I’ve mentioned this before, but I’m really tired of the ones that are basically “I’m in a meeting for an hour and I’ll check my messages when I return.”
Use the time away with no employees working to restart equipment such as computers, laptops, etc. Restarts are necessary to keep updates installed and the machines running smoothly.
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Sample out-of-office email message: “Thank you for your message. The University of Toledo is closed for winter break. If your message requires a response, I will reply after New Year's Day during normal business hours. Happy holidays!”
I understand how important it is for you to get the information and services that you need, however, I am no longer with Jones Consulting.
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And yet regardless of your job description, the humble OOO can do much more besides simply telling people not to expect a prompt reply. Crafted subtly enough, it can even drum up business for you. While they wait for you to respond, perhaps they’d like to check out your new website or sign up for your monthly newsletter?
That’s weird. I’m technically teleworking almost all the time (our office doesn’t really have the space to fit us all in anyway) and I’m next to my computer nearly the whole day…
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Thank you for you email. I am out of the office from [insert date] until [insert date]. If you have an urgent request, please contact [insert name] at [insert email].
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The best holiday messages are short, cheerful and specific. Try to include the person’s name, as well as a memory from the holiday season or year.
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When customers receive automated messages, they have expectations about the wait duration (in terms of number for e.g. 4 mins or 4th position), that can make or break their customer service experience.
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Soldiers of the 353rd Infantry near a church at Stenay, Meuse in France, wait for the end of hostilities. This photo was taken at 10:58 a.m., on November 11, 1918, two minutes before the armistice ending World War I went into effect
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Oops, too late! I’m off on holiday right now until the 16th, probably sipping on a margarita while you read this. I’ll reply when I’m back, but if it’s super urgent, contact [email protected]. It wouldn’t be right for this message to go to your boss or a client. If you’re not sure who is going to receive your message, we suggest following a more formal template.
I guess my first instinct might be thinking it’s rude but having seen it a few times I do get it. It really makes sense for people who get dozens or hundreds of emails a day and are gone for extended periods of time. It’s more courteous to be up front about it than silently delete like some people said they do (though I get they maybe just didn’t realize they’d need to do that).
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You may also want to include bullet points of what is in progress so that your client knows you’re on top of things. That will also likely reduce the amount of emails sitting in your inbox when you return. Unlike a more generalized email (like the one I’ve provided) that you can send en masse, you’ll want to set aside some time to send more personalized emails out.
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I can just about see having two OOOs: one for the actual leave time, and one for the first day you are back in the office, so people are aware you are digging yourself out of the emails and to please call or IM if it is time-sensitive.
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Thank you for your email. I’m away from my desk until [return date] trying to corral my kids between family visits and holiday sugar highs.
Boss would put up an OOO when attending an event off-site, but would still be answering their emails, which meant that I would get “Boss said you were the correct contact, can you help?” Inevitably, I would respond and, two hours later, Boss would too, cc-ing me on the original email in which they shared the exact same info I had earlier that day. It was MADDENING.
Start by recognizing your backup contacts for the time when you are out of the office. Make sure that, when needed, they can be available to help customers instead of you. Meeting with your co-workers and making everything clear should be one of your top priorities. The person who covers you while you are gone should not find that out by receiving an email out of nowhere. Be professional and plan everything properly — you are about to take a break, after all.
Our office will be closed on [date] for the public holiday and will reopen again as normal on [date]. Contact details for emergency can be found on our website.
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haha no offense taken. No one wanted to read (or even listen!) to all that. We only did it so she’d stop ruining our Mondays with epic 1-hour rants about what terrible people we are. And no, none of the projects we worked on were ever so critical or time-sensitive!
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Personally, I’d get a kick out of it, but I wouldn’t do something like that myself.
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I like that you can sometimes tell the team dynamics by the OOO. In my experience I’ve seen that: – “If you need something, contact a member of my team” = I trust my crew and probably would prefer you email them all the time, TBH. – “If you need something, contact my boss” = I don’t trust my team and think my work is #higherlevel, OR my boss is a micromanager. – “If you need something, text me” = I hate my boss and don’t trust them to handle my work OR I think I’m very important and the company can’t function without me.
But perhaps we have it all wrong, and are simply enslaving ourselves further to technology by toiling over OOOs that are personality-packed, marketing-friendly perfection. Maybe we need to be altogether more standoffish if we want to make our OOOs really work for us? NYU Professor Meredith Broussard, who’s the author of Artificial Unintelligence: How Computers Misunderstand the World, takes the inspiration for her OOO from US writer, poet and children’s author E.B. White, who once turned down an invitation from President Eisenhower with the words “I must decline, for secret reasons”. Accordingly, Broussard’s OOO reads simply: “I am out of the office, for secret reasons.”
