I am out of the office July 15–25. In the event of an emergency, please contact Yuko Kawakami at [email protected].
Yes – it’s become a stock phrase that people think sounds polite but they’re not grasping the nuance of it.
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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.
There’s nothing awful or offensive about this message, but it’s also not very good. Yes, it provides the courtesy of letting the sender nominally know that you’re going to be slower than usual to respond. That’s nice. The problem is in this bit: “may be slow to respond to email.” Another popular variation: “might be slower than usual to respond.”
Otherwise, a referral to your company’s general contact email or a simple ‘I’ll respond when I get back, stop bugging me’ should do the trick.
My coworker tends to set his OOO for people to contact me, but he never bothers to tell me he’s going to be out of town and people may be contacting me. I’ll find out when I happen to email him and get the response. Not a huge deal, but the heads up would be nice! What if I was also on vacation?
If one were concerned about the message rubbing people the wrong way, it’s certainly something that can work with a bit of rephrasing: “I’m out on leave from X to Y. All messages received during that time will be deleted. Please resend your request after Y, or else contact Z for urgent assistance.”
Select File > Automatic Replies. Select Send automatic replies.Select Only send during this time range.Choose the dates and times you'd like to set your automatic reply for.Type in a message.Select OK.
Click the Active Template checkbox to make the template active and therefore available for use. Inactive Out Of Office templates are not sent to customers by eDesk.
To make sure your email doesn’t get lost in a sea of messages please resend it on September 20th. If your message is urgent you can contact [contact’s name] on [contact’s email].
Mine tend towards the latter for both internal and external and only get a little more expository if it’s a closedown period and I’m adding leave to one end of it, but that’s a simple “The organisation is shut between X and Y. For emergencies during this time please contact Team. I am on leave between Z and B and will not be accessing my email during this time. Please contact Email Address if your enquiry is urgent otherwise I will attend to your email as soon as is practicable upon my return.”
Walk through your office and take a look at your electronics and other potential energy drains. Since you will not be in the office, there is no reason to pay for electricity that you are not using. Make sure that you handle your shutdown properly.
My department still doesn’t allow us to send OOO auto-replies to external recipients because of one incident years ago (a customer tried to contact a sales rep about an urgent order, got the rep’s auto-reply, and in their ensuing panic, somehow got escalated all the way up to the company president). Any external emails we get are auto-forwarded to a centralized mailbox and (ostensibly) handled by another rep while we are out. It bothers me to know that my external contacts won’t get a reponse from me while I’m out and may think I’m just ignoring them.
Again, this will depend HUGELY on what sort of role it is (an external-facing vendor, for example, should probably not use something like this). But for many internal requests, it is not power-tripping to ask someone to either redirect their email or wait until a later date to send it.
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An out-of-office message is an automatic response to emails you receive that lets the sender know you’re not currently working.