70+ Perfect Out of Office Message Templates & Examples

Team DeskDay Team DeskDay

Because even great technicians need to sign off sometimes.

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When you run an MSP, stepping away from your desk isn’t simple. There’s always one more ticket to close, one more alert to check, one more client waiting on a reply. But whether it’s a vacation, an on-site project, or simply a weekend, your communication shouldn’t stop when you do.

An Out-of-Office (OOO) message isn’t a courtesy. It’s part of your brand voice, a small yet powerful way to demonstrate that your MSP remains reliable even when you’re offline.

Let’s explore how to craft OOO messages that reflect professionalism, keep clients calm, and make sure business runs smoothly in your absence.

Why Out-of-Office Messages Matter So Much for MSPs

In managed services, silence is never golden. When a client emails support and doesn’t hear back, anxiety builds fast: Is anyone there?

A clear OOO message:

Sets expectations: tells clients when you’ll return and how to reach help in the meantime.
Protects SLAs: routes issues to active team members instead of letting tickets age.
Builds trust: proves your processes are disciplined, even when people take time off.
Keeps your tone human: no cold auto-reply, just simple clarity with a touch of warmth.

Key Elements of a Strong MSP Out-of-Office Message

Include:

Subject line: Out of Office Until Monday, Oct 15 or [Your MSP Name] Support Temporarily Away
Greeting: Hi, or Hello, keep it polite and conversational.
Return date: Always specific.
Alternate contact: Helpdesk, dispatcher, or emergency line.
Optional context: “At client deployment,” “At vendor training,” etc.
Professional close: Name, role, and signature.

Common MSP Scenarios and Matching Templates

Scenario	Template Example	Tone
Technician on Leave	Subject: Out of Office: Returning [Date] Hi, thanks for your message. I’m currently on leave and will return on [date]. For immediate help, please contact our NOC team at [email/phone]. — [Your Name], [MSP Name] Support	Polite & practical
Dispatcher Away	Subject: Dispatch Desk: Out of Office Hello, I’m currently away and unable to manage assignments until [date]. For routing or escalation, reach [Backup Dispatcher] via [email].	Operational clarity
On-Site with Client	Subject: On-Site Support Today Hi, I’m on-site assisting a client and may have limited access. For urgent cases, please raise a ticket through DeskDay or contact [support email].	Direct
Weekend / After Hours	Subject: After Hours: Back at [Time] Thanks for your message! Our hours are [days/times]. For 24/7 clients, call [emergency line]. Others will receive replies the next business day.	Clear boundaries
Company-Wide Holiday	Subject: Office Closed for [Holiday] Our offices are closed from [date] to [date] for the holidays. Monitoring remains active for managed clients. We’ll resume normal operations on [date].	Friendly, consistent

70+ More MSP Out-of-Office Message Templates & Examples

Below are grouped examples you can plug right into your PSA, email client, or DeskDay autoresponder.

Technician / Engineer OOO

“Currently away on an on-site project. Back [date]. Please route tickets via DeskDay.”
“I’m off-grid for a few days of rest and will return on [date]. Urgent issues → [support email].”
“Stepping away from the console till [date]. Monitoring continues as usual.”
“On scheduled leave. Our NOC team remains available via [helpdesk link].”
“I’m out this week recharging my batteries (literally and figuratively). Reach the team at [email].”
“Heads up: I’m out until [date]. No alerts left behind, monitoring stays active.”
“On client deployment: minimal inbox access till [date]. Please use DeskDay for support.”
“On vacation, not in the server room. Back [date]. For urgent help, contact [NOC contact].”
“Currently testing the redundancy of our helpdesk… by being one less tech. Back [date].”
“Taking a well-earned break till [date]. For emergencies, email [support@].”

Dispatcher / Helpdesk Coordinator

“Dispatch desk offline till [date]. Please escalate via [backup name].”
“Away for training. Ticket assignments handled by [colleague].”
“I’m offline today. Ticket routing handled by [backup dispatcher].”
“Out of office, but the queue’s in capable hands. Contact [backup name].”
“Gone for the day! Escalations → [NOC email].”

Account Managers / Client Success

“Traveling for client visits until [date]. For ongoing projects, reach [support contact].”
“At [Event Name]. Service delivery remains active through DeskDay.”
“Back on [date]. Meanwhile, explore our client portal: [link].”
“Away till [date]. Billing inquiries → [billing@yourmsp.com].”
“On the road. For contract renewals, contact [rep name].”

Sales & Business Development / Lead Gen

“Out attending [Conference Name]. If you’re here too, let’s connect at booth [#].”
“I’m away at client meetings till [date]. Book time for next week: [Calendly link].”
“Out generating new leads (hopefully yours). Back [date]. For product demos, visit [link].”
“Currently away. For partnership queries, reach [backup name].”
“At a vendor event. For pricing or demo requests, contact [sales@].”
“On business trip till [date]. DeskDay inquiries → [email].”
“Exploring opportunities at [Industry Summit]. I’ll reply once back on [date].”
“Attending a trade show. Might be handing out more cards than I can count.”
“Out networking at [conference]. For MSP partnership requests, use [form link].”
“Meeting potential clients this week. I’ll get back to you by [date].”

