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Out-of-office text messages: How to set up and draft an effective auto-response

Out-of-office text message

In today’s world, business doesn’t stop for anyone. Even when you’re out of the office, your customers may try to get in touch. If you want peace of mind after hours, on vacation, or when life gets busy, you need a break from your phone while reassuring clients that you’re not ignoring them.

Out-of-office text messages can be your solution. We’ll explain how to write and set up texting auto-replies from your Android or iPhone, and we’ll offer a better alternative so you can provide a great customer experience even when you’re away.

What is an out-of-office text message?

An out-of-office (OOO) text message is an automatic reply to an incoming text message. This reply informs people you’re unavailable and when they can expect to hear back from you.

How to write an out-of-office text message

Composing an effective out-of-office text message is a simple process. They’re meant to be brief, informative messages so you can get right to the point. There’s no need to write an eye-catching intro or an in-depth explanation.

Here’s what you need to include in your away message and what to leave out.

What to include in an out-of-office text

What to include in an out-of-office text message

Out-of-office messages are typically 160 characters long, which is the maximum length of a standard SMS text message, so keep your message focused on three key items:

  1. The time period you’re available
  2. The reason you’re not responding right away
  3. When clients should expect a response

Hitting these key points can be as simple as telling your clients that you’re out of the office, your return date, and you’ll respond within one business day of returning to the office

If space allows, it’s ideal to thank your clients for contacting you and include a phone number for clients who need immediate help. Being professional and concise is key. 🔑

What to leave out of out-of-office text messages

What should you omit from your out-of-office text? Avoid making promises you can’t keep. If you can’t commit to a 24-hour response time, don’t state that you’ll respond within that time frame. Good business texting etiquette starts with following through on expectations.

It’s also best to eliminate media — pictures, videos, and GIFs — from your out-of-office text message. While most people can receive standard, text-based SMS messages, others may not have smartphones that can receive multimedia (MMS) messages. Keep in mind text messages with emojis are treated as MMS messages by some cell phone services, so it’s best to avoid using emojis, too.

Choosing SMS is best for getting your away message delivered and read.

How to set up out-of-office texts as auto-replies in OpenPhone

OpenPhone is a modern business phone solution that offers a number of text message automation features to help you better support your customers, even when you’re off the clock. With our auto-replies feature, which is available with every OpenPhone plan, you can set up out-of-office text messages in a matter of minutes. Here’s how:

1. Create an OpenPhone account

Create an OpenPhone account

Sign up for a free trial of OpenPhone to try out our business phone system and set up auto-reply text messages at no cost for seven days. You can cancel anytime, and we’ll even remind you before your trial ends.

If you’re already an OpenPhone user, log into your account.

2. Select a phone number from the web or desktop app

Select a business phone number with OpenPhone

To choose a business phone number, head to the OpenPhone web or desktop app. Tap Settings on the left-hand menu, then tap Phone numbers under Workspace. Select the number you want to set up out-of-office replies for. 

If you want to buy a new number, OpenPhone lets you choose from Canadian, US, toll-free, and vanity phone numbers, which cost $5 each per month. Plus, each new member you add to your plan will get a new number to use.

3. Set up auto-replies

Set up auto-replies with OpenPhone

Scroll down to the Auto-Replies section. You can set up out-of-office that automatically respond to missed calls and texts during business hours if you only plan to step away for a brief time. Or you can set up auto-replies for after-hours calls and messages.

Just make sure to update your availability using the business hours feature if you’re unavailable while on vacation or during a holiday.

Under During business hours or After business hours, set up out-of-office auto-reply messages for:

  • All incoming text messages
  • Missed calls with voicemail
  • Missed calls without voicemail

💡 Looking to update your voicemail? Check out these professional voicemail greeting examples.

OpenPhone won’t send automated messages to the same phone number more than once every three hours. This way, your customers won’t be bombarded with texts if they call or message you five times.

Schedule automated text messages

Schedule automated text messages with OpenPhone

Time-based texts let you send automated texts to customers based on working hours so that you adhere to SMS compliance laws. These include payment reminders, follow-up messages, and survey requests.

