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When I worked at Nightmare Small Business(tm), a coworker went on maternity leave with (privately shared among the staff, but not with the owner) the intent to give her notice at the end rather than return. She left a very professional, concise and informative out of office message. The owner proceeded to log in to her email and change the message to include saccharine references to both the pregnancy/baby and how much she “missed” being away from clients and how excited she was to return soon.
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until you have the client who calls, lvm, then when they don’t call back in an hour emails to complain they can never get hold of you.
1. Out of office annual leave/vacation templates. The most common example of an out of office message, this is often the last thing many do before going on holiday.
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6. Year in review. When preparing their marketing campaigns, most marketers focus on what they’ve got prepared for their customers. Their blow out sale, free delivery, contest, or new line of products.
I have a deep paranoia about out of office messages ever since a previous (bad) job. Every year I worked on a huge project that took nine months, and three separate weeks (or more) of that involved correcting, editing, and reviewing a dense 300 page document.
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Plus, he incorporated a delightful technique to let people know that if they really wanted him to read their emails, they should probably send them again after his return. Not only does that keep the sender accountable by saying, “If this is really important, you know when to reach me,” but it also helps him truly vacate his work while he’s away. And that’s hard to do. First, travel to my homeland of Florida. Climb to the highest peak of the tallest mountain. Find a rare flower (no specifics, of course… It’d be cheating). Put the flower back, because as the old hiking rule goes, “Leave everything as you found it.”
Set a minimum delay for auto-responses. For example, if you set a minimum delay of 1, the eDesk will send the OOO template 1 minute after receiving the customer’s message. If you don’t set a minimum delay, eDesk will auto-respond immediately upon receipt of a message.
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Above a certain level in my agency managers have to designate an official delegate when they’re out, which can easily result in out of office messages like what you’ve listed. Not the most elegant, but clear and useful!
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Not an out of office, but I had a sign I used to put on my closed door whenever I was head down on something and didn’t want to be disturbed:
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If you receive a high volume of customer service texts, you may want an auto-response in place that acknowledges a customer query has been received. This can help buy you some time while attempting to reach as many people as you can. Hello! We received your inquiry and our support team is on it. We’ll get back to you in 20-30 minutes. Thank you for your patience!
I am on leave and will be back on X date and answer your query shortly after that point. If it is more urgent please contact Wakeen at [email protected] for issues related to llama and Lucinda at [email protected] for issues related to teapots.
You can include the range of dates that you will be away, but ultimately the sender wants to know when they can reach you again.
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Sample Phone Scripts. After Hours Voicemail for a Small Business: Thanks for calling (our company). The office is currently closed. Office hours are 9am to 6pm, Eastern Time. Please leave a message at the tone and we'll call you back on the next business day. Thank you. Voicemail Script: You have reached (your business name).
For example, if you don’t clearly state the dates you’ll be gone, your office coworkers and clients might send you multiple emails, clogging your inbox and making it difficult for you to catch up when you're back. And if you don’t include the name and contact information in your outgoing message for the coworkers who can help in your absence, your well-earned vacation time might get in the way of ongoing projects at the company.
Humorous Vacation Message. While you shouldn’t use a vacation message like the first example in this article, it doesn’t mean you can’t have a little bit of fun with your emails.
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When you’re trying to contact someone on a matter of importance (or even urgency) on one side of the equation and you find out via an autoresponder that they are away for vacation, it can be incredibly frustrating unless they’ve done the front-end work beforehand. (I’m speaking from personal – and recent – experience here. And worse, there was no auto-responder set up. I had to use the – gasp! – telephone to find out what was going on.)
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Don’t you worry: while I pretend to be Santa in front of my kids, my colleague, Hannah, will cover for me. Just email her at [email protected] if you need urgent assistance.
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You embraced the thrill of Black Friday, shopped local for Small Business Saturday and had…
Not me, but a friend of mine once received an OOO that simply said “I am having an out-of-office experience.”
But despite these (fantastic) suggestions, the number one rule for choosing your out of office is that it reflects who you are as a person. Don’t change for anyone, especially not your auto-responder.
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The dialogue “You may remember me from..” by Troy McClure is uncannily iconic for all Simpsons fans. It has also evolved into an autoresponder saga. By the time the reader realizes that they are going to wait a while, they would have already had the fun of reading this hilarious convo. Have a look at this funny out of office reply and see if your associates would love to hear it:
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i am 100 percent in favor of using email signatures and out of office messages to be more blunt about how you want other people to use/respect your time. from this: politico.com/newsletters/we…
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3. We do holidays our own way. When you hear the name Black Friday, what’s the first thing that comes to your mind? It’s probably one of the following: discounts, sales, or free shipping.
Check out this message from a HubSpot employee that certainly turns the tables on the email sender. Right when you thought you were the one requesting action, the recipient sent back an assignment — a fun one, at least.
6. Simple Automatic Email Reply Example. [Your Greeting] I will be away from (Date of Leave) until (Date of Return). For all urgent matters, you can contact
Option 1: Wait it out. Ask yourself, “Is this urgent and important?” If it isn’t, take a beat and give me a chance to respond after I dig myself out of my inbox later this week. You and I will be better off with this expectation set now.
