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standard voicemail message script
Editor's Note: This was originally posted in July 2018 and updated and republished on the date posted in the article. Enjoy!
4. Sample Email Reply for Vacations with Phone Number. [Your Greeting] Thank you for your email. I am currently out of the office, and I do not have email access.
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Note: If you are using an older version of Outlook, such as Outlook 2007, go to Tools > Out of Office Assistant.
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.
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“Thank you for the message. I am currently out of the office and will not be back until [date]. I shall reply to your message as I return. Should you require any immediate assistance, feel free to contact [person] at [phone number] in my absence. Have a wonderful holiday season.”
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Thank you for your email. Our offices are closed until [date]. If it’s something you need urgent assistance, Contact [Name] on [phone number] or [Email]
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The incensed people also tended to be the type to submit things at the very last minute or want an immediate answer that could’ve been solved via google.
Website: https://asthedrillturns.com/2019/02/18/dental-office-voicemail-etiquette/
For immediate assistance, please contact my colleague [contact name] on [contact email/phone number] who should be able to help. Otherwise, I will respond to your email as soon as possible upon my return.
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My grandboss used to put in his OOO: ‘I’m out of the office. If you need x or y, contact Andy or Jane. They know stuff.
I’ll be at a work off-site and will have limited availability by phone and email until ___, please contact ___ for immediate needs about ____ otherwise I will respond as soon as possible”
The people who never change their holiday OOO message or only include half the information, if you’re lucky. I had one sent to me once that was along the lines of “I’m on holiday until August 12th and then again from August 24th.”
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Hi and thank you for your message. I’ll be out of the office on [DATE]. Please contact my manager, [EMAIL] for assistance.
The OOO: was there ever a less apt acronym? (Ooo? Ugh, more like.) It wouldn’t be so bad if it actually worked when it was your turn to set one up, but unless you happen to live in France, where a worker’s ‘right to disconnect’ is enshrined in law, the twin fears of missed opportunities and the mail mountain that’s piling up in your absence will likely keep you furtively glancing at your in-box.
I think my personal VM still says, “Ahoy, ahoy!” In my best Mr. Burns voice. I’m a woman.
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Yes, qualifiers can be helpful. Limited vs no email access, out of the office versus working off site, regular out of the office versus extended leave, etc.
Go a long way to set up an out of office message in a plain and funny way. Use a little humor to build the rappo with the clients and develop the relationship between the customers and employees and direct the eyes of the clients.
Hi, Thank you for your email! I am on vacation until [MM/DD]. Vacations are not for checking email, so I won’t be doing that. During my absence, please contact [name] at [email] or [phone] because she’s checking email. Not me. Really, I’m not checking email.
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Please contact (Contact Person with email and phone) if you need immediate assistance.
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But for employees at Daimler things are a little different. Email these people while they are on holiday and you will get a message like this:
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Whereas the legislatures of twenty-seven of our States have already declared November 11 to be a legal holiday: Therefore be it Resolved by the Senate (the House of Representatives concurring), that the President of the United States is requested to issue a proclamation calling upon the officials to display the flag of the United States on all Government buildings on November 11 and inviting the people of the United States to observe the day in schools and churches, or other suitable places, with appropriate ceremonies of friendly relations with all other peoples.
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Education Details: I will be checking my voicemail messages periodically, so please leave me a message and I will return your call as soon as possible. If you need immediate assistance, please contact my assistant, Suzy Jones at 1-800-555-1212 extension 6336. Hi, this is Jim Smith. I will be out of the office and returning Monday, April 21.
I’ve had people inform me that my OOO is up during a period that I was still away. Yea I’m aware my systems are set to send an OOO message, it’s doing its job if you got it.
12. "Hi, you've reached [company]. We're available by phone from [hour] to [hour] [time zone] Monday through Friday [optional: and from hour to hour on the weekends]. You can also contact us by going to our website, [URL], and live-chatting or emailing us. If you'd like us to call you back, please leave your name and number after the tone."
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I will be out of the office from May 1-6. I will be checking email periodically, but for urgent assistance please contact Pat Rivera at [email protected] or 555-432-6100. In case of emergency, you can reach me on my cell at 555-789-6100
Most people don’t give this a second thought, but you could potentially be putting your company at serious risk. In the wrong hands this information can open the door for phishing attacks and financial fraud.
