Editor's Note: This was originally posted in July 2018 and updated and republished on the date posted in the article. Enjoy!
Out-of-office auto-replies that keep happening over and over on CC’ed email threads.
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But the best OOO (actually, an autoreply) came from Ryan Reynolds – you know, the actor and gin company owner. If you emailed him, you got this (I think there were others too – this is the one I got): Thank you for your interest in Aviation American Gin! You’ve reached my Out Of Office Mission Statement.
I found the video funny and would actually laugh at the sense of humor in that out of office message.
An out of office message is basically a quality of life feature both for you and your business contacts. By warning your clients that you won’t be able to reply to their message right away you save the time they might have wasted on follow ups. You also won’t lose prospects who might’ve believed that you’re ignoring their request otherwise.
LOL if I got the math/physics one I’d do the small amount of work to just to call them.
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Auto Attendants easily route your calls and can be set with a holiday-specific greeting. You can choose to select a schedule adjusted for holiday hours or carry over the rules set for regular business hours.
Setting an auto-response email is probably not the first thing on our mind before we jet off on holiday. But if we don’t do it, we risk eroding the trust between ourselves and our customers. It’s important to remember that response time is a non-verbal sign that shows clients and business partners how responsible and professional a company is.
Since holidays occur throughout the year, there is no one ideal time to send a message. For the winter holidays, we recommending sending your well wishes early in December. In general, if you can send your message before people get busy with the holiday, then it will have a larger impact.
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.
Out of office emails should be short, succinct, and to the point – and should never include more information than is needed.
5. Internal out of office reply template. An internal reply can use slightly more informal language but should not be too casual. Remember that any employee, including management, will be able to see this auto response if they email you.
With emojis looking different on nearly every operating system and brand of smartphone, this is a bold choice which could leave your emailers confused. Are you crying with laughter or wailing with existential dread? Hard to tell.
I take advantage of the ability to send different OOO messages to internal or external addresses. Internal addresses get a couple of people to contact if it’s urgent, usually my direct report and my backup person, since between them they can cover pretty much everything I do, or at least they’ll know who can. External addresses get a more general notice: “I am temporarily out of the office. If your message is regarding the Llama Care project and requires a prompt response from our Llama Grooming Team, please make sure that [email protected] is one of the recipients of your message.” Probably not the most elegant phrasing, but we have a distribution list for this very reason. Even requests that they know only I handle are supposed to go to the LG list.
Additional resources: You might include a link to one of your webpages or a download if it provides information that can be useful to people while you are away.
Our sales and administration offices will be closed from 21st December until 2nd January 2019 ...