helps people understand the delay, but for sick or personal leave it is fine and often better to say only that you are out of the office. Choose 'Don't mention a reason' if you prefer.
Should I say the last day I'm away or the day I'm back?
Give the day you are back, because that is when people can expect a reply. The generator also shows your last day away in the detailed version so there is no confusion about weekends.
How do I set an automatic reply in Outlook or Gmail?
In Outlook go to File > Automatic Replies (or Settings > Mail > Automatic replies on the web). In Gmail open Settings > See all settings > General > Vacation responder. Paste the message, set the dates and save.
Is it safe to give a colleague's contact details?
Only share contact details your colleague has agreed to share, and avoid personal phone numbers in replies that external senders will see. Auto-replies also confirm to spammers that your address is active, so many companies send a shorter version to external senders.
Can I use a funny out of office message?
A light-hearted tone works well for internal teams and informal workplaces. For clients and formal organisations, the client-facing or formal version is a safer choice.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.