I’ve seen those before (also for maternity or for people who were taking extended leave). I really appreciate it, personally — it basically lets the sender know that the ball IS still in their court, which I don’t see as inherently offensive or attitudy.
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Out-Of-Office templates (OOO) are a type of auto-responder that instruct eDesk to reply automatically to messages that arrive during one-off office closures, e.g., during a national holiday. For example, a customer sends your company a message on Christmas Day, but the office closed at 6pm on Christmas Eve and will not reopen until the 29th December. If you have set up an OOO template for this holiday period, eDesk will immediately respond to the customer with a message that reads : "Thanks for contacting Joe's Bikes! Just to confirm that we've received your message and that a member of our team will respond as soon as possible. Wishing you a very Happy Holiday from everybody at Joe's Bikes". This message is pre-written as an OOO template and is set up to be triggered for any customer messages that arrive between 6pm on 24th December and 8am on 29th December. You can use OOO templates to auto-respond to messages during any one-off time period when your team is unavailable to respond in person. Setting up OOO templates is easy - we'll show you how! Note: To access this tour you must be an Admin or have permission to access Templates. To find out more about this, click here.
I read it as coming from a person who was overly frustrated with their regular OOO being ignored. It’s one of my pet peeves – the OOO clearly says I’m not there and to contact Bob, yet the sender continues to reply, never contacts Bob, then blows up at me when I return that their work is delayed. I would love to be able to send something like this message in the letter but it wouldn’t fly at my office.
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If you are reading this, it is because John Whatsisname cannot help you – he has left the company and no longer uses this email address.
Before you put your coworker’s email address on your out-of-office message, get their approval and discuss a plan for handling requests and passing responsibilities back when you return.
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To set an automatic reply for contacts outside your company, select Outside My Organization > Auto-reply to people outside my organization, type in a message, and select OK.
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I once emailed a colleague in our main office and got an OOO reply that said just: “I am currently out of the office. Please press 0 to reach the operator for assistance”
Now that you know what you should and shouldn’t include, how do you go about crafting the perfect out-of-office vacation message?
By making this information public, you have unwittingly given a hacker everything they need to complete a Business email Compromise (BEC) scam. In these BEC attacks, the hacker commits fraud by pretending to be a senior employee and will attempt to coerce the recipient into complying with a fraudulent request – such as wiring company money.
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This OoO has to be in the tech sector. I can see something like this as an (internal only) OoO at my workplace. I actually kinda love it. Yes it’s wordy but it also makes the recipient take a beat and consider the importance of their issue and where to go if needed. It will also cut down on interruptions to the “catch-all” person in the standard OoO, which is generally the Admin. I have always hated being the go-to on people’s OoOs. I spent more time trying to find info on what Urgent Emailer insisted was URGENT than I did doing any actual work. And the urgency was never really necessary.
As a person who hates voicemail, I applaud this. Send me an email. Give me a paper trail.
More From The Muse: Standard Out Of Office Messages Are Boring, Try This Instead 6 Out-Of-Office Templates For The Holidays That You Can Copy And Paste Now The Email You Need To Send Your Boss If She Doesn’t Respect Your Time Off
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Unless you work in an industry well known for grownups being good at smart and bad at practical. Then, you do.
Thanks for your email. I’m currently out of office until mm/dd/yyyy. If you need help, email my colleague at [email protected].
One of my favorite OOO messages I ever received was from a customer who was a barrister or soliciter (not sure the right term for an English lawyer). It said he would be unavailable because he is “on trial.”
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However, I will be taking periodic breaks from binge-watching everything I’ve missed to check my email [once per day/every evening/occasionally] while I’m away.
An easy win here is to be specific about your out-of-office dates, or to be upbeat about why you are out of office.
I have gotten weird pushback on this that people are offended that I would say I am out for religious observance, as if it somehow implies that my reason for being out of the office is more important (or inviolable) than theirs. I don’t even know what to do with that.
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4. You snooze, you lose! The [holiday name] sale will end soon. Even though holiday sales last for quite long, some of us still have trouble finding something special for themselves or their loved ones.
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Please note that I will be completely disconnected from email and will not be checking messages until I return. So, if you need urgent assistance, please send an email to [Contact Name] at [contact email].
I’ll be on maternity leave from [DATE] until [DATE]. For general inquiries about [DEPARTMENT/ROLE], please email [CONTACT NAME]. If this isn’t time sensitive, feel free to resend this email in [MONTH] once I’m regularly checking emails again. All the best.
The appropriate tone depends on the holiday. If you’re closing for Christmas or New Year’s, it’s safe to assume your customers expect you to be festive and maybe even humorous. Conversely, if you’re closed for Veterans’ day, your email should strike a more serious chord. Use our templates and double-check your tone before you hit send.
