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Out of office messages differ depending on whether you are sending them within or outside the company. The language you use and the information you provide can also depend on the workplace environment. Here are three out of office message examples that illustrate these differences.
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My OOO auto reply is fairly detailed. I have links to information for products I work with, an alternate point of contact for people to approach, etc. It’s really a CYA thing. What irks me about some OOO auto replies is when the person who is out has an alternate point of contact who is also out. Both are obvious planned absences, and both people are on the same team. Don’t they talk to one another about vacation??
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Thanks for your email. I am on leave on 4th January 2021. I will revert to you once I’m back to work on 5th January 2021.
Thank them for their email. Even though you're not actually responding to the email, you still need to mind your Ps and Qs. After your greeting, add "Thanks for your email."
Be aware of your tone. Keep it clean and simple. Sullivan says: “Even if you work in a casual office environment, the people emailing you may not. It's fine to have a light tone in your communications, especially when you're in an email conversation with someone directly, but your OOO is more of a blast message—including a cat meme or silly quote could backfire if your OOO goes to, say, a new client prospect or the sales director at a company you've been trying to engage.”
If they have to leave an OOO message for being out for an hour for a meeting, clearly it is A Big Deal in that office :(
Pet peeve: a fe people I know use the OOO reply to say something like ‘Have a great day!’ It is on all the time, and for no helpful reason.
Dear [Customer name] Our store will be closed from [date] to [date] for Thanksgiving. We are assure you all of your emails will be answered once we are back on [date]. Kind regards, [Name/signature]
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Set your personal email out of office message to reflect when you will return and if it is an emergency who they can reach.
How about warning people of what’s to come? Take a look at an example you can use below.
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This article originally appeared on The Daily Muse and is reprinted with permission.
But you don’t need to write an instruction guide for people as though they’re incapable of solving their own problems without you.
Whether you’re off sick, away on training or somewhere blissfully sunny, you’ll need to set-up your ‘Out of Office’ auto-reply. Most people tend to go with the boring and basic formula of apologies and redirection to someone else who might be able to help. We’ve scoured the internet and gathered 10 of our favourite responses. After reading these, you might rethink your own!