These sorts of cyberattacks are more common than most might think and make up a large part of the cybercrime industry. According to the FBI, American companies have lost $12 billion to BEC attacks. The good news is there are ways to protect yourself and your company.
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I do this because my industry’s norm is that people check their email on vacation, at least once or twice, but I don’t do it. I don’t have work email on my phone so it’s technically true.
'I’m away from my desk at the moment but will respond the moment they give me a desk' (Credit: Getty Images)
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Confirm your greeting is set for each day you are closed to play the “holiday” or “closed” greeting. Check your on-call option is working properly, when applicable.
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But I will be taking periodic breaks from eating, binge-watching, and probably from cooking, too, to check my email [once per day/every evening/occasionally] while I’m away.
Due to a bank holiday, I am out of the office on 18th November. Emails won’t be forwarded and will be answered after my return on 19th November.
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Hi, Happy holidays! I am currently out of the office, with no email access. I’ll be returning on [date] and will get back to you as soon as I can. Happy holidays!
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But I'm someone who has co-workers in almost every time zone, on almost every continent, and in almost every geographic region, and I simply can't imagine using most of these examples with co-workers in, say, South Korea or Japan or Nicaragua. Like, the account manager who reaches out to me for help accessing a particular system in Seoul doesn't need my personal story about why I'm taking time off and all the fun (or, for that matter, not fun) things that I'll be doing — they need help gaining access to [system] in order to complete the job tasks that have been assigned to them. If I am not available to help them, they need to know who can, and if there just *isn't* anyone else who can perform this task, they need to know when I will be able to.
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Perhaps someone reached out to your marketing department regarding a press inquiry, guest post pitch, etc. You’ll want to be sure you’re ready with a response. Thanks for reaching out to NAPA marketing, someone will be in touch with you shortly. What can we help you with?
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The Christmas holiday wishes for the office are sent to inform and wish the employees for Christmas and Christmas holidays. The wishes are sent during the Christmas holidays when the staff leaves for Christmas vacations with friends and family. One can send the wishes through cards, text messages and mails for the staff customers
It makes a positive difference when you create auto reply messages that adhere to the basic elements of personalized messages followed with greetings.
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Use the time away with no employees working to restart equipment such as computers, laptops, etc. Restarts are necessary to keep updates installed and the machines running smoothly.
People really just need to know that I’m either definitely not going to reply (annual leave) or might but delayed (all day meetings) plus when I’m back and who to contact if it is urgent.
Interesting! I’d be unpleasantly surprised and tempted to scold them for not taking a proper break.
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A client rings to tell you your out-of-office message has a typo in it, or, worse, is mind-numbingly boring. Suddenly you’re wrenched out of holiday mode and back into the throes of work, weeping as you log back into your email server to change your response as your shandy grows warm and flat.
The only thing I add to that boilerplate is if I’m working but mostly unavailable.
The reason I did it was that the first time I took maternity leave, I came back to thousands of irrelevant emails. It was a chore to sort through them, and finding the ones that were still relevant was like finding a needle in a haystack. And it wasn’t just a waste of *my* time – I often had to reach out to email senders only to hear that no further action was needed, so I was wasting their time too.
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Here's a million-dollar question: how do you get people to do what you want them to? That's where Calls-to-Action (CTAs) come in.
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Whether your go for professional or funny, the most important task of this email is to clarify communication. A well-prepared auto-responder email will allow you to better enjoy your holiday break.
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Vacation Tracker helped me book some days off, so you will not be able to reach me until *date*! I will be busy surfing the waves in Portugal/ climbing Kilimanjaro/ taking pictures on the Great Wall of China/ exploring wildlife in Tanzania.
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Use your auto-response as an opportunity to connect your customers with a sales opportunity! Hey there, thanks for shopping Patagonia! We’ll respond to your message ASAP. While you wait, have you checked out or semi-annual sale? https://txt.st/PQBLPE
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Sometimes teams need the extra nudge to disconnect...here are our tips for getting your team to unplug from email over the holidays.
Here’s my pet peeve: OOOs that specifically state the person “won’t have access to email.” It contributes to this pervasive idea that an employee who might technically be ABLE to check her work email while OOO better have a damn good reason why she won’t be doing so. Which calls back to the reason someone’s OOO is no one else’s business. Whether you’re OOO because you’re on your honeymoon, having your gall bladder removed, or robbing a bank, OOO should automatically imply unavailability for work stuff. Full stop.
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My absolute favorite was the one that literally said “hodilay”. Typo included, capitalization, or any other words, not.
It was a commodities trading firm. I still barely know what they do. But, I would answer the phone, listen to whatever they said, understand not much and then I would say “lemme put you on hold” and then I would turn to the nearest person not on the phone and I’d say something dumb like “They’re calling about like…salt maybe?” And then I’d transfer to that person and they would figure out who it went to. (They all knew who was trading what that day. Nobody ever told me.)
Kat is a Midwest-based freelance writer, covering topics related to careers, productivity, and the freelance life. In addition to The Muse, she's a contributor all over the web and dishes out research-backed advice for places like Atlassian, Trello, Toggl, Wrike, The Everygirl, FlexJobs, and more. She's also an Employment Advisor at a local college, and loves helping students prepare to thrive in careers (and lives!) they love. When she manages to escape from behind her computer screen, she's usually babying her two rescue mutts or continuing her search for the perfect taco. Say hi on Twitter @kat_boogaard or check out her website.
