Work-life balance

How to write an out-of-office message

Carol Yeoh — Tue, 16 Dec 2025 08:21:42 +0000

How to write an out-of-office message Carol Yeoh

An out-of-office or OOO message may seem like a small administrative detail, but it is an important marker of professionalism. It signals respect for your correspondents’ time, ensures continuity in your absence, and upholds your personal brand at work.

Whether you are taking annual leave, travelling for business, or stepping away unexpectedly, a well-crafted out-of-office message in your work status update or an automated email does more than announce that you are unavailable. It communicates reliability and foresight.

Writing an effective out-of-office message goes beyond setting an automated response. This article outlines why these messages matter in maintaining workplace communication, what to include (and what to avoid), and how to strike the right tone for different situations.

You will also find out-of-message examples for:

Annual leave
Business travel
Unexpected absences
Sick leave
Extended maternity/paternity leave
Simple tips for writing messages that are both clear and courteous.

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Why your out-of-office message matters

In today’s always-on work culture, clear communication boundaries are increasingly important.

A thoughtful message achieves three things:

Professional courtesy – It lets senders know their message has been received and will be handled appropriately.
Expectation management – It clarifies when they can expect a response, reducing frustration or uncertainty.
Continuity – It directs urgent matters to someone who can help, ensuring business needs are met even while you are away.

In short, your automated reply is both a practical tool and a reflection of how you manage your professional responsibilities.

How to write an effective out-of-office message

A clear, confident tone goes a long way. Keep messages short, specific and easy to scan.

Your message should contain:

A courteous greeting to set the tone from the start.
Absence details stating when you will be away and when you will return.
An alternative contact for urgent issues.
A polite closing to show appreciation for the sender’s understanding.

If you will have limited email access rather than none at all, mention that you may take longer to reply. That small detail helps maintain goodwill.

Where can you set an out-of-office message

Depending on your audience and workflows, consider setting them on:

Email autoreplies (e.g. Microsoft Outlook, Gmail): Best for external contacts, formal communication and outlining complex processes.
Messaging platforms (e.g. Microsoft Teams, Slack): Useful for internal visibility, quick updates and directing colleagues during your absence.
Calendars and meeting invites: Adding an OOO note helps set expectations for scheduling and response times.
Project or helpdesk tools (e.g. Asana, Trello, Jira, internal ticketing systems): Updating assignments, due dates or backup owners keeps work moving while you’re away.

Email autoreply (most common)

Email remains the primary channel for professional communication. A 2025 CloudHQ report notes that 93% of professionals check email daily, receive around 121 emails per day, and spend up to 28% of the workweek on email.

This shows why a clear, helpful email autoreply makes a meaningful difference.

For example:

Subject line: Out of office – [Your Name]

Hello,

Thank you for your email. I’m currently out of the office and will return on [date]. During this time, I will have [limited/no] access to email.

If you need to [submit a request / complete a process] while I’m away, please follow the steps outlined in this document: [Insert link to process document].

For urgent matters, please reach out to [Colleague Name] at [Colleague Email] or [Colleague’s Phone Number] for an immediate response.

I’ll respond to non-urgent emails after I return on [date].

Best regards,
[Professional email signature]

Messaging platform status updates (Microsoft Teams, Slack, etc.)

Internal platforms help colleagues quickly understand your availability and who to contact while you’re away. Use short, action-oriented messages and pin them where people will see them (status, profile note, or channel announcement).

1. Annual leave

Thank you for your message. I am currently out of the office on annual leave from 2 to 10 November and will reply to your email upon my return on 11 November.

For urgent matters, kindly contact [Colleague’s Name] at [email address].

Thank you for your understanding.

2. Business trip

I will be away from the office attending meetings overseas from 5 to 8 November and will have limited access to email.

For immediate assistance, please contact [Colleague’s Name] at [email address]. I will respond to other messages as soon as possible after my return.

3. Public holiday

Thank you for reaching out. Our office is closed for the [Holiday Name] from 25 to 27 December. We will resume normal business hours on 28 December.

Your email will be attended to upon our return. Wishing you a pleasant holiday season. Happy holidays!

4. Sick leave

I am currently out of the office on medical leave. For urgent matters, please contact [Colleague’s Name] at [email address].

I will respond promptly to your message when I return.

5. Extended or maternity/paternity leave

Thank you for your message. I am on extended leave until 15 March 2026.

Please reach out to [Colleague’s Name] at [email address] for urgent assistance during my absence.

