Out of Office Message Generator
Write an out-of-office auto-reply: your dates, reason, urgent contact and email access, in formal, friendly or short versions, plus Spanish, French, German or Korean.
Subject line (Gmail asks for one): Out of office until Tuesday, November 17
Gmail: Settings → See all settings → General → Vacation responder. Outlook: Settings → Mail → Automatic replies (or File → Automatic Replies in the desktop app). Set the same start and end dates there so the reply switches itself off.
| Version | Message |
|---|---|
| Formal | Thank you for your email. I am out of the office from Tuesday, November 10 and will be back in the office on Tuesday, November 17. During this time I will not have access to email. For urgent matters, please contact Jamie Rivera at jamie.rivera@example.com. I will reply to your message when I return. Kind regards, Alex Kim |
| Friendly | Hi there, Thanks for your message! I’m out of the office from Tuesday, November 10 and back on Tuesday, November 17. I won’t be checking email while I’m away. If it’s urgent, Jamie Rivera (jamie.rivera@example.com) can help. Otherwise, I’ll get back to you when I return. Talk soon, Alex Kim |
| Short | I’m out of the office from Tuesday, November 10 and back on Tuesday, November 17. For anything urgent, contact Jamie Rivera at jamie.rivera@example.com. Alex Kim |
| For colleagues | Hi, I’m out of the office from Tuesday, November 10 and back on Tuesday, November 17. I won’t be checking email while I’m away. Jamie Rivera is covering for me; please reach out to them at jamie.rivera@example.com with anything urgent. Thanks, Alex Kim |
| For customers | Hello, Thank you for contacting me. I am currently out of the office and will be back on Tuesday, November 17. I will reply to your message after my return. If you need help sooner, please contact Jamie Rivera at jamie.rivera@example.com. Best regards, Alex Kim |
An out-of-office reply tells people that you are away, when you will be back and who can help in the meantime, so nobody waits for an answer that is not coming. Enter your dates and an urgent contact, choose whether to give a reason, and the generator writes five ready versions: formal, friendly, short, one for colleagues and one for customers. You can add the same message in Spanish, French, German or Korean underneath.
How to use this tool
- Enter your name, your first day away and the day you are back.
- Choose a reason if you want to give one, and whether you will read email.
- Add a colleague’s name and email for urgent matters.
- Pick the main version and an optional second language, then paste the message into Gmail’s vacation responder or Outlook’s automatic replies.
Formula
Message = greeting + away dates + email access + urgent contact + when you will reply + sign-off
Dates are written in full with the weekday (Monday, November 30) and get the year only when your time away crosses into a new year. If you leave the return date empty, one week after the first day is used. The second-language block uses the return date only, written the way that language writes dates (Montag, dem 30. November; lundi 30 novembre; lunes 30 de noviembre; 11월 30일(월)), and it does not repeat the reason.
Example
Alex Kim is on vacation from Monday, November 23 and back on Monday, November 30, without email, with Jamie Rivera covering. The formal reply reads: “Thank you for your email. I am on vacation from Monday, November 23 and will be back in the office on Monday, November 30. During this time I will not have access to email. For urgent matters, please contact Jamie Rivera at jamie.rivera@example.com …”, signed “Kind regards, Alex Kim”.
Frequently asked questions
What should an out-of-office message include?
The dates you are away (at least your return date), who to contact for anything urgent, and when the sender can expect a reply. A reason is optional; “out of the office” is enough.
Should I say why I am away?
Not necessarily. Many people keep it neutral, especially for sick or parental leave. Saying you are at a conference or travelling can be useful for customers, because it explains slower replies.
How do I turn on an automatic reply in Gmail or Outlook?
In Gmail open Settings, See all settings, General, and switch on the Vacation responder with your dates. In Outlook on the web go to Settings, Mail, Automatic replies; in the desktop app use File, Automatic Replies.
Last updated:
Page address with these inputs: https://kakao.mobile/tools/out-of-office-generator/
Cite or embed this tool
kakaoCalc. (2026, November 8). Out of Office Message Generator. https://kakao.mobile/tools/out-of-office-generator/
“Out of Office Message Generator.” kakaoCalc, 8 Nov. 2026, kakao.mobile/tools/out-of-office-generator/.
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