Out of Office Voicemail: Why It Matters and How to Do It Right

 In the fast-paced world of business, clear communication is critical—even when you're not available. Whether you're on vacation, attending a conference, or dealing with a personal emergency, setting an out of office voicemail ensures that anyone trying to reach you knows what to expect in your absence.

What Is an Out of Office Voicemail?

An out of office voicemail is a recorded message that informs callers you're temporarily unavailable. It can include important details such as the dates you’ll be away, alternate contacts, and when you'll return. It’s a small step that conveys professionalism and consideration.

Why You Should Use One

  1. Sets Expectations: Callers won’t be left wondering why you’re not answering.

  2. Provides Alternatives: You can direct urgent matters to a colleague.

  3. Preserves Relationships: Timely information can prevent frustration or missed opportunities.

  4. Enhances Your Professional Image: It shows you care about responsiveness and communication.

When to Use It

  • Vacations or holidays

  • Business travel or offsite meetings

  • Leave of absence (e.g., parental, medical)

  • Training or special projects requiring full attention

What to Include in an Out of Office Voicemail

A good voicemail should be concise, clear, and courteous. Here's what to include:

  • Your name and title

  • The reason for your absence (optional)

  • The dates you will be unavailable

  • When you expect to return messages

  • An alternative contact person and their details

  • A thank-you message

Sample Script

Hi, this is Jordan Smith, Senior Account Manager at BrightEdge Solutions. I'm currently out of the office on vacation and will return on Monday, June 10th. I won't be checking voicemail during this time. For immediate assistance, please contact Sarah Patel at 555-123-4567 or sarah.patel@brightedge.com. Thank you for your call, and I’ll get back to you as soon as I can after I return.

Tips for a Professional Voicemail

  • Keep it under 30 seconds

  • Speak clearly and slowly

  • Avoid jargon or humor that may not translate well

  • Update it as needed—don’t leave an outdated message

Final Thoughts

An out of office voicemail might seem like a small detail, but it plays a big role in maintaining professionalism and courtesy. Taking a few minutes to record a thoughtful message can help protect relationships, avoid confusion, and ensure that business continues smoothly in your absence.

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