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.
The recipient may have filtering turned on that would reject the automatic reply;
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I have a colleague who directs people to email an alternative email alias when she’s on leave. This alternative email alias? Yup goes to her. Don’t know why she does it. She’s also set a rule in her team that they have to answer each others’ phones of someone is away from their desk. Inevitably, the person answering the phone can’t help and tells the caller to send an email. It drives me up the wall.
Listing Results Voicemail Holiday Closure 48 Results Phone number Mobile phone Contact us Customer service
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That really does feel excessive. I think most people are savvy enough to think, ‘Huh, it’s late in the day for pretzelgirl, I might not get a response until tomorrow. Business as usual.’ Being out of communication for a day – travel, meetings, days off – doesn’t require an out of the office alert, either, just a response as soon as possible.
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While you’re writing and activating your out-of-office message, sidestep these pitfalls:
Once they realize that your office is currently closed, the most important piece of information they probably want to know is your standard business hours. While this information can be tucked behind a phone menu option, it's best to state it upfront in your after hours recording.
Whether your go for professional or funny, the most important task of this email is to clarify communication. A well-prepared auto-responder email will allow you to better enjoy your holiday break.
So that we can all spend valuable time with our families, this Thanksgiving and the following Friday will be paid holidays for all employees. Enjoy the long weekend!
John Whatsisname has retired. Please contact [insert name and email] for enquiries relating to [subjects], or myself at [email] for personal matters. Thank you to my colleagues and clients for your support over the years.
Please contact (Contact Person with email and phone) if you need immediate assistance.
Very true, if the options came in reverse order (or maybe emergency first followed by not-urgent followed by urgent) that would be a little better.
I do this because my industry’s norm is that people check their email on vacation, at least once or twice, but I don’t do it. I don’t have work email on my phone so it’s technically true.