A client rings to tell you your out-of-office message has a typo in it, or, worse, is mind-numbingly boring. Suddenly you’re wrenched out of holiday mode and back into the throes of work, weeping as you log back into your email server to change your response as your shandy grows warm and flat.
Please note that all queries and orders posted at least [X] days before [starting date of the holidays] or during holidays will be processed immediately once we are back at the store.
Exactly! This may be the type of person who hears a phrase that sounds polite when referring to another, but mangles it and uses it to refer to themself so it becomes the opposite of polite.
I saved this one for the last example. It’s exactly what anyone would like to say when an associate messages them regarding any work during the holiday season. It talks about the ‘me time’ and also shares empathy for the sender. Especially, asking the sender to order the Pepperoni Pizza after stating the date of return is a fab movie. One of the best ways to display empathy is being humorous as it doesn’t put the other person into pressure- it makes way for helping them take the situation lightly!
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Come Christmas time, there’s nothing quite like tidying up your desk, shamefully closing your 50 Chrome tabs, and switching on your out-of-office responder for the holidays.
I might be your coworker. I don’t get a lot of calls so it slips my mind constantly. Email I just set up a timer and it’s so much easier that way.
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This person decided that setting their out-of-office message was a prime time to settle an ongoing office argument about which Die Hard film is the best, complete with an integrated poll to add a little festive cheer to the auto-reply.
Thank you for your note. I’m currently out of the office, returning on [date]. I’ll respond to your message then.
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This particular message is too freakin long and it makes me watch it, too. Har har, thanks for wasting my time.
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Please note that I will be completely disconnected from email and will not be checking messages until I return. So, if you need urgent assistance, please send an email to [Contact Name] at [contact email].
A few years ago we had a team meeting, with the typical agenda provided to all by our manager. One of the items was OOO and the manager’s name and dates of her upcoming vacation–of course, to give the team advance notice that she would be out. One of my colleagues did not know the acronym and was at first confused. His read: “Ooooh, Mary is on vacation for these dates and is so excited.” Which I am sure was the case, but . . . no, not exactly. Ha ha.
Then, all that’s left to do is turn it on before you abandon your desk, and get prepared for a relaxing holiday break—without feeling the need to be constantly tethered to your inbox.
I did something similar the second time I took maternity leave, actually. I didn’t explicitly say, “I will delete all emails,” but instead I shared my backups’ contact info and invited people to contact me again when I was back from leave.
We have our top 10 list of out of office replies—and because we like to max out on fun times, we have an Out of Office Mad Libs activity you can try. Use it for yourself, pass away a slow afternoon with colleagues, or share it with clients headed out of town who would also enjoy it. Out of offices are here to help, after all.
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Exactly! This may be the type of person who hears a phrase that sounds polite when referring to another, but mangles it and uses it to refer to themself so it becomes the opposite of polite.
I can see how they would annoy given her character at work though. There is something especially cruel about advocating for your boundaries while disrespecting other peoples.
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Also known as "autoresponder emails," out-of-office messages run the gamut. From funny, to clever, to snarky, this message can both show your personality and let senders know that, well, you’re out of office.
The kicker was when she left we teased apart all of what she had been doing and it amounted to about 10 hours a week worth of work (and she was putting in OT constantly lol)
I say I’m off-duty, or in non-working status, but I come from a DOD background. I no longer like to say out of the office. Unavailable is good too.
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Please contact my colleague (YOUR COLLEAGUE’SNAME) for your urgent concerns. Otherwise, I´ll attend to your emails upon my return at 08.02.2021.
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I have traded a white Christmas, bulky sweaters, and hot chocolate for sandy beaches, sun tan lotion, and margaritas… and yes you guessed it I’m out of the office.
Hello! Thank you for your email. I am currently out of the office. We have closed for [holiday name]. I will be returning on [date]. If you require immediate assistance, you may reach me at – [mobile number]. Thanks!
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I wish I could block my voicemail. I would so get fired if I had a message like this and was caught, though.
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Thank you for your email. I’m currently out of the store on holidays. I will be returning on [return date].
An out of office message is an automatic response to work communications when you are away from the office. Using your email or messaging service, you can set up an automatic response to anyone who is trying to contact you. An out of office message should tell the sender: That you are not in the officeThe dates you will be goneWho they can contact while you are awayWhen to expect a response from you Why is an out of office message important?
