After I tweeted this example, dozens of people sent me examples of OOO messages they’d set or particularly good examples they’d seen in the wild. One example from a boss (via a TikTok) who offers emailers a decision tree of sorts. “Option 1.) Wait it out. Ask yourself, ‘is this urgent and important?’ If not, take a beat…you and I will be better off with this expectation set now,” the email begins. This one stands out because it’s extremely detailed, manages expectations and also offers who to contact in different situations. It models good behavior of taking time off, but also gives the original sender a variety of option. Most importantly, the responder forces the original sender to assess whether this is actually an urgent request.
This information will help the person reaching out to you gauge whether their message can wait for your response or if they need to contact someone else instead.
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Hello! Thanks for getting in touch. I’m out of the office until [DATE] with limited access to email. But never fear! I’ve left you with some helpful writing tips to read and share.
Note: If you don't see Automatic Replies, use Rules and Alerts to set up your out-of-office message.
I will be out of the office until *date*. My colleague *Name* will be happy to assist you.
I’ve done this a couple times: on the 3rd sick day when it’s all I can do to just set an OOO, and I’m tired of updating the dates and feel like I’m never going to get better.
Have you ever had one of those most amazing kind of days; the kind of day that you will remember when you are old and gray and telling your grandchildren stories? Well, I seem to have those days quite often. In fact, if you’re seeing this message, it’s probably because I’m having one of those kinds of days today, and I’m not going to respond to your message.
Not being in the office doesn’t necessarily mean you can’t develop your brand’s reputation. To do this, offer a link to some reviews about your product. In doing this, you drive traffic to your website and leave a good impression of your company… providing the reviews are positive. Here’s an example of this method:
2. 2 The Fruitcake. Greetings, Did you know that emails during the holidays are a lot like fruitcakes? Nobody really wants them, but a lot of people end up receiving them, anyhow.
I will be on leave returning Monday, August 10th. Please anticipate a delay in response. For urgent requests or escalations, please contact:
Oh heavens no. All I ask of an out of office is that it tells me when the person will be back (if known) and who I can contact in the interim.
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As for this one I think it’s fine for internal particularly if someone can “read it in her voice” and knows she’s quirky but I’d probably just do a short one for external (or none? because I’ve heard there is some kind of security risk with them?)
[Company name] office is closed today for the [holiday name] and will reopenam [date]. [Company name] Online and our website is available throughout.
If I got an OoO just to tell me to have a good day, I would find that person and throw water on their computer. They’re obviously not qualified to operate one.
These sorts of cyberattacks are more common than most might think and make up a large part of the cybercrime industry. According to the FBI, American companies have lost $12 billion to BEC attacks. The good news is there are ways to protect yourself and your company.
Writing an effective out-of-office message is a key part of running any business. Although it may seem so simple, an incomplete or unclear out-of-office message will cause problems before you leave as well as when you return.