Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content
All
  • All
  • Admin Settings
  • Setting up Zoho Mail
  • Getting Started
  • Managing Inbox
  • Using Mail suite apps
  • Drafting emails
  • Sending emails
  • Composing Emails
  • Integrations
  • Customizing settings
  • Inbox management
  • Integrating with apps
  • Securing your data
  • Searching your Inbox
  • Email

How to set up an out of office email or auto reply for emails in a professional environment

What is an out-of-office message?

An out-of-office email (also known as an OOO message) is an automatic reply that can be sent as a response to people, who email you during the times you are away from work. This is very useful to let your contacts - your colleagues, clients, and business contacts - know that you are not available and that the response will be delayed. When you add a proper out-of-office message, you can also let them know whom to contact in your absence, if there is an emergency. It is particularly important to have proper out-of-office messages if you are away for a long period due to an annual vacation or sick leave or other long absences from work. 

When to set up a professional Out-of-office message?

There are times when you will have to spend your days outside of the office, like, going on vacation for holidays with limited or no access to the internet or flying off to a different country to attend a business meeting and working in a different time zone. Before you leave, ensure that you have informed your plans to your team.  Since your Inbox is still receiving important emails from your other co-workers, customers, and other important people, it is professional to set up an out-of-office message with details about your out-of-office dates, and duration, and also define who will be your backup while you are gone. 

Every time you receive an email, an automatic reply will be sent to the sender informing them about your absence - based on your out-of-office settings. If the same sender repeatedly sends you emails, you can control the interval in which the out-of-office auto-response is sent to the users. 

What to include in your Out-of-office message?

  1. Be polite and thank the sender. 
  2. Specify the dates you are away. 
  3. Include the details of the contact person to reach out in case of emergency. 
  4. Close with a greeting. 

Best practices for drafting an out-of-office message 

  1. Tell your readers when your trip will be over and give them the date you'll be back in the office. Also, it is absolutely unnecessary to mention the starting date of your trip. 
  2. Mention the person whom they can contact in your absence if they are in need of urgent assistance. 
  3. Make sure that your content suits all kinds of audiences, from a work superior to a friend. Following the email etiquette rules helps you draft proper emails that will suit all kinds of audiences.
  4. Avoid any personal information like the place you're spending your holidays in or your personal contact information unless you want all your readers to know it. 
  5. You should be cautious when you provide details in Out-of-office messages, as anyone who sends you an email might get hold of the information. 

Examples of out-of-office messages

Semi-formal out-of-office templates 

Out-of-office message - Vacation 

Hello there!  

Thanks for reaching out. I'm currently out of the office until <>, on vacation. I have limited access to the internet and hence will not be able to check my emails. I will check and reply to your email once I resume work. 

If you need any assistance in the meantime, please contact <colleague's name, role> at <email/ phone>.

Thanks, 

<Your name, designation, company name>

Out-of-office message - Business trip 

Hello!  

Thank you for your email. I'm currently out of the office until <>, on a business trip. I will not be able to check and reply to my emails on a regular basis. I will read and respond to your emails, at a later time. 

In case of any emergency, please contact <colleague's name, role> at <email/ phone>.

Thanks, 

<Your name, designation, company name>

Out of office message - Sick leave

When you are taking a sick leave, you might not have a concrete date of return. Hence it is better to inform people that you are away and provide an alternate contact. 

Hello!  

Thank you for your email.

I'm currently out of the office on sick leave and don't know when I will be back to work. I will not be able to check and reply to my emails for some time.  

In case of any emergency, please contact <colleague's name, role> at <email/ phone>. I will respond to your emails, once I am back to work. 

Thanks, 

<Your name, designation, company name>

Out-of-office message - Maternity leave

Having a proper out-of-office message when you are taking maternity leave is absolutely essential, as the sender will know that you will be away from work for a long time and reach out to the relevant people. Also in such a case, it is better to leave two alternate contacts since you are not going to be back for an extended period of time. 

Hello!  

Thank you for your email.

I'm currently out of the office on maternity leave and I have planned to join back to work on <date/ month>.

I am taking off from work and will have no access to emails during this time. 

<Contact name> can help you in my absence. Contact him/ her at  <email/ phone number>. 

You can also write to  <group email address> for any other assistance. 

Thanks, 

<Your name, designation, company name>

Formal out-of-office message

Sometimes, it is better to ask the sender to write to common email addresses or group emails (support@, sales@, info@, etc), instead of a specific individual person.  

Hello,

Thanks for your email.

I will be out of the office from <> to <>. I will have limited access to emails and will try to respond to emails tagged important. 

In case you are writing regarding something important, request you to resend this email tagging with the subject as Important. 

In the meantime, feel free to reach out to us at <group email address>. 

Best,

[Your Name]

How to Set up an out-of-office auto-reply in Zoho Mail 

  1. In your Zoho Mail account, click the Settings icon in the top-right corner and navigate to the Out of Office section. 
  2. Click Add new out of office.
  3. Choose your audience. You can choose to send the auto-reply to Everyone, to Your contacts, or to Non-contacts.
  4. Select the Start date and End date of the time period you want the reply to be sent. 
  5. Select the Time interval, if you want the out-of-office replies to be sent for emails received during a specific time range. 
  6. You can also select the specific days of the week you want the reply to be sent.
    out of office
  7. Choose to Mark as Out of office in calendar and let know your colleagues that you're on vacation, when they try to add you to an event they create.
    • You can also choose to automatically decline any events that you're being added to or have already been added.
  8. Recurrence interval: To have a gap between two consecutive out-of-office replies to the same person, provide the number of days in the  'Auto respond every _ days'.
  9. Enter the Subject and Content of the message. 
  10. Click Save.

 

The out-of-office message will be saved and will be sent to the people who email you during the specified period. This will be based on the recurrence pattern selected and the time interval provided. 

Try out this feature and share your feedback with us at support@zohomail.com