How to set up out-of-office texts on an iPhone

If you use your iPhone for business calls and texts, you can use your smartphone’s built-in Driving Focus feature as an auto-responder when you’re not available. However, this iOS feature can be a hassle since it isn’t built for out-of-office text messages.

When you set up iPhone auto-replies through Driving Focus, you can’t customize your availability or schedule auto-replies ahead of time. You’ll have to manually enable auto-replies after hours or when your vacation starts and manually disable them when you’re available again. Plus, you can’t set up different auto-responses for missed calls and texts.

Still, if you want a workaround, you can follow these steps to send automatic texts from your iPhone:

  1. Go into the Settings of your iPhone and tap on Focus.
  1. If you don’t see Driving Focus on your list, tap on the (+) in the upper right corner.
Out of office text message iPhone: Setting up out of office messages on iPhone step 1
Out of office text message iPhone: Setting up out of office messages on iPhone step 2
  1. You’ll see a list of available Focus modes. Tap on Driving. 
  2. On the next screen, tap on Customize Focus.
Out of office text message iPhone: Setting up out of office messages on iPhone step 3
Out of office text message iPhone: Setting up out of office messages on iPhone step 4
  1. Within Driving Focus, you can choose if you want to allow notifications from certain people (like family members, for example). Tap on Auto-Reply to make your selection. 
  1. Next, select All Contacts, Favorites, Recents, or No One
Out of office text message iPhone: Setting up out of office messages on iPhone step 5
Out of office text message iPhone: Setting up out of office messages on iPhone step 6
  1. Type in the Auto-Reply Message you want to send. 
  1. To use auto-replies outside of driving (such as during the evenings when you’re at home), select Activate Manually
Out of office text message iPhone: Setting up out of office messages on iPhone step 7
Out of office text message iPhone: Setting up out of office messages on iPhone step 8
  1. To turn on Driving Focus mode, swipe down to access the Control Center. Tap where it says Focus
  1. From your available Focus modes, tap on Driving to turn it on. To turn it off, you’ll repeat the steps in your Control Center and tap on Driving again. 
Out of office text message iPhone: Setting up out of office messages on iPhone step 9
Out of office text message iPhone: Setting up out of office messages on iPhone step 10

As you can see, setting up automatic responses takes quite a bit of effort on iPhones. And after all that work, customers can break through your Driving Focus mode simply by texting “urgent” after their initial text — even if they think an urgent matter is asking for discounts at midnight.

The best way to set up out-of-office text messages is with a VoIP app like OpenPhone.

How to set up out-of-office texts on an Android

Android doesn’t have a built-in auto-reply feature that lets you send out-of-office texts. This means you need to use a workaround, like a standalone app. Here’s how:

  1. Download SMS Auto Reply, a free auto-response app from the Google Play store. You can download another autoresponder, but we’re using this for the tutorial.
Out of office text message Android: Setting up out of office messages on Android step 1
  1. After launching the app, tap Add/Edit.
  1. Name your automated text template (like ‘Out Of Office’ or ‘On Vacation’). Then write the message you wish to send.
  2. Select SMS as the channel you want to automate.
  3. Tap Save to activate your auto-reply.
Out of office text message Android: Setting up out of office messages on Android step 2
Out of office text message Android: Setting up out of office messages on Android step 3

11 out-of-office message examples (and templates)

To help you craft an out-of-office message for your missed phone calls and texts, we’ve created 11 automatic reply templates you can customize.

1. After-hours message

When your team clocks out of work, an after-hours message can reassure your customers you’re not ignoring their texts or calls. Your message can also inform your clients when they can expect a response so they don’t anxiously wait by their phones.

After hours out-of-office text message

Template: Thanks for contacting XYZ Company. Our business hours are M-F, 8 AM to 5 PM ET. We’ll get back to you within one business day.


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2. Vacation message

If you’re taking time off work, a good vacation responder message is a must. Let your customers know you won’t be available to respond or that you’ll have limited access to the internet while you’re away. For the best customer experience, give your clients alternate contact information they can use to get support in the meantime, especially if you’re taking an extended break.