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I’ll be sure to reply to your message when I wade through my inbox upon my return. If your message is time-sensitive, please send an email to [contact name] at [contact email].
“I’m offline and have sporadic access to email until X date. For urgent matters contact Colleagues A and B. For true work related emergencies you can call me at Cell Number”
I think it’s brilliant. Anyone emailing an animal shelter should appreciate a cute animal pic.
I agree. I think this one is way too long and comes off as trying to be too cute.
“Celebrating [childs name] birthday today with a dinosaur themed party and reminiscing on this sweet baby I brought home from the hospital 8 years ago #momtears”
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3.) Welcome to the John Doe AG. Our offices in Berlin are now closed for a holiday. You can reach us on working days from Monday to Friday from 9am to noon and 1pm to 6pm. For general inquiries you can also send us an email to [email protected]. Thank you very much. We wish you a nice day - your John Doe AG.
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My OOO is almost always “I’m out of the office and will be returning on x date.” My email sig has instructions along the lines of “for questions on x, email this list” for a couple of the more common areas people would contact me about that might need an urgent reply (as the lists go to more than just me, obviously), but most people have finally figured out to contact those lists to start with, anyway. If I were in the middle of a project or something that needed to be moved along in my absence, the project teams usually know when we’re out, but I’d put a back up in that case, if needed, but generally there’s not much to be gained by a longer OOO from me.
And although my colleague had mixed feelings about her own parents joining that population in Florida, she couldn't be too upset when her dad suggested flying down from Boston for a Red Sox spring training game.
The best holiday messages are short, cheerful and specific. Try to include the person’s name, as well as a memory from the holiday season or year.
If you are checking emails while you’re out and are responding slower than normal, state that, suggests Jill Gugino Panté, director of the Lerner Career Services Center at the University of Delaware. “If you don’t have access to email and can’t return messages, state that as well,” she says. “The clearer you are in your messaging, the better.”
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.
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i’m just waiting for the inevitable “Believe it or not, ___ isn’t at work. where could i beeee?” a la Seinfeld
While this sounds kind of onerous, I don’t think it’s actually a bad idea to say “I don’t have this info but I’ll get back to you when I find out” if it’s going to take a while.
Skip the "Greetings," "Salutations," "Dear sir/madam." These are far too stuffy and robotic. Instead, start off your response with a simple "Hi" or Hello."
There are a million reasons why people feel the need to sheepishly telegraph that they’ll be checking email while OOO: a toxic workplace culture; a set of bad managers who don’t model work/life balance or use manipulative tactics like saying, ‘feel free to take some time if you need it’; companies that are so focused on lean growth they don’t have anyone to pick up the slack when an employee opts to take time off. These days, merely having the confidence to step away from your job by taking the vacation time granted to you in the terms of your employment agreement is still a privilege in the American workforce.
Explain why you're out. No need to go into great detail that you're traveling to seven different European countries. Simply state whether you're on vacation, at a conference, or on a business trip.
There’s no shame in using Christmas to indulge in your childhood movie tastes, but there is shame in not sharing that adorable side of yourself when people are trying to reach you during the holidays.
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A separate after-hours attendant menu can inform callers that your office is closed, state your business’ operating hours, and provide options that callers can immediately act upon. For example, you can direct them to your website for FAQs. If your business provides an account login page, remind your customers that they can login at any time to get general account information. In this situation, be proactive.
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Remember to make sure your auto-reply has a limit to how often it sends replies to any one address. If they reply to every single email they recieve, they can cause problems: https://www.reddit.com/r/talesfromtechsupport/comments/420oan/companywide_email_30000_employees_autoresponders/ I actually had that happen while I was on vaca, a travel agency e-mailed me with an update about my vacation from a no-reply mail box and triggered my auto reply, which triggered their “This is not a monitored mailbox” auto reply to the tune of 80,000 messages in my mailbox. It completely filled up my “available” space, so everytime I logged in and thought I had them cleared out, more would pour in. It took DAYS to delete all of them.
That’s basically my OOO message also. I’ll admit, I haven’t checked my office phone in weeks for VM, because anyone internally (or externally with any brain) would IM or email, and any spam calls can just sit in my VM.
That’s all for now. Watch for me in the upcoming out-of-office message, It’s Not a Hangover, It’s Food Poisoning — I Swear! And be safe out there. 7. “The bad news is that I’m out of office. The good news is that I’m out of office.”
When I worked in a federally-regulated industry that required drug testing, we always tended to say “our drug program” when we should have been saying, “drug abatement program.”
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We promise the world will not end while our offices are closed and encourage you cherish this time with your families and friends!
HI. I need help. Auto reply works at me only for text messages. If anyone calls me auto reply doesnt work. Any suggestions? Thanks. Joco
Put your phone into night mode following your usual process upon end of year closure. Aria 24, Aria 130 & Aria 300 Phone Systems. To change an existing voice mail greeting, you must be on the Attendant/Admin handset which is usually the first extension number in your range i.e 100 or 101; From this handset, dial Trans/Pgm then 61 followed by
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On a serious note… sailing vacations are the best for no access/contact vacations. I heartily endorse them!
Not a translator, but I do work in a field where bilingual offices are pretty common, and I have not done my OOO in our second language–mostly because it is a non-Latin alphabet, and I do not have the secondary keyboard installed. I’m pretty sure my voicemail is in both languages, though.
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