Tips for writing effective OOO message like a professional

Keep it succinct. One short paragraph is often enough.
Tailor the tone. Maintain a formal, professional tone for clients or external stakeholders; use a warmer tone for internal audiences.
Proofread before activating. Errors in an automatic reply can leave a poor impression.
Update regularly. Ensure dates and contact information are accurate.
Use it strategically. Some organisations include a link to useful resources, such as career advice or company pages, to maintain engagement while you are away.

Key takeaway

Your out-of-office message may feel like a minor detail, but it offers a valuable opportunity to reinforce your professionalism. By communicating clearly and courteously, you help maintain trust, support others in your absence, and return to your inbox knowing that work continued smoothly. Managing your absence well is another way to show that you manage your work with care.

Before you log off, remember that crafting a professional out of office message is just one part of maintaining a strong personal brand – whether you’re in your current role or exploring what’s next. Clear, thoughtful communication reflects reliability and professionalism, qualities that employers value in every candidate.

At Michael Page, we help professionals like you take the next step in their careers. Our consultants combine deep market knowledge with industry expertise to match you with opportunities that align with your skills, goals, and values.

Frequently asked questions (FAQs) about writing out-of-office messages

Q1: Should I include the reason for my absence in my OOO message?

Yes, but keep it brief and professional. Avoid oversharing personal details. A simple phrase like “on annual leave” or “for personal reasons” is enough.

Q2: Can I make my OOO message fun or engaging?

Yes, you can make your OOO message fun, if your workplace culture supports it. A touch of light humour or a seasonal note can make your message more personable. Just be sure to use discretion and maintain professionalism.

Q3: How casual can my tone be?

It depends on the audience and work environment. Internal messages may allow for a more relaxed tone, but external business contacts expect clarity and respect. When in doubt, always lean toward professionalism.

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Carol Yeoh

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How to improve your work-life balance

Simone Wu — Thu, 30 Mar 2023 20:20:00 +0000

How to improve your work-life balance Simone Wu

The traditional concept of work-life balance has been challenged like never before due to the COVID-19 pandemic. During the many lockdowns over the past three years, employees grappled with remote work and blurred boundaries between professional and personal lives. Many came to realise the importance of prioritising their well-being above everything else.

The growing awareness of self-worth and mental health has led some employees to resign from companies with toxic cultures that do not prioritise their overall well-being. While remote work was hailed as a solution for achieving better work-life balance, it also presented challenges, from the temptation to respond to work emails after hours to the difficulty of setting clear boundaries.

As the COVID-19 pandemic gradually moves into an endemic stage, most employees are no longer working remotely and have settled into a hybrid work arrangement.

Some individuals may integrate their work and personal lives (e.g. folding clothes while attending a conference call). It is, however, essential to keep in mind that a healthy balance of work and life must be maintained and that you should not allow your work to dominate your life.

It is beneficial to have a healthy work-life balance between promoting your mental and physical well-being, productivity, relationships, and overall well-being.

Individuals should set routines and establish clear boundaries to protect their personal time and improve work-life balance.

6 ways to achieve work-life balance

Set your boundaries

The first thing you need to know about achieving and improving work-life balance is, it doesn't just happen. Harmonious work-life balance begins with you, proactively setting priorities.

To begin, a large part of achieving work-life balance can be done before starting work. By recognising your priorities and laying out boundaries for work, you will be taking a huge step towards finding the ideal equilibrium even before setting foot in the office.

1. Recognise your priorities

An ideal place to start would be to find out your priorities in life and, by extension, in work. Work will take up a significant portion of your life, so spend some time pondering these questions: What is most important to you? What aspects of life can you not compromise on?

Naturally, this would vary between individuals. For instance, your overall health may be the priority, so setting aside time to exercise takes precedence. Others may want to set aside quality time for family and friends, pursue hobbies, or even focus on themselves.

2. Lay out your own rules

Once you have identified your priorities, set boundaries for your work life. Decide how much time you need to set aside and, in turn, the point of the day beyond which you switch off from your job.

This is important to do early on. It is very easy to get engrossed in your work and eventually compromise on your priorities. For instance, you can set a rule that you will work only within work hours. This means no entertaining late-night phone calls or last-minute work emails.

Once again, this will vary from person to person. In some cases, other factors may have to be kept in mind, such as work deadlines, emergencies, or your colleagues, if you are working with a team. However, at the end of the day, the goal is to have control over your own time.

