If you're unsure of what exactly to write in your message, a good idea is to search through your inbox for out of office messages you have previously received from other people. From these messages, you'll have a good idea of the kind of tone and messaging that professionals use for these automatic replies.
I might sound nitpicky but the language is important. “Might” or “may be” or “slower than usual” are vague and don’t offer the sender all that much information about when you’re really going to respond to them. Worse, they do a horrible job of protecting the time of the email receiver who, as the responder notes, is not in the office! Such a responder implies that, not only will the vacationer reply to the email, but they may not even miss a beat. They may be slow to respond, but they also might not.
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Thank you for calling [Company Name]. Our offices are currently closed for the day. Standard office hours are Monday to Friday, 8 AM to 8 PM Eastern Time. Did you know that you can check your account status with us 24 hours a day / 7 days a week by visiting [account login webpage]? Here you can view information about your account, as well as answers to general questions you may have. Otherwise, please call back during standard office hours, and we will be happy to assist you. To repeat this message, press the # key. Holiday Greetings
Thanks for your email. I’m currently offline, returning on [date]. I’ll respond to your message then.
I’ve only seen it used for certain roles – usually admin-type ones – where people are fielding a significant amount of requests, so the potential vacation backlog could become prohibative and discourage people from taking time off.
Q. Will administrative offices be open, in case there is some type of emergency during winter break?
If a customer is new to your text program, be sure to send them an automated welcome message upon opt-in! Welcome to Barracuda Resorts VIP club! My name is Joy, your personal concierge. If you need anything during your stay please let me know!
If you do not resend your email to the appropriate person as outlined above, it will not be read. I am not checking email during this time, and my emails are not being forwarded to someone else to check, either. Please also understand that it will take me some time to respond to you once I am back.
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I’d then check off all that applied—people would laugh each time they saw it bc I’m such a predictable nerd, one or both of the first two lines was almost always checked off…and usually both!
An out of office message is simply an automatic response to all incoming emails. You can set it up prior to leaving on vacation or taking a sick leave.
If you're anything like I am, you probably fall into team two. That doesn't leave a lot of time to get creative. But if you plan ahead, you might be able to craft some hilarity.
Our office VM sends an audio file to our email. I love it, because I can apply all the filing and prioritization functions of my email inbox to the voice messages. It’s the only way I ever check my VM. I don’t even remember how to listen to messages on my phone.
Take note of this holiday checklist so you are prepared for the Christmas wind down. Remember that your office is your and your employees’ second home. Having these precautions done will give everyone a stress-free holiday break.
Team building content expert. Jessica has a double major in English and Asian Studies, and experience working with teams across cultures; including 3+ years in Taiwan.