A professional email signature with contact information should do the trick in any case. Will you be monitoring your mailbox? – sometimes, when you are out of office, you may be able to check your incoming emails from time to time. If you can and do – include this information in your out of office message.
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By now, your neighbourhood supermarket is probably already blasting the classic Christmas tunes, your favourite colleagues are on vacation many miles away, and you’re counting down the days till you get to clear your annual leave 😏
However, I will be taking periodic breaks from binge-watching everything I’ve missed to check my email [once per day/every evening/occasionally] while I’m away.
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. !
The auto-reply only replies ONCE to each email account, the first time they send. If someone sends you multiple messages, they will not get multiple replies back. This is a useful feature because it prevents your account from flooding a mailing list with replies or from filling your email inbox with automatic rejections from "do not reply" accounts.
4. You snooze, you lose! The [holiday name] sale will end soon. Even though holiday sales last for quite long, some of us still have trouble finding something special for themselves or their loved ones.
In this post, I’ll go over what an OOO message is and share some of the best examples I’ve found on Google, as well as a few from my coworkers).
13) I’m not in the office right now but if it’s important, tweet me using #YOUAREINTERRUPTINGMYVACATION.
Here's a million-dollar question: how do you get people to do what you want them to? That's where Calls-to-Action (CTAs) come in.
Coworkers, clients, and subscribers typically expect fast responses and solutions to their problems, particularly from people working in customer service, marketing, and communications jobs. Out of office messages provide them with a polite, concise, and professional explanation of why you cannot respond right away. You can provide an OOO message if you are gone for one day, one week, or several months.
If you are re-using the existing message from the past, make sure you update the dates so that your clients know when you will be available again. For a general out-of-office message, it is vital to include the office timings.
I, in turn, will cheer you up with some sunny photos of this great place where I’m staying.
I often see people put public holiday notices in their email signatures a week or two in advance, especially where there are multiple affected dates in a row. We are a very date-dependent field, though.
I’ll be back on [DAY OF WEEK], [DATE]. No explanations, no apologies, no promises to respond, no redirects to other colleagues. It works.
Editor's note: This post was originally published in February 2018 and has been updated for comprehensiveness. Try This Effective Prospecting Voicemail Script [Tips Included] Sales | 12 min read
A standard OOO responder email simply needs to inform the sender that you are out of the office and when to expect a response. Like this: Hi there, Thank you for your email. I am currently out of the office until [date] and will have limited access to my email. If you require immediate assistance for any urgent matters, please contact [name] at [email] or [phone] in my absence. Best,