You can also schedule your auto replies ahead to send at a specific time for a set it and forget it solution.
This used to drive my supervisor crazy, she’d email me “it looks like your OOO is still on.” I had to explain the rationale a few times before she understood.
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Hi! I will be out of the office this week. If you need immediate assistance while I’m away, please email (COLLEAGUE NAME).
You must pay close attention to signs of negative language or tendencies to sound monotonous. Instead, you can use simple, everyday vocabulary to convey your message.
Going on a vacation, feeling under the weather, celebrating the holidays, or just playing hooky from work? If so, you need to let your colleagues, clients, and leads know that you’re not available. There’s nothing worse than waiting for an urgent request, or even a quick and simple response, only to find out the person you’re trying to reach is out of work and completely unable to respond to you.
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That’s my practice, too, though I only use it for times I’ll be out for a day or more. Some of the work I do and support can be very time sensitive and it’s really the most efficient use of *everyone’s* time if I spend two minutes before I leave setting up OOO so that they are quickly directed to the right person instead of having to go check my calendar, see I’m out for a week, try to remember who it is that’s my backup, etc.
“We went to New Zealand and I informed everyone in my [out of office] that I was ‘bungee jumping in Queenstown’, which seemed like what I should do in Queenstown,” the reader said.
There are a lot of ways to improve your out of office message, but you should first make sure that you covered the most important stuff.
I used to hire a lot (hundreds) of freelance writers who would each be given a deadline by which their particular project was due. As these were large projects, they typically would have several months to complete them. I soon discovered that a significant number of freelancers (at least 25% if I’m remembering correctly) would email a couple of days before their assignment was due to report the sad news that they would be missing their deadline because “someone close to [them] had just died”.
Thank you for calling [Company Name]; we are currently closed in observance of [holiday name]. We will return on [Date] at 8 AM Eastern Time. If you would like to reach our Dial by Name Directory, please press 1. To leave a voicemail, please press 2. A representative will contact you upon our return. To repeat this menu, please press the # key. [If no response after a few seconds] Goodbye. Voicemail Greeting
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Don't leave your sender guessing. Let them know when you'll be out and the date you'll be back in the office — not when you're returning home.
There are multiple ways to craft your out-of-office message, but there are a couple of standard best practices to follow that will ensure you don’t come back to angry or confused customers, coworkers, or vendors.
Not to mention, there are all sorts of oddball situations where you might wish you gave another option. No chance that a call from a big client, the CEO, or a supplier might get routed there? Not to mention enforcement agencies that are often “we sent the required notice to the contact info I was given” before they issue a citation or pull a license or tow the company van.
> When I get an answer from someone who reads his e-mails on vacation I’m pleasantly surprised.