How to write an out of office message
- Enter the dates you're away and your return date.
- Add a reason and a backup contact if you like.
- Copy the version you need into your mail app or WhatsApp.
Examples
Away for Diwali from 6 to 11 November 2026, back on 12 November, with Rahul Mehta covering: the short reply reads “I'm away for Diwali from 6 to 11 November 2026. I'll be back on 12 November 2026. For anything urgent, please contact Rahul Mehta at…” followed by his email address.
Travelling from 28 October to 3 November 2026 with no return date entered: the reply uses the next day, “I'll be back on 4 November 2026.”
A shop closed for Diwali from 6 to 8 November, written as a business: the WhatsApp version is “Hi! Our office is closed for Diwali from 6 to 8 November and back on 9 November. For anything urgent, contact us on 020 2445 0000. We'll reply when we're back. Thank you!”, which is 170 characters.
About this tool
Set up an auto-reply before you go on leave, travel or a festival holiday. Enter the dates you're away and when you're back, say whether you'll check email and who to contact instead. You get a short and a longer email reply, plus a WhatsApp Business away message, with dates written as 4 November 2026.
Common questions
How do I turn on an auto-reply in Gmail?
In Gmail on a computer, open Settings, then See all settings. On the General tab, turn on Vacation responder, add the dates, subject and message, and select Save Changes.
And in Outlook?
In new Outlook or Outlook on the web, go to Settings, then Account, then Automatic replies. Turn them on, set the time period and save. In classic Outlook, choose File, then Automatic Replies.
How long can a WhatsApp away message be?
WhatsApp's help pages don't state a limit for away messages, so the WhatsApp version here is kept under 300 characters and shows its length. Set it in the WhatsApp Business app under Tools, then Away message.
Should I say why I'm away?
It's up to you. The reason is optional, and leaving it out gives a plain “I'm out of the office”. Many people prefer not to mention sick leave to everyone who writes.
Is it free to use?
Yes. There's no sign-up, and you can use it as often as you like.
Is my text uploaded anywhere?
No. This tool runs inside your browser, so what you enter stays on your device.
Do I need to install anything?
No. It works in your browser on a computer or a phone.