Out-of-Office Message – Definition, Templates & Data Protection Tips

An out-of-office message is an automatic email reply that informs senders you are temporarily unavailable. It typically includes your return date and the contact details of a substitute. Data protection considerations also apply: the GDPR governs which personal data may appear in an automatic reply.

What Is an Out-of-Office Message?

An out-of-office message (also known as an automatic absence reply or OOO message) is a predefined email sent automatically in response to incoming messages while a person is away from the office. It signals to senders that their message has been received – and tells them when you will be back or who they can contact in the meantime.

The term "out-of-office" is widely used in both English and German professional settings. Out-of-office messages differ from manual replies in that they are triggered fully automatically – usually configured through email clients such as Outlook, Gmail or similar tools.

Important: an out-of-office message is not a legal requirement. It is, however, a professional standard that protects both employees and organisations from communication misunderstandings.

What Should an Out-of-Office Message Include?

Essential Information

A well-crafted out-of-office message should contain at minimum:

• Duration of absence – start date and expected return date
• Notice of unavailability – a clear statement that emails will not be read, or will only be checked occasionally
• Contact for urgent matters – email address or phone number of a substitute (where available and GDPR-compliant)

Optional Information

Depending on context and personal style, the following elements can be added:

• A brief reason for the absence (e.g. "on holiday", "at a conference")
• A note on whether emails will be forwarded
• Alternative contact options (e.g. a general team inbox)
• A version in another language (recommended for international correspondence)

Out-of-Office Messages and Data Protection (GDPR)

An out-of-office message is not exempt from data protection rules. Anyone who includes colleagues' personal data in automatic replies must comply with the principles of the General Data Protection Regulation (GDPR).

What Data May Be Included?

Under Art. 5 GDPR, the principle of data minimisation applies: only the personal data that is strictly necessary for the given purpose may be processed. For an out-of-office message, this means:

• The substitute's email address and/or phone number is sufficient
• The substitute's name may be included – but only with their prior consent
• No private phone numbers, personal email addresses or other unnecessary data should be shared

Naming a Substitute – Yes or No?

Naming a substitute in an out-of-office message is generally permissible, provided the person has been informed and has given their consent. Alternatively, a general team inbox or department email address can be used – often the more data-protection-friendly option, as no individual is singled out.

HR tip: Substitution arrangements should be communicated internally and ideally documented in writing before appearing in automatic replies.

Templates for Every Occasion

Out-of-Office Message – Holiday (External)

Thank you for your message.
I am on holiday from [date] to [date] and will not be available during this time.
I will be back in the office on [return date].

For urgent matters, please contact [name or general address] at [email / phone].

Kind regards,
[Your name]

Out-of-Office Message – Holiday (Internal)

I am on holiday from [date] to [date].
In my absence, [substitute's name] will be handling my tasks – reachable at [email].
I will get back to you as soon as possible after my return on [date].

Best regards,
[Your name]

Out-of-Office Message – Sick Leave

For sick leave, the rule is clear: no diagnosis, no details. Keep the message neutral.

Thank you for your message.
I am currently out of the office and temporarily unavailable.
For urgent matters, please contact [substitute / general address].

Kind regards,
[Your name]

Out-of-Office Message – Parental Leave

Parental leave is a longer absence – this should be communicated clearly.

Thank you for your message.
I have been on parental leave since [date] and will not be available until approximately [date].
I will not be checking emails during this time.

For your request, please contact [name or team email], who will be happy to assist you.

Kind regards,
[Your name]

Out-of-Office Message – Conference / Training

Thank you for your message.
I am attending an event from [date] to [date] and have limited availability during this time.
I will respond to your enquiry upon my return on [date].

For urgent questions, you can reach me at [mobile number / alternative email].

Kind regards,
[Your name]

Out-of-Office Message in German

Vielen Dank für Ihre Nachricht.
Ich bin vom [Datum] bis [Datum] nicht im Büro und in dieser Zeit nicht erreichbar.
Ab dem [Rückkehrdatum] bin ich wieder für Sie da.

Bei dringenden Anliegen wenden Sie sich bitte an [Name oder allgemeine Adresse] unter [E-Mail / Telefon].

Mit freundlichen Grüßen
[Ihr Name]

HR Tip: Company-Wide Guidelines

For organisations of a certain size, it is worth establishing company-wide standards for out-of-office messages. This creates a consistent external image and makes it easier for employees to draft their own messages.

Useful elements for an internal policy:

• Required information for external out-of-office messages
• Data protection guidelines (what data may be included?)
• Guidance on whether internal and external messages should differ
• An approval process for substitution arrangements
• A template library (via intranet or employee handbook)

Such policies are part of professional corporate communications – and can be effectively anchored within the broader employer branding strategy.

Frequently Asked Questions About Out-of-Office Messages

What must an out-of-office message include?

An out-of-office message should contain at minimum the return date, a notice that you are unavailable, and – where applicable – the contact details of a substitute. Everything else is optional.

Am I allowed to name my substitute in the out-of-office message?

Yes, in principle – but only with the substitute's prior consent. If you prefer not to name an individual, you can use a general team email address instead.

Should I use different messages for internal and external recipients?

This is recommended. Internal messages can be more detailed (naming the substitute, referencing ongoing projects), while external messages should be shorter and more formal.

What applies to out-of-office messages during sick leave?

Diagnoses or details about an illness should not appear in an out-of-office message. A neutral formulation such as "I am currently out of the office" is sufficient and legally unproblematic. The return date can be left open.

What data protection rules apply to out-of-office messages?

The GDPR (in particular Art. 5) requires data minimisation: only necessary personal data may be shared. Confidential business information or third parties' private contact details have no place in an out-of-office message.

How do I write an out-of-office message for parental leave or a sabbatical?

For longer absences such as parental leave or a sabbatical, it is important to communicate the duration clearly, name a fixed substitute and explicitly state that emails will not be monitored.

When should I activate my out-of-office message?

The out-of-office message should ideally be activated on your last working day before the absence – not days or weeks in advance, as this can appear disorganised. It should be deactivated on your first day back in the office.

Conclusion

A professional out-of-office message is more than a formality: it prevents misunderstandings, maintains communication continuity and signals reliability – both internally and externally. Following GDPR principles and having ready-made templates for different occasions saves time and ensures data-compliant communication.

HR teams can further contribute to efficiency by providing company-wide guidelines and templates – a small effort with a significant impact on the organisation's professional image.

Sources

• General Data Protection Regulation (GDPR), Art. 5 – Principles relating to processing of personal data. European Parliament and Council of the EU, 2018. https://gdpr-info.eu/art-5-gdpr/
• Federal Data Protection Act (BDSG). Federal Ministry of Justice, Germany, 2018. https://www.gesetze-im-internet.de/bdsg_2018/‍
• Personio HR Lexicon: Abwesenheitsnotiz. Personio GmbH, 2024. https://www.personio.de/hr-lexikon/abwesenheitsnotiz/