This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.
When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.
Out of Office Message Requirements
Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.
A typical business travel out of office email will have the following components:
- Thank the person for their email.
- Let the person know when you will be returning.
- Provide an alternate contact person or emergency contact number.
- State that you will respond to emails when you return.
Additional components of your out of office message could include:
- Whether you are checking your email, versus if you are out of the country
- Why you are currently out of the office
See some of our business trip out of office messages below.
Out of Office on a Business Trip
If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.
Thank you for your email.
I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return.
The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.
I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return.
Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.
Out of Office during Business Travel
Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.
I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible.
You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:
I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number].
Out of Office Attending a Conference
If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.
Thank you for your email.
I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date].
If you need immediate assistance, please contact me on my cell at [Number].
Auto Reply Messages for Business Travel
Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.