Here is an auto reply message example that provides an alternative email contact option to assist customers during the absent period. Thus, helping customers not to make impromptu decisions and understand the next course of the move.
3. Delayed response templates. If you are working, but can't reply to emails easily, make this clear in your out of office message. This will easily set a sender's response expectations.
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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.
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In the time before your vacation, remind all of the co-workers on your team that you will be gone for the specific dates while also making sure to note your vacation on all internal company calendars. People are busy and can forget things, especially if those things are not happening regularly. You might have shared that you will be gone two months ago, but it’s something your colleagues may have forgotten. So, don’t neglect to remind everyone, because there might be some problems if that happens. Miscommunication is something that can be easily avoided, as in this specific case.
One of my co-workers, who was involved in a lot of committees and consequently got even more than the usual share of email around my place, put up an OOO message that said she was going to be “on pot for the week of the 15th.”
Hey, why are you being so sneaky about where you've disappeared to? If you're not on vacation and your out of office is for a work trip, well darn it, work that! [Editor's note: Pun totally intended.]
Note: If you don’t see Automatic Replies, use Rules and Alerts to set up your out-of-office message.
For immediate assistance, please contact me on my cell phone at 0912345678 or [email protected].
One thing that really bothers me in out of office messages is “contact my supervisor” without listing the supervisor’s name. I work in a company with 4 large service departments, and each department is broken into multiple smaller teams. I don’t have a great grasp on who is on or who leads which smaller team, and we don’t have an org chart with that much detail readily available. If you’re saying to contact someone, I think you should always include the person’s name and contact information, not just “my supervisor”, “one of my team members”, etc. !
Same, I think it’s patronizing to talk people through their options as if they can’t make a decent choice without having their hand held every step of the way. There are plenty of people who can’t, of course, but I don’t think a long, verbose message is necessarily going to help.
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I have a message saying I don’t listen to voice mail, because I only see that a message has been left after several days. No idea why the lag, it’s been the same despite going through two phones and two operators. There are always other ways to contact me. Last time I got voicemail it was the police, the officer was calling from a landline so he couldn’t text. Luckily it wasn’t urgent (he needed a witness statement, but I hadn’t witnessed anything of interest to the court).
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If you have a main email that customers use, set the email out of office message to reflect when you will return and if it is an emergency who they can reach.
If you set up a vacation reply but people say they are not getting the reply, it could be one of the following:
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