Business Trip or Event Attendance

“Out attending [Event Name]. Back [date]. For support, email [team].”
“Traveling for business. Limited access till [date]. Contact [backup].”
“On-site at [Partner/Conference]. For critical updates, call [NOC number].”
“Representing [MSP Name] at [Event]. I’ll respond after [date].”
“Currently traveling for meetings. Replies may be delayed till [date].”
“On a work trip to [Location]. For support, reach [helpdesk@].”
“Away for a few days. Attending vendor sessions at [Event].”
“On a short trip. Emails paused, monitoring never stops.”
“Traveling for strategic partnership meetings. Back [date].”
“At a conference expanding our tech horizons. Be back soon.”

After-Hours / Weekend

“You’ve reached us outside support hours. We’ll reply at [time/day].”
“Our team’s off-duty until [time]. Monitoring remains active for managed clients.”
“After-hours request received. Emergency plan holders may call [number].”
“Weekend mode activated. Normal hours resume Monday, [time].”
“We’re away recharging for the week ahead. SLA coverage continues as per plan.”

Holiday or Festive Season

“Our offices are closed for [Holiday]. Support resumes [date].”
“Out celebrating the season till [date]. Managed monitoring stays on.”
“Gone to untangle Christmas lights. Support@ still works, thankfully.”
“Holiday downtime till [date]. Have a great [holiday name]!”
“Back after the holidays. Urgent cases: [emergency number].”

Sick Leave / Medical Break

“Currently out for health reasons. Will reply on return [date].”
“Recovering offline. Our helpdesk remains online 24/7.”
“Under the weather. Please contact [colleague] during my absence.”
“Out sick, but the team’s got it handled. Email [support@].”
“On medical leave. Service continues uninterrupted.”

Maintenance / Internal IT / Partner Notice

“Internal notice: unavailable till [date]. Escalations → [manager name].”
“On PTO. Please log all requests via DeskDay.”
“Away for certification training. Internal IT contact [admin@].”
“Heads up: I’m unavailable. All internal tickets → [portal link].”
“Out for system maintenance week. Ping [backup engineer].”

Fun, Lighthearted, or Personality-Driven

“Currently testing our backup plan: vacation mode.”
“I’m OOO: out of office, out of bandwidth, out of coffee.”
“On leave; not fixing Wi-Fi today, just enjoying it.”
“The only network I’m connecting to is the beach bar’s.”
“If you see me online, remind me I’m supposed to be offline.”
“Rebooting myself. ETA: [date].”
“Gone fishing for uptime. Back [date].”
“Currently troubleshooting my golf swing.”
“Stepped out of the matrix. Be back soon.”
“Temporarily unavailable. Human system update in progress.”

Occasion-Based Quick Templates Library

Occasion	Message Example
Attending an Event	“I’m currently at [Event Name] connecting with vendors and peers. Expect delayed replies till [date]. For urgent requests, email [backup@].”
Business Trip	“Traveling for business meetings till [date]. For real-time support, contact our NOC at [number].”
Lead Generation Campaign Week	“Out this week at [Conference Name], discovering new partnerships. Interested in working with us? Drop a note at [sales@yourmsp.com].”
After-Hours Coverage	“Our regular hours have ended, but monitoring is active. We’ll reply once business hours resume [date/time].”
Training or Certification	“I’m away earning new badges at [Vendor]. I’ll return sharper (and probably more caffeinated) on [date].”
Internal Strategy Offsite	“The leadership team is away for planning sessions till [date]. Support continues as usual through DeskDay.”
Emergency-Only Period	“We’re operating emergency support only until [date]. For urgent incidents, call [line].”
Company Anniversary / Celebration	“Our team is celebrating [X years] of service today! Responses may be delayed until [date].”
Community Outreach / Volunteering	“Out supporting our local tech community at [event]. Back [date]. Support continues as usual.”
Public Holiday	“Closed for [Holiday Name]. Monitoring and automated alerts continue uninterrupted.”

Best Practices for MSP Out-of-Office Messages

Avoid oversharing. “On leave” is enough.
Proofread. One typo and your credibility drops a notch.
Sync with PSA tools like DeskDay, Halo, or ConnectWise.
Schedule autoresponders in advance.
Add a booking link if you’re client-facing.

How to Set Up OOO Across Your Stack

Outlook / Microsoft 365: File → Automatic Replies → Add message + date range

Gmail: Settings → Vacation Responder → Enable + choose dates

DeskDay PSA: Automate redirection, notify team, trigger autoresponder

Teams / Slack: Set custom status + away message

Final Thought

For MSPs, professionalism isn’t just about uptime; it’s about presence, even in absence.
A thoughtful OOO message keeps clients informed, SLAs protected, and your brand trusted.

So before you step away, set your message, close that laptop, and rest easy knowing your systems and your clients are still in good hands.

DeskDay is the modern, chat-based PSA built for MSPs who want faster, simpler support. Streamline ticketing, automate workflows, and collaborate effortlessly — all in one place. 💜

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