3. Find a company that fits you

Aside from proper planning on your part, it is equally important to work in an organisation that focuses on its people. Work-life balance can be challenging to achieve if the company you work for does not prioritise employees' well-being.

Organisations may offer employee benefits such as allowing off days on special occasions, allowance to spend on wellness products like gym memberships, off in lieu for overtime, or flexibility in work arrangements.

Some companies may not be able to offer a lot of employee benefits and that is understandable especially if it is a small or new company. Therefore, regardless of benefits, the least any employer can do is to not contact you on your rest days and not contact you about work outside of work hours.

Even if it is a company with long working hours, make sure it has proper policies of caring for and valuing its employees’ work-life balance.

Manage your work and leisure time effectively

Once your priorities and boundaries are in order, it is vital to effectively manage your work and leisure time. Improving work efficiency and taking adequate breaks are two of the best ways to improve your work-life balance.

4. Improve your work efficiency

Becoming more efficient at work may feel easier said than done. You can use simple tips and tricks to boost your productivity at work, allowing you to free up time for your other priorities and personal endeavours. One way is to prioritise the tasks that you have at hand.

Ideally, you should be given a set of KPIs by your manager. Prioritise your tasks according to the KPI given. Ask yourself, which task helps you hit this KPI? When completed, which tasks will help me hit my KPI sooner rather than later? This will allow you to see the order in which tasks need to be done and help you get maximum returns for your effort because you are now prioritising tasks that are of the most value to your company.

Technology is also an increasingly helpful tool to use to improve your efficiency at work. Many apps and tools allow you to better organise your work processes and help you get through the checklist much faster. Tools such as Monday.com, Evernote, RescueTime, Any.do, and Trello can be beneficial to explore.

5. Manage your workload

Job satisfaction plays a significant part in achieving a healthy work-life balance. If you have a huge workload and have problems coping, it is crucial you speak with your immediate supervisor to find the right balance. And if your managers are unable to help you find solutions and achieve balance, then it may be time to look for another job.

It is one thing to keep a positive outlook and to want to impress your bosses by completing a long to-do list, but it is quite another issue if your employer disregards your health and well-being or if the amount of work consistently eats into your personal time.

6. Manage your breaks well

A balanced life is more than finding the middle ground between your work and your non-work life. Aside from setting clear boundaries between work and play, it is essential to take into account your physical and mental well-being. Mindful habits, such as eating at regular hours, staying hydrated and getting enough sleep, contribute significantly to your overall well-being. And that creates more balance on the “life” component of the work-life balance equation.

Taking breaks during work hours also contribute to better work efficiency and help you stay productive throughout the day instead of falling into a lull as the day wears on.

To improve work efficiency, try the Pomodoro Technique, a time management method that involves taking a five-minute break for every 25 minutes of work.

Do not be shy to make full use of your allotted leaves as well. Consider taking vacation time where you can use the time to prioritise your well-being. Allow yourself the time and space to relax and recharge.

At this time, do your best not to get involved in work-related tasks. It is an essential aspect of work-life balance not to let your professional life overlap with your personal life.

Burnout from poor work-life balance is real, but it can be avoided if you start thinking about your well-being. Ultimately, maintaining good work-life balance is about being conscious and intentional about your decisions, and setting priorities for life outside of work. You can devote time to work-life and still make time for your interests and passions for a great work-life balance.

Need more assistance? Contact a Michael Page consultant here, or search for current job opportunities.

Start your job search

Simone Wu

happiness at work

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Work-life balance

How to write an out-of-office message

Why your out-of-office message matters

How to write an effective out-of-office message

Where can you set an out-of-office message

Email autoreply (most common)

Messaging platform status updates (Microsoft Teams, Slack, etc.)

1. Annual leave

2. Business trip

3. Public holiday

4. Sick leave

5. Extended or maternity/paternity leave

Tips for writing effective OOO message like a professional

Key takeaway

Frequently asked questions (FAQs) about writing out-of-office messages

Q1: Should I include the reason for my absence in my OOO message?

Q2: Can I make my OOO message fun or engaging?

Q3: How casual can my tone be?

Join over 60,000 readers!

Topics

Popular articles

How to improve your work-life balance

6 ways to achieve work-life balance

Set your boundaries

1. Recognise your priorities

2. Lay out your own rules

3. Find a company that fits you

Manage your work and leisure time effectively

4. Improve your work efficiency

5. Manage your workload

6. Manage your breaks well

Join over 60,000 readers!

Topics

Popular articles