Out of Office Voicemail: What It Is and How to Set the Perfect One

 

Whether you’re going on vacation, attending a conference, or just out for the day, setting an out of office voicemail is a small step that makes a big impression. It’s not just a courtesy — it’s a communication tool that keeps clients, colleagues, and partners informed and confident that they’re in good hands.

In this article, we’ll cover everything you need to know about out of office voicemails, including examples, tips, and best practices.

📞 What Is an Out of Office Voicemail?

An out of office (OOO) voicemail is a temporary voicemail greeting that lets callers know:

  • You’re currently unavailable

  • The reason for your absence (optional)

  • When you'll return

  • Who to contact in the meantime (if applicable)

It’s your voicemail version of an out of office email auto-reply — professional, polite, and practical.

🎯 Why Set an Out of Office Voicemail?

Here’s why it matters:

  • ✅ Manage expectations – Callers know why you're not answering.

  • ✅ Show professionalism – Reflects well on your communication habits.

  • ✅ Redirect efficiently – Helps customers or coworkers find the right contact.

  • ✅ Prevent misunderstandings – Avoids assumptions that you're ignoring calls.

🛠️ How to Record a Good Out of Office Voicemail

1. Keep It Short

Aim for 15–30 seconds max. People don’t want to sit through a long message.

2. State Your Name and Company

Always identify yourself clearly.

3. Mention Your Absence

Include dates or a general timeframe.

4. Provide Alternatives

If possible, mention someone to contact in your absence.

5. Be Friendly and Professional

Use a warm tone but maintain professionalism.

📋 Out of Office Voicemail Script Examples

Here are a few sample voicemail greetings to match your tone and style:

✅ Professional and Polite

"Hello, you’ve reached [Your Name] at [Company Name]. I’m currently out of the office and will return on [Date]. If you need immediate assistance, please contact [Alternative Contact Name] at [Phone/Email]. I’ll return your call as soon as possible. Thank you!"

😄 Friendly and Casual

"Hi! This is [Your Name]. I’m currently away from the office until [Date]. If it’s urgent, feel free to reach out to [Colleague's Name] at [Contact Info]. Otherwise, I’ll get back to you when I return. Thanks and have a great day!"

🤓 For Tech Support or Customer Service

"Thank you for calling [Your Name] at [Company]. I’m out of the office until [Date] and not checking voicemail. For immediate support, please contact our help desk at [Support Number]. Thank you!"

😂 Funny and Creative

"Hey there! I’m currently off the grid — living the dream without email or voicemail until [Date]. If it’s urgent, try [Colleague’s Name], who was brave enough to stay behind. Talk soon!"

🔄 When Should You Set an Out of Office Voicemail?

  • During vacations

  • Long weekends or public holidays

  • Business trips or offsite meetings

  • Maternity/paternity leave

  • Unexpected absences (sick days, emergencies)

Always remember to update or remove your voicemail as soon as you return!

🧠 Pro Tips

  • ✅ Record in a quiet place with no background noise.

  • ✅ Speak slowly and clearly.

  • ✅ Smile while recording — it makes your tone sound warmer.

  • ✅ Test it before saving.

📦 Bonus: Voicemail Template You Can Copy-Paste

Here’s a basic one you can edit and use right now:

"Hi, you’ve reached [Your Name] at [Company]. I’m currently out of the office and will return on [Date]. If this is urgent, please contact [Alternate Name] at [Phone/Email]. Thank you!"

✍️ Final Thoughts

An out of office voicemail may seem like a small detail, but it can make a huge difference in how you're perceived professionally. Clear, courteous communication builds trust — even when you're not available.

So next time you step away, don’t forget to record that voicemail. Your future self (and your contacts) will thank you!

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