The holiday season brings time off, but it shouldn’t bring email overload when you return. An out-of-office message does more than acknowledge you’re away—it manages expectations, directs urgent matters to the right person, and sets a tone that ranges from professional to playful.
We’ve compiled 25+ templates across every major holiday and style. Pick one, customize it with your contact info, and set your auto-reply. Most take under two minutes to deploy.
Key takeaways
- A holiday out-of-office message needs a return date, a backup contact, and a short closing. Three sentences usually cover it. People reading an auto-reply want to know when you’ll be back and who can help with something urgent right now, and a holiday greeting is a friendly extra.
- The right tone for an out-of-office reply depends on your workplace and your audience. Law firms, finance teams, and healthcare practices should keep auto-replies formal, while creative agencies and tech companies have more room for humor. When in doubt, use the professional version of a holiday template.
- Saving out-of-office templates as TextExpander Snippets means you don’t rewrite them every holiday. Each template gets a short abbreviation, fill-in fields let you change the dates and backup contact, and a shared Snippet group gives a team the same wording.
How to set up out-of-office in Outlook and Gmail
Outlook desktop (Windows and Mac)
New Outlook for Windows:
- On the View tab, select View settings
- Select Accounts, then Automatic replies
- Turn on the Turn on automatic replies toggle
- Select Send replies only during a time period, then set your start and end times
- Paste your message under Send automatic replies inside your organization
- Select Save
Classic Outlook for Windows
- Select File, then Automatic Replies
- Select Send automatic replies
- Check Only send during this time range, then set your Start time and End time
- Paste your message on the Inside My Organization tab
- Select OK
Outlook for Mac
- Open the Tools menu and select Automatic Replies
- Choose your account and turn on Send Automatic Replies
- Enter your reply under Message for inside your organization
- Set a time period if you want replies to stop on their own
If you want to send a different message to external recipients, fill in the Outside My Organization field before saving.
Outlook web
- Sign in to Outlook.com or your company’s Microsoft 365 account
- Select the Settings gear at the top right, then go to Accounts, then Automatic replies
- Turn on the Turn on automatic replies toggle
- Check Send replies only during a time period, then set your start and end times
- Paste your message in the box at the bottom
- To reply to people outside your organization, check Send replies outside your organization
- Select Save
Microsoft’s Outlook on the web instructions also cover blocking your calendar and declining new meetings while you’re away.
Gmail
- Open Gmail and click the gear icon
- Choose See all settings
- Go to the General tab and scroll to Vacation responder
- Select Vacation responder on
- Set your date range
- Enter your subject and message
- To reply only to people in your contacts, check the box under the message
- Click Save Changes
Gmail’s vacation responder sends one message to everyone who emails you, unless you limit it to your contacts. It usually replies only to someone’s first email and replies again if they write after four days, while it’s still on. Messages in spam and mail sent to mailing lists you subscribe to don’t receive replies. To keep separate versions for colleagues and clients, save each as a TextExpander Snippet and paste the correct one with its abbreviation.
Holiday-specific out-of-office message templates
New Year’s Day
Professional
I’m out of the office starting January 1st and will return on [DATE]. I’m spending this time with family and won’t have email access. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. I’ll get back to you as soon as I’m back in the office. Happy New Year!
Casual
Out celebrating the start of 2027 until [DATE]. No email, only resolutions (which I’ll probably break by next week). Hit up [CONTACT NAME] at [EMAIL] if things get urgent. See you when I’m back!
MLK Day
Professional
I’m observing MLK Day on [DATE] and will be out of the office. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you.
Casual
Out observing MLK Day. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent.
Presidents Day
I’m out for Presidents Day on [DATE] and will return [DATE]. I won’t be checking email during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Easter
Professional
I’m out of the office observing Easter from [DATE] to [DATE]. I’ll return on [DATE] and will respond to emails then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Have a happy Easter!
Casual
Hopping away for Easter! Out until [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent. Otherwise, I’ll catch up when I’m back.
Passover
I’m out of the office observing Passover from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Chag Kasher Sameach!
Holi
I’m out of the office celebrating Holi on [DATE] and will return [DATE]. I won’t have email access during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Memorial Day
Professional
I’m out observing Memorial Day on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back in the office.
Casual
Out for Memorial Day weekend. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] for urgent stuff. Otherwise, I’ll be back in touch soon.
Juneteenth
I’m out observing Juneteenth on [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you.
Independence Day (July 4th)
Professional
I’m out of the office for Independence Day on [DATE] and will return [DATE]. I won’t be checking email during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Casual
Out celebrating Independence Day! Back [DATE]. For urgent stuff, contact [CONTACT NAME] at [EMAIL]. Otherwise, I’ll catch up with you when I’m back.
