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Out of Office Message Generator

Pick why you're away and how you want to sound — get a clean auto-reply you can paste into Gmail or Outlook in seconds.

Copied ✓ Subject line included · works in Gmail & Outlook

How to write a good out-of-office message

  1. Say you're away — no need to over-explain. "I'm out of the office" covers almost everything.
  2. Say when you're back — a concrete date sets expectations and reduces follow-ups.
  3. Set response expectations — will you check email occasionally, or reply only after you return?
  4. Give an urgent path — a colleague's name and email for time-sensitive matters (ask them first!).

How to set it up

Gmail

Settings → See all settings → General → scroll to Vacation responder → turn on, set dates, paste your message → Save changes.

Outlook / Microsoft 365

Settings → Account → Automatic replies → turn on, set the date range, paste your message → Save. You can set a different reply for people outside your organization.

Apple Mail (iCloud)

iCloud.com → Mail → ⚙️ Settings → Auto-Reply → paste, set dates, save.

Frequently asked questions

What should an out-of-office message include?

That you're away, when you're back, whether you'll see messages meanwhile, and who to contact for urgent matters. Two to four sentences.

Should I share why I'm away?

Optional. Share the reason only when it helps set expectations — like parental leave, where you'll be gone for months.

Can I use a different message inside vs. outside my company?

Outlook supports separate internal/external replies out of the box. In Gmail, the vacation responder can be limited to your contacts or domain.

Is anything I type stored?

No — the message is generated entirely in your browser. Nothing is uploaded.

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Embed this tool on your site — free

Writing a guide, a handbook or an onboarding doc? Drop the out-of-office message generator straight into your page. It is free, needs no key, works on any site, and the only condition is that the credit line stays visible.

<iframe src="https://prosignature.co/embed/out-of-office" width="100%" height="620" style="border:1px solid #e6e6e6;border-radius:14px" loading="lazy" title="Out-of-office message generator"></iframe>

Renders on a transparent background so it inherits your page colours. Adjust the height to taste — 620px fits most layouts.