Proof that some people just Don’t Get It: in response to my out of office voicemail message directing callers to contact my co-worker for anything urgent, a woman left the following message on MY voicemail: “Co-worker, I am having this issue, blah, blah, blah. Please call me at X.” Yeah, I–not co-worker–got the message a week later when I returned.
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I’d add a little more detail to your message just to make it clear what will happen in your inbox. “If I don’t hear otherwise, I’ll assume that your issue was handled by my colleague” or “Please cc me if you contact Jane, and I’ll check back in on my return if I think your issue is still open.”
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I’ll get back to you when I return to civilization. Or to an area with WiFi. Or to the office on May 10th. Whichever comes first.
I’ll be back in front of my computer on [date] and will respond to your message at that time. If you need immediate assistance, please send an email to [contact name] at [contact email] so that the other elves in this workshop can help you out.
We had to do this at my prior position so that agents knew that we were in the office that specific day. Now i dont even use my phone as most internal people call me on Teams.
You may also want to include bullet points of what is in progress so that your client knows you’re on top of things. That will also likely reduce the amount of emails sitting in your inbox when you return. Unlike a more generalized email (like the one I’ve provided) that you can send en masse, you’ll want to set aside some time to send more personalized emails out.
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I deal with this all day. I feel like some property management companies make their managers announce when they’re going to use the bathroom via auto-reply.
This information will help the person reaching out to you gauge whether their message can wait for your response or if they need to contact someone else instead.
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While creating auto responding emails it is vital to focus on the tone and language. It means:
She’s been with our org for 32 years, haha. And our departmental email policy for the last at least eight of them has been “check your email at least twice a day.” Definitely no expectations of a 15 minute turnaround.
Brief Out of Office Message. While it’s vital that you get the main points across in any vacation email, brevity is important. If you’re looking for something a little more to-the-point, try this one
Thank you for your email. I am out of the office in observance of [holiday] with limited access to email and will return on [date]. Your message is very important to me, and I will respond as soon as possible. If you need immediate access, please contact [number].
Would you please check the steps explained in this video: https://www.youtube.com/watch?v=h0jJwjpE87o.