Out of Office: How to write a great message without sounding like a robot

Summer is just around the corner, and the first “out of office” messages are already starting to pop up in inboxes. For most people, it’s a standard routine: a couple of dates, a note about limited access to email—and that’s it. Functional? Yes. Clear? Absolutely. But also… a little boring.

An “Out of Office” reply isn’t just a notification. It’s an opportunity to show personality, stay consistent with your brand voice, and—why not—brighten the recipient’s day.

What makes a good OOO message?

A good message is clear, provides accurate information, protects your time, and aligns with your professional image. It doesn’t need to be overly formal if that’s not your usual tone. It doesn’t have to be funny if humor doesn’t fit your style. What really matters is that it’s functional, human, and serves its purpose.

Example of a professional yet friendly tone

“From [date] to [date], I’ll be out of the office with limited access to email. If it’s urgent, please reach out to my team at [email]. I’ll be back with fresh energy—and maybe even a light tan.”

For something more personal and genuine

“These days, I’m doing something rare: resting. I’ll be back on [date], ready to reply with a clear mind and a coffee in hand.”

Or… a touch of humor never hurts

“Right now, I’m on a mission: to see how many days I can last without notifications. If it’s urgent, please send a carrier pigeon—or an email to [support team]. I’ll be back on [date]… unless a seaside taverna convinces me to stay.”

More than just a notification

An Out of Office message may seem like a formality, but it’s part of your overall professional image. Think of it as a mini “business card” for people waiting for your reply or future collaboration. It shows that you respect their time, that you’re organized, and—most importantly—that you can balance professionalism with a human touch!