Here, we’ll go over what’s required in an out-of-office email responder or email greeting, as well as a few ways you can jazz up your out-of-office message (and potentially making your colleagues wish they thought this up first!)
It got bad enough that others began begging someone to cull the list. Reply all, of course (thankfully it didn’t turn into an explosion of replies all). Someone finally did remove the email from the list.
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Thank you for your email. Your message is important to me and I will respond as soon as possible. Thank you!
I received one from a coworker in middle management that said something to the effect of “I’m working on a large-scale project and will be unable to answer email until X date. Please contact [direct report’s email] with any questions.” This went on for well over a month.
Thank you for your email. I’m away from my desk until [return date] trying to corral my kids between family visits and holiday sugar highs.
Q. As an employee or faculty member, will I be able to use our on-campus recreation facilities during winter break?
I had a coworker whose former employer required them to update their voicemail message every day. “Hello, you’ve reached MaryMary. Today is Thursday, June 3rd. I am in the office all day but may be away from my desk for meetings. Please leave a message and I will return your call as soon as possible.” She got in the habit and still updated her VM everyday. Occasionally I run into someone elsewhere in our industry with a daily VM message and know they used to work at the same place.
While creating auto responding emails it is vital to focus on the tone and language. It means:
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Auto Responder is a cPanel mail feature that can be configured to automatically send predefined response messages to anyone who sends mail to a particular inbox.
I have literally never seen an OOO that wasn’t “I will be out of the office until DATE/further notice. Please contact X or Y at EMAIL/PHONE if you need assistance.” This is fascinating stuff.
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.
I struggle with naming a contact too. My current job doesn’t really have emergencies, so while my second in command could handle stuff I normally would, should she have to? Also, 98% of the people that would get my OOO would know who to go to anyway if they actually needed something urgent. I hate to make someone else’s life harder for my own convenience when it’s not even needed.
It is absolutely no one’s business why you are out! “Extended leave” is more than sufficient.
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Out of office messages are important because they let people know you are away from your regular work duties. These messages help businesses and projects run smoothly when a member of their team is away. They let people know you received their message and will respond by a certain date. This helps prevent confusion and frustration if someone is trying to communicate with you by email but not getting an answer.
24. "Thank you for calling [company]. We're closed for [holiday] from [date] until [date]. Please leave your message and we'll get back to you as soon as possible. Have a happy holiday season!"