Give them the dates. Don't leave your sender guessing. Let them know when you'll be out and the date you'll be back in the office — not when you're returning home.
There's no shame in using Christmas to indulge in your childhood movie tastes, but there is shame in not sharing that adorable side of yourself when people are trying to reach you during the holidays.
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The autoresponder messages give information like how long the person you are reaching is unavailable and who else is the person in the absence and from when will the person be back available. Make sure the message is not too lengthy and is set up easily and conveniently understood by the email users. Try to manage your absence in such a way that the client doesn’t get affected and uninformed.
“Ideally, an OOO should include the basics,” says work and wellbeing psychologist Kate Sullivan. “The dates you'll be gone, an approximate timeline for when someone can expect to hear back from you upon your return, and how any urgent requests will be handled in your absence.”
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.
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I don’t usually read the messages anyway, I just take it as information that the recipient won’t see my message right away. If that will cause issues, I’ll contact someone else.
Confirm any expected deliveries will not be left at your door or unattended. Reschedule if necessary.
I had a coworker that (pre-covid) had an out of office set up any time she worked from home. She didn’t operate any differently than when she was in the office, and there wasn’t any information in the message, just “FYI I’m wfh today”. It was weird to keep getting those messages, since her working from home had zero effect on your correspondence with her.
I do this when I’m on personal vacations. When I’m doing field work for research, I do tend to add a statement that I won’t have access to email/phone because I’m doing field work in X location.
4. Sample Email Reply for Vacations with Phone Number. [Your Greeting] Thank you for your email. I am currently out of the office, and I do not have email access.
Don’t forget our office and Contact Centre will be closed tomorrow; [date], for the public holiday. You can still use our internet banking, mobile app and phone banking during this time.
When I’m back in the office and going through emails, I’ll sometimes send a note of “I’m catching up on my emails and saw you had XX question – did you still need help with that?” before doing any in-depth research.
The recipient may have filtering turned on that would reject the automatic reply;
I’d just stick with “I will be OOO without access to phone or email from XX/YY to XX/YY, returning on XX/YY.” And then whatever directions for directing to your support/backup while you are out. I find that specifically saying ‘without access to phone or email’ sets a good expectation of non-response.
Usually also right before a deadline, after ignoring warnings about said deadline for 3 weeks.
My favorite one that I’ve heard is from TV. “You’ve reached {name}. I can’t answer. Don’t waste my time.”