Labor Day
Professional
I’m out observing Labor Day on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back.
Casual
Out for Labor Day weekend. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent.
Columbus Day & Indigenous Peoples’ Day
I’m out of the office on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back.
Veterans Day
I’m out observing Veterans Day on [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you for your service.
Diwali
I’m out of the office celebrating Diwali from [DATE] to [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Diwali!
Thanksgiving
Professional
I’m out of the office for Thanksgiving from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Happy Thanksgiving!
Casual
Out eating turkey and giving thanks until [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent. Otherwise, I’ll be back in touch soon!
Christmas & Holiday Season
Professional
I’m out of the office for the holiday season from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Happy holidays!
Casual
Out spreading holiday cheer until [DATE]. No email, just eggnog and family time. Reach out to [CONTACT NAME] at [EMAIL] if it’s urgent. Merry everything!
Chinese/Lunar New Year
I’m out of the office celebrating Lunar New Year from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Gong Xi Fa Cai!
Eid al-Fitr
I’m out of the office celebrating Eid al-Fitr from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Eid Mubarak!
Kwanzaa
I’m out of the office celebrating Kwanzaa from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Kwanzaa!
Generic out-of-office message templates by style
Basic
I’m out of the office and will return on [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Out of the office until [DATE]. I’ll get back to you as soon as I return. For urgent matters, reach out to [CONTACT NAME] at [EMAIL].
I’m away and will return on [DATE]. I’ll respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Out of office from [START DATE] to [END DATE]. For urgent issues, please reach out to [CONTACT NAME] at [EMAIL]. Thank you.
Call-if-you-need-to
I’m out of the office until [DATE] but I’m checking email sporadically. If it’s truly urgent, you can reach me at [PHONE NUMBER]. Otherwise, I’ll get back to you when I return.
Out of the office [DATE]-[DATE]. I’m not available for most matters, but in case of emergency, contact [CONTACT NAME] at [PHONE/EMAIL]. Otherwise, I’ll respond when I’m back.
Use these templates with a few keystrokes
Instead of copying and pasting OOO messages every holiday, save them as TextExpander Snippets. Type a short abbreviation, fill in your dates and contact info, and your out-of-office reply is ready.
Get started for free. No credit card required.
Ultra-brief
Out until [DATE]. Reach [CONTACT NAME] for urgent matters.
Away [DATE]-[DATE]. Contact [CONTACT NAME] for urgent issues.
Friendly
I’m out of the office and I’m really looking forward to some time away. I’ll be back on [DATE] and will respond to you then. If something urgent comes up, please reach out to [CONTACT NAME] at [EMAIL]. Thanks!
Internal (for colleagues only)
Out until [DATE]. Check with [CONTACT NAME] for any [TEAM/PROJECT] updates. I’ll catch up when I’m back!
Company holiday
Our office is closed for the holiday and will reopen on [DATE]. I’ll respond to your email then. For urgent matters, please contact [COMPANY GENERAL CONTACT]. Thank you and happy holidays!
Festive
Tis the season to be away from email. I’ll return [DATE] and respond to all messages then. For urgent matters, reach out to [CONTACT NAME] at [EMAIL]. May your day be merry and bright!
Funny out-of-office messages
A little humor works well if your workplace is casual enough to support it. These walk the line between funny and professional—use your judgment about whether they fit your company culture.
I’m out of the office and have set my email to auto-delete. Just kidding. I’ll return [DATE] and respond to your email then. For urgent matters, contact [CONTACT NAME] at [EMAIL].
I’m out of the office and out of cell service, which means I’m finally living my best life. Back [DATE]. For urgent stuff, reach [CONTACT NAME] at [EMAIL].
I’m out of the office doing what I do best: nothing. I’ll be back [DATE] and ready to do my second-best thing: answering emails. For urgent matters, contact [CONTACT NAME] at [EMAIL].
I’m out of the office and pretending my inbox doesn’t exist. Back [DATE]. In the meantime, [CONTACT NAME] at [EMAIL] can help with urgent stuff.
Vacation and sick day templates
Vacation:
I’m on vacation from [DATE] to [DATE] and won’t have email access. I’ll respond to your message when I return. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Sick day:
I’m out sick today and will return [DATE]. I’ll respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Thank you.
Holiday greetings and sign-offs
Customize your out-of-office message with these festive phrases. Most email clients support TextExpander Snippets, so you can save these as shortcuts and insert them with a few keystrokes.
- Happy New Year!
- Gong Xi Fa Cai!
- Happy Lunar New Year!
- Eid Mubarak!
- Chag Kasher Sameach!
- Happy Passover!
- Holi Hai!
- Happy Easter!
- Blessed Juneteenth!
- Happy Independence Day!
- Happy Thanksgiving!
- Merry Christmas!