If you have the opportunity to come, let me know — I’d love the chance to connect with you.
Personally, I’d get a kick out of it, but I wouldn’t do something like that myself.
I wish I’d copied it, but once a co-worker in sales had an out of office that was long and rambling and talked about how she and her family were “going to visit Mickey.” I didn’t know what to make of it, especially since it could go to prospective clients.
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I once worked with a guy whose out of office reply stated that he was out at an interview, and whether or not he returned depended on how the interview went. He returned, so I guess it didn’t go THAT well.
This person decided that setting their out-of-office message was a prime time to settle an ongoing office argument about which Die Hard film is the best, complete with an integrated poll to add a little festive cheer to the auto-reply.
The main thing to equivocate over for this sort of response is what details to include as a backup contact method. If your line of work means clients might need to urgently contact you, a mobile number might be appropriate, or if you’re lucky enough to have an assistant (must be nice), you can list their contact details.
Until I’m back at the office, here are the links to my social media: [FACEBOOK LINK] [TWITTER LINK] [INSTAGRAM LINK]
Yeah, that bugs me because a) now I don’t know when you actually will be back, and b) leaves me unsure what other information in the message may also out of date
This email is humorous because anyone going on a family trip knows the ups and downs of having everyone together on the table. Harry’s both sarcastic and light-hearted same time giving us this amazing getaway auto-reply that most of us couldn’t agree more to:
I am on vacation. I cannot read your email. Your email is being deleted. Please contact Hans or Monika if it's really important, or resend the email after I'm back in the office. Danke Schoen.
If you are eligible for winter break but are required to work because you provide an essential service, your supervisor will notify you well in advance.
5. Out of the Office this Week with Alternative Contact Email. [Greeting] I will be out of the office this entire week. For all urgent matters that need immediate assistance, then please contact
Note: Outlook does not attach your signature when it sends automatic replies. If you have a signature, you might want to paste it below your message. If you don’t have one, check out our guide on how to add an email signature in Outlook.
If you have a job opening it can be difficult to get in touch with everyone who applies. To help you stay organized and let candidates know their application was received, consider a staffing automatic text reply. Thanks for your interest in joining the ABC team. You can check your application status on our employee portal anytime https://txt.st/PQB
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I’ll get back to you when I return to civilization. Or to an area with WiFi. Or to the office on May 10th. Whichever comes first.
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.
It is absolutely no one’s business why you are out! “Extended leave” is more than sufficient.
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I’m so glad not to have to work at [insert company] any more that I am literally high on life.
6. "Hi, this is [your name]. I'm either on a call or away from my desk. Please leave your name, number, and a brief message and I'll get back to you. Thank you."
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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.
2. "Hi, you've reached [name] at [company]. If you need a quick response, please shoot me an email at [insert email address] and I'll be in touch by EOD tomorrow. If it's not urgent, leave me a message with your name and number. Have a great day."
Later that same year, on October 8th, President Dwight D. Eisenhower issued the first "Veterans Day Proclamation" which stated: "In order to insure proper and widespread observance of this anniversary, all veterans, all veterans' organizations, and the entire citizenry will wish to join hands in the common purpose. Toward this end, I am designating the Administrator of Veterans' Affairs as Chairman of a Veterans Day National Committee, which shall include such other persons as the Chairman may select, and which will coordinate at the national level necessary planning for the observance. I am also requesting the heads of all departments and agencies of the Executive branch of the Government to assist the National Committee in every way possible."
10. Basic Out of the Office Autoresponder Example. [Greeting] Thanks for your email. I will be out of the office on vacation until (Date). If you need more immediate assistance, then you can reach out to
Carnegie Mellon's U.S. campuses observe 11 official holidays. The university is closed on these days, and all non-essential personnel are not expected to report to work. Regular, full-time staff members may also take up to three floating holidays per calendar year.
To set automatic out of office replies on the Microsoft Outlook desktop app, go to File > Automatic Replies > Send automatic replies.
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Additional resources: You might include a link to one of your webpages or a download if it provides information that can be useful to people while you are away.
If you receive a high volume of customer service texts, you may want an auto-response in place that acknowledges a customer query has been received. This can help buy you some time while attempting to reach as many people as you can. Hello! We received your inquiry and our support team is on it. We’ll get back to you in 20-30 minutes. Thank you for your patience!
Please include their names, phone numbers, and email addresses. If you handle multiple areas, let colleagues and clients know what each person specializes in so they can contact the right person for help.
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If you work in an international setting, you should eventually prepare an out-of-office message in English to notify people of your absence and tell the recipient who to contact in case they need an immediate response.
In the Settings panel, select “Automatic replies,” then click “Turn on automatic replies.”
