Free Generator

Out of Office Message Generator

Generate professional OOO auto-replies in seconds

Converge Converge Team
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Your Message

Out of office messages are one of those small professional courtesies that make a disproportionate difference. When someone emails you and hears nothing back for a week, they don't think "they must be on vacation" — they think "they're ignoring me." A well-crafted auto-reply prevents that assumption entirely. While you're at it, make sure your email signature is up to date too.

For customer-facing teams, OOO messages are especially important. A customer who emails your support team and gets no response — not even an acknowledgment — is far more likely to churn than one who receives a clear "I'm away, here's who can help you" message. According to SuperOffice, 62% of companies don't even respond to customer emails at all. An auto-reply at least confirms the message was received.

The best OOO messages share four qualities: they state when you'll return, they name an alternative contact for urgent matters, they set expectations about response time, and they match the professional tone of your organization. This generator helps you nail all four in under a minute.

Whether you're heading on vacation, attending a conference, or taking parental leave, this tool generates a ready-to-use message that you can paste directly into Gmail or Outlook's auto-reply settings.

How to Use This Generator

  1. Enter your name: This appears in the greeting of your auto-reply.
  2. Set your return date: Pick the date you'll be back and responding to emails.
  3. Select the reason: Choose from vacation, conference, personal leave, parental leave, sick leave, or other.
  4. Add an alternative contact: Enter the name and email of the person who can handle urgent requests while you're away.
  5. Choose your tone: Professional, Friendly, or Casual — pick what matches your company culture.
  6. Generate and copy: Click "Generate Message," review the output, then copy it to your clipboard.

Pro Tips

  • Set it up before you leave: Don't wait until you're already at the airport. Set your OOO message the evening before you leave so early-morning senders get a response.
  • Confirm your backup: Always tell the alternative contact person that they're listed in your OOO message before you activate it. Nobody likes surprise responsibilities.
  • Keep it short: Your OOO message should be 3-5 sentences maximum. People scan auto-replies — they don't read them carefully.
  • Turn it off promptly: Deactivate your OOO message on your return date. Getting an auto-reply from someone who's clearly back at work feels unprofessional.
  • Avoid oversharing: "I'm on vacation" is sufficient. You don't need to specify that you're hiking in Patagonia. Keep the reason brief and professional.

Frequently Asked Questions

When should I set up an out of office message?
Set up an OOO message whenever you will be unavailable for more than one business day. This includes vacations, conferences, parental leave, sick leave, and personal days. For customer-facing roles, even a half-day absence may warrant an auto-reply to manage expectations.
What should an out of office message include?
Every OOO message should include: (1) that you are out of office, (2) your return date, (3) who to contact for urgent matters. Optional but helpful: the reason for your absence, whether you have limited email access, and a brief note about expected response time when you return.
How do I set up an out of office reply in Gmail?
In Gmail: Settings (gear icon) → See all settings → General tab → scroll to 'Vacation responder.' Turn it on, set start and end dates, add your subject and message, then save. You can choose to send it only to people in your contacts list.
How do I set up an out of office reply in Outlook?
In Outlook desktop: File → Automatic Replies (Out of Office). Turn on automatic replies, set the time range, and enter your message. You can set different messages for internal and external senders. In Outlook web: Settings → View all Outlook settings → Automatic replies.
Should I use a professional or casual tone?
Match your company culture. Customer-facing and enterprise roles typically use professional tone. Internal communications or creative industries can be more casual. When in doubt, lean professional — it's rarely wrong. The most important thing is clarity about your availability and who to contact.
Should I mention my return date?
Yes, always. Senders need to know when they can expect a reply. Use a specific date ('I will return on February 3') rather than vague language ('I will be back next week'). If your return date is uncertain, give an approximate date and mention it may change.

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