Was required to do this at my last job and our script was to say “I’m working from home today. If you need to reach me urgently, call me at (personal/home/cell number).”
I thought it was cute and could tell that the person writing it probably spent a lot of time on the road and needed a shorthand for updating their message.
.
I feel for the people who have to cover others’ out-of-office for a few hours or a day, just as much as I feel for those who have to arrange cover whenever they’re out for a meeting. If the purpose is showing demanding clients that they can get a quick response to their issues at any time, then…won’t talking to someone who doesn’t have any context about their business piss them off even more? It all feels like unnecessary stress to put on people.
I don’t. They just have to wait. The people in my office that could have a legitimate emergency that requires my input have my cell number, and they’d just call me.
Skip the "Greetings," "Salutations," "Dear sir/madam." These are far too stuffy and robotic. Instead, start off your response with a simple "Hi" or Hello."
While injecting a little humor into your vacation email message can sometimes be a good idea – depending on your company and contacts – avoid oversharing and keep it professional at all times.
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Thank you for your email. I am currently on furlough indefinitely and will not be checking email during this time. Please reach out to my colleague, Darius Robinson, a project manager at the museum who can answer any questions or help you find the right contact while I’m out. He can be reached at [email protected].
When crafting an out-of-office reply, keep in mind that you must provide sufficient detail so that recipients understand exactly when you’ll not be able to respond.
Several of my coworkers still have page-long “Due to the COVID-19 Pandemic, our department will be…” auto-replies set up 24/7, even though the basic function of our office has barely changed. I’m currently working odd part time hours right now, and if there weren’t so many of these annoying emails going around, I’d have one that clarifies my email timelines, but I don’t want to be another spammer.
You should avoid technical jargons Avoid complex vocabulary that creates confusion Maintain a friendly tone
Out-of-office auto-replies that keep happening over and over on CC’ed email threads.
Here are some suggestions for what you should always include in your auto-reply emails when you are out of the office:
Get the time and date right for when the automatic emails start - you could choose the the moment that you actually leave the office, or some cheeky people choose an hour or two before they leave, saying that they are busy handing over or wrapping up to deal with customers or other colleagues. They are still able to check the emails they do get anyway, to reply properly to if they want to.
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Go a long way to set up an out of office message in a plain and funny way. Use a little humor to build the rappo with the clients and develop the relationship between the customers and employees and direct the eyes of the clients.