What a good out-of-office says
People reading your auto-reply want to know three things: that you got their message, when you'll answer, and what to do if it can't wait. Everything else is optional.
- The date you're back, as a real date rather than "next week".
- When to expect a reply.
- Who to contact for anything urgent, with their email or number.
- A link where people can help themselves: your shop, bookings or FAQs.
Setting it up
In Gmail, go to Settings, then Vacation responder, set the dates and paste the message. In Outlook, use Automatic replies. Most email apps send the reply once per person, so regular contacts don't get it again and again.
In WhatsApp Business, go to Business tools, then Away message, and set it to run on a schedule or outside your opening hours. For Instagram and Facebook, set up an away message or instant reply in your inbox automations in Meta Business Suite.
Picking the right tone
Friendly suits small businesses, creators and anyone who mostly hears from customers. Professional suits clients, suppliers and corporate inboxes. Short works for DMs and for people who get a lot of messages, because nobody wants to read a paragraph to find a date.
You don't have to say why you're away. "On holiday" is friendly and normal, but "away" is enough. For sick or family leave, a simple line without details is best.
Before you switch it on
Send yourself a test message to see exactly what people will get. Check the backup contact knows they're covering for you. Then set a reminder to turn it off the day you're back, as an out-of-office that's still running a week later makes a business look closed.
Frequently asked questions
What should I write in an out-of-office message?
Thank them, say when you're back and when they can expect a reply, and give someone to contact if it's urgent. Two or three sentences is plenty.
Should I say why I'm away?
You don't need to. "On holiday" or "away" is fine. For personal reasons, keep it to "out of the office" without details.
How do I set an away message on Instagram?
Use the inbox automations in Meta Business Suite, which can send an away message or instant reply to new Instagram messages. You'll need a business or creator account.
How do I set an away message on WhatsApp?
In WhatsApp Business, open Business tools, then Away message. Paste your message and choose to send it always, on a schedule or outside your business hours.
Should the subject line say out of office?
Yes. A subject like "Out of office until 5 January" tells people the date before they even open it, and it's clear the reply is automatic.