Template: I’m currently on vacation. I’ll be back on April 15 to respond to your message. For immediate assistance, please reach out to Allison at 555-555-5555.


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3. Holiday message

When your entire team is away in observance of a holiday, it’s important to notify your customers if they text or call.

While including a return date and emergency contact information is ideal, your brief message may manage incoming messages. This way, you can spend time with loved ones and relax.

Template: Happy holidays! Our team is out of the office until January 2. For urgent matters, please call 555-555-5555. Otherwise, we’ll respond when we return.


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4. Temporary out-of-office text message

Planning to be out of the office for a short time? Whether you’re running errands, in a meeting, or out for lunch, you can set up a temporary out-of-office message that reassures clients you’ll respond in no time.

Temporary out-of-office text message

Template: Thanks for calling Sam at XYZ Company. I’m currently out of the office. I’ll be back at 2 PM and will respond to your message shortly.


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5. New business-hours message

Any time you change your business hours, there’s bound to be a few customers who don’t get the message. Customers used to your past business hours may be frustrated if they reach out and receive no response. You can use your out-of-office message to inform clients of business-hour updates up to a month after you make a change.

Template: Thanks for contacting XYZ Company. Our business hours have recently changed. Our team is available M-F, 8 AM to 5 PM ET. We’ll respond to you within one business day.


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6. Customer support outside normal hours

If your team provides customer service over text and someone contacts you in the evening, this message can set expectations for when they can expect to hear back.

Template: Hi there, you’ve reached us outside of our support team’s business hours. We’ll get back to you within 24 hours.


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💡 If your team provides support over SMS, check out our customer service text examples guide.

7. Internal away message

Have a phone number your team only uses to contact you? You can provide a clear point of contact while you’re off.

Template: Hi, I’m out of the office until March 5. For anything urgent, please reach out to Kim at 555-555-5555.


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8. Missed call text while out

With this example, you can let callers know why you missed their call.

Template: Hi, sorry I missed your call. I’m out of the office until June 15. If you need immediate assistance, please call our main office at 555-555-5555.


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9. Conference away message

If you’re away from your devices for a conference, use this template to give a contact who reaches out to you a heads up.

Template: Hi, I’m attending a conference and will get back to you as soon as possible. For urgent matters, please reach out to my colleague Alan at 555-555-5555.


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10. Funny out-of-office hours message

If being fun or punny is on brand, consider using an example like this to delight your customers.

Template: Hi, I’m currently out of the office recharging my batteries so I can come back with even more electrifying ideas! If you need immediate assistance, please contact my colleague Esmerelda at 555-555-5555.


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11. Taking maternity leave 

Planning on being off for maternity leave? Use this message to let your customers know how long you’ll be out of the office and when you plan to return. If a colleague will fulfill your role while you’re gone, provide their contact details in the message.

Template: Hi, I’m currently out of the office on maternity leave until December 10 and won’t check or respond to emails while I’m away. Until then, please contact my colleague Isiah for assistance at 555-555-5555.


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5 more ways to use out-office-text message examples for your business

Out-of-office text messages can serve a greater purpose than informing your customers you’ll be away. You can turn your away message into a sales or marketing touchpoint that helps you reach your business goals. Here are five ways to make the most of your auto-replies, along with more out-of-office message examples.

1. Drive traffic to your website

Your business website likely offers information and a number of resources that can answer your clients’ questions, even when you’re away. The best part is your website doubles as a marketing tool that can guide leads and clients further through the buyer’s journey and persuade them to make a purchase.

By directing callers and texters to your homepage, a landing page, an FAQ, or another relevant web page on your site, you can help them out while getting business results.

Drive traffic to website out-of-office message

Template: Thanks for reaching out! We’re on a team retreat until June 10 and will respond when we return. For now, you can learn more about our services at xyzcompany.com.


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2. Capture new leads

While you may already have your client’s phone number saved in your CRM, your out-of-office text message is a great opportunity to get them engaged on other communication channels. Encourage them to provide their email address by promoting newsletter perks, inviting them to a webinar, or offering other enticing lead magnets (like downloadable whitepapers and free consultations).