I follow this TikTok account and she has a TON of these. I think it’s a culture thing. It would be inappropriate in many places but clearly it isn’t there.
Website: https://infinititelecommunications.com.au/updating-your-phone-system-greetings-voicemail/
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If you are going on a vacation, try to surprise your customers with an Out of office message that appears on your behalf and tension free and enjoy the vacation.
8. Standard Out of the Office Email Template. [Greeting] I will be out of the office beginning on (Date of Leave) through (Return Date). For all time-sensitive matters, please contact (Contact Person) at (Contact Email Address).
I will be out of the office this week. If you need assistance while I’m away, please contact [NAME] at [EMAIL].
Thanks for your email. I will be away from the office until September 13th and will respond as soon as I can.
See, if it’s a long period of leave and there’s an alternate contact provided, this is just… the sensible thing that should happen?
Your clients should know when they can expect a response and when you might be unavailable due to unforeseen circumstances.
Hi there. I’m out of the office until Monday, 14 August, with limited access to email.
I worked at a public agency and would have different out-of-office messages for internal and external. I was chastised for having a “too informal” message- because the idiot talking to me didn’t realize me saying “I’ll be back next Tuesday for the big staff meeting” (or whatever) was just for co-workers and not the public. I told them but of course it didn’t matter. So from then on I always made sure to start my internal OOOs- “Hello Company X comrade…. blah.” So it was clear which was which. I am not able to respond to your email promptly because my husband died. I will not be accepting zoom invitations. Please do not respond by suggesting future alternative dates. I don’t know when I will be able to speak without crying.
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Not me, but a friend of mine once received an OOO that simply said “I am having an out-of-office experience.”
Hi, I am currently out of the office from [MM/DD] to [MM/DD]. I will do my best to respond promptly to your email when I return. Please contact [name] at [email] or [phone] for any urgent matters.
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Sample Phone Scripts. After Hours Voicemail for a Small Business: Thanks for calling (our company). The office is currently closed. Office hours are 9am to 6pm, Eastern Time. Please leave a message at the tone and we'll call you back on the next business day. Thank you. Voicemail Script: You have reached (your business name).
As a “don’t try this at home” anecdote, last week we had an all staff retreat, and we were asked to put up away messages. I put a perfectly professional one up for outside email, but in a fit of whimsy, the internal mail triggered an away message that said “Why are you emailing? We are supposed to be paying attention to the retreat!” I figured, we were all at the retreat, so nobody would ever know. Of course, someone did email me 30 minutes before everything started, and triggered the message. Fortunately, he figured out it was an away message and thought it was funny.
Perhaps I’m you guys’ worst nightmare, but for the past couple of years I’ve been writing haikus for my OOO, which give a flavour of what I’m out doing. A couple of examples:
Ta-da, you are done! You are one step closer to your vacation. Remember, just because you are away, it doesn’t mean you cannot make someone’s day with a funky OOO email!
(Depending on your email host, the process of setting up your out of office assistant may vary. You can find a guide on how to access your out of office settings in Outlook here.)
We’ve certainly come a long way since the honeymoon days of You’ve Got Mail, the 1998 Meg Ryan romcom in which each new electronic missive set Tom Hanks’ heart fluttering (and vice versa). These days, in tech circles, you’ll hear tales of folk who’ve set their email servers up to automatically delete unread emails after a week – before going on holiday for a full fortnight. Others have reduced the OOO to a single word in the subject line: “Nope.”
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40 Holiday Messages for Employees, Colleagues & the Boss Home » Holidays » Holiday MessagesUpdated: May 16, 2021
Note: If you are using an older version of Outlook, such as Outlook 2007, go to Tools > Out of Office Assistant.
I also think you should give this email tactic a try – especially when you return from an extended break or vacation.
I’ve got you covered. I’ve compiled some of the best voicemail greetings you can use for virtually any situation you’ll come across.
The head of llama engagement called my boss and reamed her out for my “poor behaviour” and then called me and reamed me out, too. She said it didn’t matter if project X was the biggest thing our company did all year – her requests took precedence.
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This is the dream. If I could do this, I would! I hate voicemails (and the phone in general) so, so much!
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].
Here’s my OOO nightmare: when I was a graduate intern a few years ago, there was a volunteer with severe, marginally treated mental health concerns. Her behavior toward me was inappropriate to the point that my school assisted me with a safety plan. I obviously blocked her on everything I could think of. Unfortunately while I was on winter break she emailed my agency address from an account no one knew about, got my OOO message, assumed it meant I was open to communicating again, and proceeded to have a monthlong meltdown in my inbox when I didn’t respond. To this day I am grateful for my city’s utter lack of public transit, which prevented her from trying to find my home and family.
At the top of your calendar, click the first date you’ll be out of the office. Click Out of office. Select the dates that you’ll be out of the office. Optional: Update the time range and edit your decline message. Click Save.
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