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OMG if I got this OOO message I would pee my pants laughing! I think its brilliant! (But perhaps thats my weirdness popping out again… shoo shoo get back)
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I read it as coming from a person who was overly frustrated with their regular OOO being ignored. It’s one of my pet peeves – the OOO clearly says I’m not there and to contact Bob, yet the sender continues to reply, never contacts Bob, then blows up at me when I return that their work is delayed. I would love to be able to send something like this message in the letter but it wouldn’t fly at my office.
Thanks for your email. I’m currently out of office until mm/dd/yyyy. If you need help, email my colleague at [email protected].
But you don’t need to write an instruction guide for people as though they’re incapable of solving their own problems without you.
If you want to inform your employees about holidays of the year, then make one pdf file of its list with your company standard header & footer pattern & attach it n mail to everyone. Or you can also share this pdf file in google docs or on your server pc, & inform everyone about it. 11th August 2011 From India, Mumbai.
20. "Hey there, this is [your name] from [your company]. I'm out of the office until [date]. In the meantime, please direct your inquiries to [coworker's name] at [email address]. They can also be reached at [phone number]. Thank you."
You’ve been busy planning out your tasks, tying up loose ends, and working ahead to ensure you can disconnect, recharge, and relax over your holiday break.
البريد الالكتروني إلى [email protected]. شكرا جزيلا. نتمنى لكم يوما جميلا John - Doe AG الخاص بكم.
But some of us just aren’t as lucky. Or if we’re traveling during the winter and heading up north — well, we’re going to run into some snow, aren’t we?
The problem was that this had to be done on deadline and people wanted me to do other things for them that weren’t time sensitive. So I put up an internal-only out of office that basically said “hey sorry I’m working on project X and we have a tight deadline. If this isn’t urgent I’ll get back to you next week. If it is urgent, let me know!”
If you need immediate assistance with [project or department], please contact [name and contact information]. For assistance with [project or department], please contact [name and contact information].
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Unfortunately, I’m going to have to return your message. As it’s the holiday season, I’m currently away from the office. When I return, I’ll give your email a good solid read and find that your request is exactly what I needed after all! But until then, I’m going to keep it in the inbox so it doesn’t get damaged and revisit it after the holidays are over.
Co-sign. HATE THAT. We use Outlook and there’s a banner across the top that says AUTOMATIC REPLIES ARE BEING SENT. Just click the button to stop them!
Yeah I think it’s fine if someone is out for a long period of time. It’s simply too much of an endeavor to find the few relevant emails out of thousands. But for a week or two, I’m sorry but you have to manage your inbox. I know, it sucks. We all get too many dumb emails.
Save time and direct folks to a page with answers to frequently asked questions in an autoresponse to help sort and prioritize customer service inquiries. Thanks for reaching SimpleTexting, my name is Jenny. While you wait for a customer support rep, see if we can answer your question here https://txt.st/PQBLPE.
I think simple is best, and also safest. I found the message in the post amusing as an AAM article, but if I had contacted this person on a serious and/or urgent work matter I would probably be annoyed by the comedy skit. And I was contacting them because they had messed up somehow, it would land very badly.
I’m out of the office from 01.02.2021 until 05.02.2021. During this period I will have no access to my email.
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One of the real joys this holiday season is the opportunity to say thank you and wish you the very best for the new year. Warmest thoughts and best wishes for a wonderful holiday and a very happy new year. Wishing you the gifts of the season — Peace, Joy, Hope. Merry Christmas.
I’ll be back in the office on 7/19 and will happily respond then. Have a great weekend! Holiday Out-of-Office Messages 10. “Holiday revelry and debauchery ahead. Proceed with caution (if you dare).”
Remember, your email signature is as important to your company as all of your other corporate branding. Update any marketing promotional banners with seasonal offers. When the holiday season is over and your promos have finished, make sure you are no longer using a Christmas themed banner.
I do this, too, especially if I’m out for longer than a day or two. I like giving myself a bit of breathing room to dig out of the inbox.
Because I used to get phone calls that defaulted to, “I need the director”, I had my out of office mail set to:
Have you ever considered how your office design could be having a negative impact on the way your employees work?
