How to write professional out of office messages with AI

Why use AI for your out-of-office email?

Using AI tools to develop your out-of-office (OOO) message creates a polished, professional response that aligns with your workplace’s tone and expectations. Instead of spending time fine-tuning your words, generate an OOO reply that is clear, informative, and polite in seconds with AI. Some AI tools support multiple languages, making global communication easier with translations that come in handy for international companies.

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How to craft an effective AI out-of-office message

Using AI to create an OOO message is simple. Begin by providing key information, including:

• Your return date
• Alternative contacts, if applicable
• A brief reason for your absence
• Preferred tone (formal, friendly, or casual)
• When you can respond to emails

By including these details in your AI prompts, you’re able to create a comprehensive message. Providing a brief reason for your absence clarifies why you’re away: if you have a vacation, jury duty, or a family emergency, communicate that through your OOO message. Try these example prompts to create your own OOO email:

• Please generate an OOO message. I will be out of town from [date] to [date] due to [reason for absence].
• I’m taking PTO this week. Create an OOO message template that I can fill out with the necessary details.

Sample out-of-office messages for any role

Once you input these necessary details, AI tools craft a well-structured out-of-office reply. Here’s an example:

Subject: Out of Office: Back on [Return Date]
Hello,
Thank you for your email. I am currently out of the office and will return on [Return Date]. If your matter is urgent, please contact [Alternative Contact] at [Email/Phone]. Otherwise, I will respond as soon as possible upon my return.
Best regards,
[Your Name]

Don’t forget to customize these points as needed: tweak the wording, add personal touches, or include additional details if necessary.

Common mistakes to avoid in an AI out-of-office message

While AI simplifies the process, it’s still up to you to review the final message and ensure accuracy. Be mindful of common errors such as forgetting key details, adding overly complicated language, or including too much personal information. Ensure your return date and an alternative contact are included. Keep things simple and professional, and avoid unnecessary details about your time away, such as specifics about your vacation or personal circumstances.

Using AI to write an out-of-office message ensures professionalism while saving time. Whether you use an AI message generator or create your email manually, always personalize it to reflect your communication style. With a well-crafted out-of-office reply, you can step away from work confidently, knowing your contacts are well-informed.

Discover AI tools that are great for productivity, such as using AI for law students or for acing a job interview. And try Microsoft 365 for free, which makes it easy to set up an OOO message in Outlook.