- Happy Holidays!
- Happy Kwanzaa!
- Happy Diwali!
These sign-offs work in the closing line of your message. For example: “Looking forward to catching up with you. Happy Holidays!”
Tips for writing effective out-of-office messages
- Include a return date. People want to know when you’ll be back. If you don’t have an exact date, say “on or about [DATE].”
- Name a backup contact. Don’t leave people guessing who to reach. Give them a specific name, title, and email or phone number.
- Keep it brief. One paragraph is ideal. Three sentences is the sweet spot: when you’re back, who to contact, and one friendly closing.
- Use your template across platforms. Save your out-of-office message as a Snippet in TextExpander so you can deploy it the same way in Outlook, Gmail, Apple Mail, and everywhere else.
- Set accurate date ranges. Make sure your auto-reply is configured to turn on and off on the dates you specify. Nothing worse than getting responses to an out-of-office message six months after you’re back.
- Check tone against your industry. Law firms and healthcare practices should stay formal. Creative agencies and tech companies have more room for personality.
How TextExpander handles out-of-office messages
An out-of-office message isn’t just something you write once and forget. It changes with every holiday, every season, every time zone you travel to. That means managing multiple templates—and remembering which one is which.
TextExpander lets you save your out-of-office templates as reusable Snippets. Type a shortcut like “xmasooo” and your full Christmas message populates instantly. No copy-paste. No typos. No forgetting which template you needed.
Create a Snippet group for “Out-of-Office Messages” and populate it with every template you use. Share the group with your team so everyone has the same templates—same phrasing, same tone, same contact information. When someone goes on leave, they just pick a Snippet and they’re done.
Set up your holiday out-of-office message once and reuse it every year. Explore TextExpander Snippets
Your OOO message, ready every holiday
You found the templates. Now make them permanent. Save your favorite OOO messages as TextExpander Snippets and deploy them with a short abbreviation every time you head out of the office.
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Frequently asked questions
How do I set up an out-of-office message in Outlook?
The steps depend on your version of Outlook. In classic Outlook for Windows, go to File > Automatic Replies, select Send automatic replies, set a time range, and paste your message. In new Outlook for Windows, go to View > View settings > Accounts > Automatic replies. In Outlook on the web, select Settings > Accounts > Automatic replies, and in Outlook for Mac, open the Tools menu and select Automatic Replies. Every version lets you write one reply for people inside your organization and another for people outside it, and Microsoft's automatic replies guide has the full steps.
Should I send different out-of-office messages to internal and external recipients?
Yes, if your email system supports it. Internal messages can be brief and assume colleagues know your team, while external messages should be more formal and name a backup contact, ideally with a title. Outlook supports this directly with separate replies for people inside and outside your organization. Gmail's vacation responder sends one message to everyone, but you can limit it to people in your contacts.
What should a holiday out-of-office message include?
A holiday out-of-office message should include a statement that you're out, the specific dates you'll be away, when you'll return and respond to email, and a contact name and email address for urgent matters. A short holiday greeting, such as "Happy Thanksgiving!" or "Happy holidays!", is a friendly way to close. Keep the whole message to three sentences or fewer so the return date and backup contact are easy to spot.
Can I use humor in an out-of-office message?
Yes, if your workplace culture supports it. Casual companies, creative teams, and tech-forward industries often appreciate a little personality in an auto-reply, as long as the message still gives a return date and a backup contact. Formal environments such as law, finance, and healthcare should stick to a professional tone, because clients and patients may read the reply. If you're unsure, save the funny version for internal recipients and send the professional version to everyone else.
What's the difference between a vacation message and a holiday message?
A holiday out-of-office message ties your absence to a specific holiday or religious observance, such as Thanksgiving, Diwali, or Christmas, while a vacation message covers personal time off that isn't linked to a date on the calendar. Holiday messages often close with a themed greeting like "Happy Thanksgiving!" Vacation messages usually skip the greeting and focus on when you'll return and who can help while you're away. Both should include a return date and a backup contact.
How long should an out-of-office message be?
An out-of-office message should be one short paragraph of two to four sentences. That is enough room for your return date, a backup contact, and one friendly closing line. Anything longer tends to get skimmed or skipped, because people reading an auto-reply only want two answers: when you'll be back and who can help right now. Save project updates and detailed instructions for a separate handoff email to your team.
How do I save out-of-office messages so I can reuse them?
Save each out-of-office message as a Snippet in TextExpander with a memorable abbreviation, such as "xmasooo" for your Christmas message. Create a Snippet group called "Out-of-Office Messages" for all your templates, and use fill-in fields for the parts that change, like dates and the backup contact. When you set up your auto-reply in Outlook or Gmail, type the abbreviation and the full message appears, ready to personalize. Sharing the group gives your team the same wording.
