An out-of-office (OOO) responder is more than a courtesy—it’s an essential communication tool for municipal staff, ensuring continuity and professionalism within your local government. Whether you’re away for personal vacation, holidays, election-related duties, professional trainings, or FMLA leave, crafting a well-thought-out OOO message helps colleagues, constituents, and stakeholders know what to expect and who to contact in your absence.

Why Out-of-Office Responders Matter for Municipal Staff

Municipal government employees interact with residents, vendors, officials, and colleagues on critical community matters. A vague or incomplete OOO response can delay important processes, erode trust, or cause confusion—especially during time-sensitive events like election cycles or public meetings. Your auto-responder communicates not only your status but the accountability and responsiveness citizens expect from public service.

Best Practices for Municipal Out-of-Office Messages

1. Always Specify Dates and Duration

  • Use exact start and end dates. Avoid ambiguous words like “next week” or “soon.” For multi-week absences, note the precise return date and time if relevant.

  • If you’re unsure when you’ll return (e.g., FMLA), state the expected duration or explain updates will follow when available.

2. State the Reason, with Appropriate Detail

  • For vacations or holidays: Briefly mention you’re on leave—no need for personal specifics.

  • For elections, trainings, or FMLA: You may state, “out of the office on official assignment,” “attending mandatory training,” or “on extended personal/medical leave.” Only share details as comfortable and appropriate for public correspondence.

3. Direct Senders to an Alternative Contact

  • Provide a colleague’s name, title, and email or phone for urgent matters.

  • Ensure the colleague has been informed and is prepared to handle redirected inquiries.

  • Never guarantee an immediate response from your alternate unless they have agreed in advance.

4. Set Expectations for Replies

  • Clarify your availability—will messages be delayed, or are you unable to check email entirely?

  • Avoid promising a reply the moment you return; say you will respond “as soon as possible upon return” to manage volume and expectations.

5. Keep It Polite, Professional, and Concise

  • Open with a greeting and thanks: “Hello, thank you for your message”.

  • Use professional closings: “Kind regards”, “Best”, or “Thank you” followed by your name and title.

  • Proofread carefully to avoid errors or confusing statements.

6. Consider Accessibility and Visibility

  • Set your OOO on all platforms you use, including municipal email, internal chat, and scheduling software as appropriate.

  • Use a clear subject line: “Out of Office: [Your Name], [Date Range]”.

Example Templates for Common Municipal Scenarios

Scenario Example Template
Vacation Hello, thank you for your email. I am currently out of the office on leave and will return on [DATE]. For urgent matters, please contact [ALTERNATE NAME, CONTACT/EMAIL]. I will respond as soon as possible upon my return. Thank you for your understanding.
Official Holiday Our office will be closed from [DATE] to [DATE] in observance of [HOLIDAY]. During this time, responses will be delayed. For immediate assistance, please reach [ALTERNATE]. Wishing you a safe holiday!
Election Assignment Thank you for contacting me. I am out of the office assisting with municipal elections until [DATE]. For time-sensitive matters, please reach [ELECTION CONTACT]. I will reply when I return.
Training/Seminar Greetings. I am out of the office attending a professional training from [DATE] to [DATE] and will have limited access to email. Please contact [ALTERNATE] for urgent matters.
FMLA/Extended  Absence Hello, I am currently on extended leave. I expect to return on [DATE]. During my absence, please contact [ALTERNATE] for any urgent needs. Thank you for your patience.

What to Avoid

  • Unnecessary personal details: Stick to professional, non-private reasons.

  • Typos and errors: Always double-check for accuracy and professionalism.

  • Overpromising quick responses: Manage constituent and colleague expectations realistically.

  • Sensitive information: Avoid sharing information that might pose a security risk.

Final Reminders

  • Craft your message in advance, especially for scheduled absences.

  • Communicate with backup staff before listing them as a contact.

  • Update your message immediately if your dates or status change.

By following these best practices, municipal staff demonstrate reliability and respect for the public and their peers while ensuring the community’s work continues smoothly, even during even during absences.