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Josh Kopelman’s vacation email is a classic example of taking a blunt approach at OOO messages.
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Just imagine the ease your customers feel when they receive a warm and friendly automated message that sounds human. Hence when you craft autoresponders, keeping your brand’s voice and style is very important to give a human touch.
Personally, I’d think it’s funny to receive an OOO like was in the video, at least the first time. It wouldn’t fly AT ALL at my company, but it’s at least interesting. All I really want to see is how long you’re out, and who I need to contact instead.
After I tweeted this example, dozens of people sent me examples of OOO messages they’d set or particularly good examples they’d seen in the wild. One example from a boss (via a TikTok) who offers emailers a decision tree of sorts. “Option 1.) Wait it out. Ask yourself, ‘is this urgent and important?’ If not, take a beat…you and I will be better off with this expectation set now,” the email begins. This one stands out because it’s extremely detailed, manages expectations and also offers who to contact in different situations. It models good behavior of taking time off, but also gives the original sender a variety of option. Most importantly, the responder forces the original sender to assess whether this is actually an urgent request.
In an instant, you feel a weight lifted from your shoulders, and a choir of angels sing Paul Kelly’s How to Make Gravy around you as you skip out of the office. You gaze upon the masses of workers on the tram, smugly wondering if their out-of-office responses are on yet.
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Is your email urgent? If so, you should probably call [Name] at [phone number], and they will assist you. They aren’t in the sunshine – they’re still at work.
I hate unnecessary out of office messages. You don’t need to tell me you will be out for two hours. If it was that important, I would not be using e-mail!
My grandboss used to put in his OOO: ‘I’m out of the office. If you need x or y, contact Andy or Jane. They know stuff.
I think humor is fine (the hard-to-misunderstand kind), but definitely less than 100 words of it. “I’m out of the office returning Thursday June 10th. Please contact (shared mailbox email address) for support or call (person name) if the matter is urgent.”
Hi, Thank you for your email! I am on vacation until [MM/DD]. Vacations are not for checking email, so I won’t be doing that. During my absence, please contact [name] at [email] or [phone] because she’s checking email. Not me. Really, I’m not checking email.
Just say you’re away from your desk! Or if you’re out for more than a day, just say you’re “away” until XYZ date.
From 20th till 31st of July I will be out of the office with limited access to my email.
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Dr. Ayoade Oyedotun is the co-founder of Afrimash - An Online Shopping Site for Agricultural Items. His daily work encompasses customer service, sales and marketing, human capital management, and business operations management. He is passionate about working smarter using the Internet technology.