It makes a positive difference when you create auto reply messages that adhere to the basic elements of personalized messages followed with greetings.
Entrepreneurs and salespeople probably laugh at the prospect of being "out of office" — or, at the very least, unavailable to their clients 24/7. But the thing is, no one can be in the office 100% of the time. Even if your "office" is as portable as your laptop.
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But let’s talk out-of-office messages: overshares, excessive detail, the ones that self-aggrandize (I once had a coworker whose auto-replies often said he’d be in late because he “pulled an all-nighter” on various work projects, etc.), the ones that never get turned off, people who don’t use them at all, and other pet peeves.
Dear all, I am out of the office until 4, February. If you need immediate assistance please send me a message on my cell phone: +111 1111. Otherwise, I will respond to your emails as soon as possible. Thanks, (YOUR NAME)
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Hello, We are currently closed for the holiday. If it’s something urgent you can email [name] at [email]. Kind regards. [Name/signature]
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.
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I hate when senders ignore the instructions in my OOO message. Usually, my message is something simple like: “I am out [Dates], returning to the office [Date]. Please contact Jane (jane’s email address) in my absence. General [department] questions may be sent to [general dept email address].” To me that says if you are sending me anything then I won’t see it until I return. If you have something you need to be resolved right away, you can contact Jane or send it to our department inbox (where it should be going anyway).
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I emailed this person 3 times and never got a response. Thankfully they weren’t upset when we moved forward without their input.
9. Give – and get. There’s something special about holiday gifts. We like giving them probably just as much as we enjoy receiving them. Now, what if you could combine these two positive experiences?
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That’s my practice, too, though I only use it for times I’ll be out for a day or more. Some of the work I do and support can be very time sensitive and it’s really the most efficient use of *everyone’s* time if I spend two minutes before I leave setting up OOO so that they are quickly directed to the right person instead of having to go check my calendar, see I’m out for a week, try to remember who it is that’s my backup, etc.
Dear Customer, Our office is closed and you can expect to hear back from me by [date]. Have a great holiday! Regards [Name/signature]
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!”
Brief Out of Office Message. While it’s vital that you get the main points across in any vacation email, brevity is important. If you’re looking for something a little more to-the-point, try this one