Templates
Out-of-Office Message Template for Excel and Google Sheets free & workplace-ready
Free · Version 2026.10
Create a clear out-of-office message with dates, cover contact and ready-made text. The free out-of-office note template works in Excel and Google Sheets and covers the United Kingdom, Ireland and the United States.
- 100% free
- Workplace-ready
- Excel & Google Sheets
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Frequently asked questions about Out-of-Office Note
What is an out-of-office message and why do you need a template?
An **out-of-office message** (absence auto-reply) tells senders you are unavailable, on holiday, sick leave, or travelling. It sets expectations, cuts follow-up mail, and looks professional. An **out-of-office template** saves time: reuse proven text for Outlook, Gmail, or Microsoft 365 instead of rewriting each absence.
What belongs to a professional absence notice?
Cover letter, thanks for the message, absence period, representation (name and contact) and final formula. Short and objective - 40 to 80 words. No personal details, no emoticons. For e-mail addresses in the representation: (at) instead of @, which reduces spam. The Ordio template contains all fields structured - you fill them out and copy the text.
How do I set an absence in Outlook?
Outlook Desktop: File → Automatic answers, enable, set start and end date, enter text. Outlook Online: Gear → E-Mail → Automatic Answers, Activate Switch, Select Period. You can use different texts for internal and external recipients. The Ordio template delivers the finished text - you copy it and insert it.
Is the out-of-office message template free, and does it work in Excel and Google Sheets?
Yes. You download it free of charge after a short form and get an Excel file (.xlsx, Excel 2016 or Microsoft 365) and a Google Sheets copy. Excel and Sheets contain the same 5 sheets: Instructions, Absence note, Checks, Legal basis, Ordio.
Which countries does the template cover?
The template covers the United Kingdom, Ireland and the United States. The country notes in the file set out the rules for each: United Kingdom: The “Legal basis” sheet refers to UK law (UK GDPR, ICO guidance). Ireland: the EU GDPR applies (regulator: Data Protection Commission); health data is special-category data (Art. 9 GDPR) – never mention illness in an out-of-office note. United States: the GDPR does not apply, but keep health details out anyway – under the ADA, medical information employers obtain must be kept confidential and in separate files (29 CFR 1630.14). Check the return date against your company holiday calendar. Note: Guidance only, not legal advice. Status: October 2026.
What does the template check automatically?
The “Checks” sheet shows ✔ or ⚠ for: Last day is not before first day; Return date is a working day; Cover named with email; Cover email looks valid; No health details in the text.