Whenever you need to step away from the office and won't be able to respond to emails as quickly as you usually do, it is good practice to create an out-of-office email autoresponder to guide your email correspondents on how to reach you, who else to contact, and/or what to do next.
Here are some suggestions for what you should always include in your auto-reply emails when you are out of the office:
.
Exactly. It doesn’t matter if I’m sitting on the beach, on my couch, or in a hospital bed–I’m not reachable and you’re gonna have to wait until I get back or contact someone else.
A relatively unprofessional one — like mine, for instance — does the opposite: It encourages prospects, recruiters, and potential connections to run in the other direction.
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I include my boss because I have different backups for five or six different parts of my job, and my boss is more likely to know the nuances of which one is the appropriate contact than the person sending the email, so it’s more likely to get to the right person if she redirects than if the emailer tries to guess which one of the six contacts I listed is the one who can solve their problem. (My specialty is the “other things as requested” section of my job description; I’m sort of a jack of all trades around here. :) )
Q. Before I leave my office for winter break, are there things I should do to safeguard my work area?
This is the standard reply I’m my org. Occasionally there is something about not being able to check emails while away (or being able to) but that’s about it.
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The one from “Central Intelligence” with the Rock that I love is is (paraphrasing) :
Leaving an email without a responder can appear unprofessional, lose potential business and, worst of all, make you look like Scrooge!
Mary founded Instructional Solutions in 1998, and is an internationally recognized business writing trainer and executive writing coach with two decades of experience helping thousands of individuals and businesses master the strategic skill of business writing. She excels at designing customized business writing training programs to maximize productivity, advance business objectives, and convey complex information. She holds a B.A. in English from the University of Rhode Island, an M.A. in English Literature from Boston College, and a C.A.G.S. in Composition and Rhetoric from the University of New Hampshire.
Of course I’ll still be glad to hear from you – try me at this email: [insert email].
Interesting! I’d be unpleasantly surprised and tempted to scold them for not taking a proper break.
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When we set an out-of-office, we don’t immediately think of lead generation. However, it is a good opportunity to this end. For instance, you could encourage attendance for a webinar or future event, suggest sign-ups for online courses, give links to book downloads, or point recipients in the direction of any other product or service you are pushing. As well as informing the recipient of your unavailability, you are encouraging them to act.