Template: Our sales team is out of the office until 3 PM PT but will respond shortly. Subscribe to our newsletter for 20% off our product at xyzcompany.com/subscribe.


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3. Promote a sale

Got a sales promotion coming up or currently live? Your customers will love being in the loop about ways to save.

Use your out-of-office text message to hype up your sales event and direct people to your ecommerce website or store. Be sure to make the sale feel time-sensitive by telling your clients when it will end so they’re more likely to jump right into action.

Template: Thanks for calling. I’m out of the office and will respond within one business day. In the meantime, mark your calendars for our one-day BOGO sale on August 5!


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4. Share your content marketing

Your blog posts and videos can be helpful resources for customers while you’re out of the office. Instead of relying solely on search engines like Google or YouTube to get traffic (and results) from your content marketing, consider promoting relevant content within your auto-replies.

Aim to use shorter links so clients don’t get annoyed by a big wall of text on their texting app. However, avoid using link shorteners like bit.ly and tiny.url, which can get flagged as spam and leave your text message undelivered.

Share your content marketing out-of-office message

Template: Thanks for calling! We’ll respond during business hours, M-F, 9 AM to 5 PM MT. Watch our walkthrough for help navigating our app: xyzcompany.com/walkthrough.


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5. Boost social media engagement

Odds are, many of your customers are using social media throughout their days. Almost 7 in 10 US adults use Facebook. Getting leads and clients engaged with your social media pages is a great opportunity to market your products, services, or brand to them where they’re already looking. Plus, since social media is a two-way platform, promoting your social channels within your out-of-office message is a great way to strengthen your customer relationships.

Your out-of-office text message can even suggest apps like Messenger and Twitter as alternate support channels if your social media specialists or customer service team are available to respond there.

Template: Thanks for reaching out. I’m at a business conference until May 20. Connect with me at linkedin.com/in/username to learn with me or for a faster response!


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Composing out-of-office text messages vs. out-of-office email messages

Texting and email are two essential business channels that serve different purposes. While emails are ideal for more complex messages, text messages are more immediate. In fact, 72% of people have made a purchase after receiving a text from a brand. This makes text messaging an ideal channel for out-of-office text messages.

A text message can also feel more personal than an email, which helps clients feel valued and supported while you’re away.

Auto-responder emails can still be an effective tool to respond to clients who email you while you’re out of the office since their attention is already on their email platform. However, if a client calls or texts you, an out-of-office text message makes the most sense. It’ll get read faster and won’t require your client to hop on a different channel.

With a VoIP system like OpenPhone, you won’t have to worry about having limited texting automation features. Much like modern email platforms like Gmail, OpenPhone allows you to schedule auto-replies to send at specific times. This makes sending out-of-office messages a hands-off process. 

OpenPhone: The best phone system for out-of-office text messages

OpenPhone app

A great out-of-office message reassures customers while allowing you to take time off or jump into meetings without any worries. The best away messages are informative, no-frills messages that are professional and concise.

Once you’ve drafted your out-of-office text message, the best way to set up your auto-replies is by using a VoIP service like OpenPhone. It’ll only take a few minutes, and after your auto-replies are set up, sending out-of-office texts will be a totally hands-free process.

Start your free trial of OpenPhone today.

FAQs

How do I create an out-of-office text message for my mobile phone?

How you create out-of-office text messages for your mobile phone depends on its operating system. For example, if you have an Android, you need to download a standalone app. For iPhones, you can use the Driving Focus app. 

However, you can choose a better alternative like OpenPhone, which lets you for automatic during and after business hours text messages. Plus, it offers more VoIP texting features, like AI-suggested text responses that will write an OOO message for you, which you can save as a snippet to use at a later time.

What is a good out-of-office message?

A good out-of-office message should be concise and polite. It should include the information your customers need so they know why you’re unavailable and when they can expect a response.

How do I set up out-of-office text messages on a Samsung device?

To set up and send out-of-office text messages on your Samsung device, you’ll need to download and install an app like SMS Auto Reply. While this may work for personal use, it lacks the business-friendly features a VoIP provider like OpenPhone can provide.

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